Position Change Form Instructions
Position change form can be found at: http://finweb.rit.edu/humanresources/forms/positionchangeform.pdf
For detailed position control information, please visit the Position Control Website at: http://finweb.rit.edu/humanresources/policies/procedures/positioncontrol.html
- Position Changes that CAN be requested using the Position Change Form
- Position Change Form Section Instructions
- Section A: Current information about position to be changed or eliminated
- Section B: PROPOSED Position Changes
- Where to get position data?
- FAQ’s Related to Other Position Changes
- How do I Extend a Temporarily Funded Position End date?
- How do I Eliminate an OPEN Position?
- How do I Change to a Position Funding Type?
- How do I Create a position which can be used to hire someone while another employee is on leave or while I am searching for a different position title?
- How do I Change a Faculty Position Title?
- How do I request NEW Incremental FTE or an increase to an existing Position's FTE?
- How do I Split one position into two positions resulting in a new PC number?
- Any change that requires a new Position Control number be established
- How do I Process a Department Re-organizations or do Mass Organization Name Changes?
- How do I Change the organization associated with a particular position?
- How do I Move PC numbers from one college/division to another college/division?
- How do I process changes to a person’s assignment (new position, organization, band, job category, hours, weeks, months, salary, costing, etc.)?
- How do I move budgeted salary between positions?
- Where do I find information on recruiting, interviewing and hiring and help with using iRecruitment?
- How do I process an internal transfer or promotion where people move to a new position either with or without a recruitment search?
- How do I process changes to an opening in iRecruitment?
- How do I Post an existing position in iRecruitment?
- How do I make changes to holders of Department Chair and other Administrative Faculty positions?
- Additional Instructions Related to Staff Job Description Questionnaire Requirements
- Sending the Form to Human Resources
- Processing of Position Change form in Human Resources
Position Changes that CAN be requested using the Position Change Form
| Extend Temporarily Funded Position End date | Create an 0U Temporary Overlap position |
| Eliminate a position | Change a faculty position title (in certain situations) |
| Change to a position funding type | - |
Position Change Form Section Instructions
Section A: Current information about position to be changed or eliminated
Please fill out all required fields. To get detailed position data for open and filled positions, you should run the “Open and Filled Positions” report in Manager Self-Service. If you require access to manager self-service, please see the instructions at: http://finweb.rit.edu/humanresources/HRIS/mss.html. Access to manager self-service is at your Manager’s discretion.
Section B: PROPOSED Position Changes
- Extend Temporarily Funded Position End Date
___Extend Temporarily Funded Position End Date to: ___________________ (for type 0T, SS, CC, 0G, 0E, 0U)
If you currently have a position with funding type of 0G, 0E,0T, SS, CC, 0U and you would like to request an extension of the funding for the position for another year, please complete the form, include an explanation of where the funding will be coming from and obtain Budget Office approval before sending to Human Resources.
- Eliminate Position
- Change Position Funding Type
- Create 0U “Temporary Overlap” Position
- Faculty Position Title Change
If you no longer have funding for a position, you can request that the position be eliminated. History related to holders of the position will be maintained in Oracle, but the position will no longer appear on open position reports. Make sure that if you are selecting a position for elimination, in Section A you indicate both the position control number and the position version. Also, if the position was used in a previous recruitment effort in iRecruitment, all applicants should be dispositioned prior to position elimination.
___Change position funding type from ______ to _______ (Budget Office approval for this change is required)
If you would like to change the funding type for a position, you will need Chris Monaco (cembgt@rit.edu) in the Budget Office to first approve the change. The Budget Office will confirm that you have the appropriate funding source for the position and indicate end dates, if applicable. Please obtain Budget Office Approval before returning the form to Human Resources.
___Create 0U “Temporary Overlap” Position (indicate corresponding 00 position below)
Corresponding 00 position number __ __ __ __ __ __.__ __.__ __ New 0U Position End Date:
0U Position Title:_____________________________________________
An 0U is a temporary replacement position which relates to a corresponding 00 position. It does not have a permanent budget of its own. It has the same organization name as the parent PC and is typically only used to fill in for leaves or when an active search is being conducted for the corresponding 00 and the 00 has a different job title. 0U positions requires an end date which will be re-evaluated as required.
An example of when an 0U would be used, would be when a tenure track faculty job is being recruited for, and a visiting faculty member is filling in while the search is being conducted. The visiting faculty member would be in an 0U position.
If you will be using a new Staff position title for your 0U which has never existed before and needs position evaluation, you will need to complete a staff Job Description Questionnaire (JDQ).
There are only rare circumstances that faculty titles should change. In the majority of cases regular faculty titles are “Instructional Faculty”, “Instructional/Support Faculty”, “Research Faculty” or “Visiting Instructional Faculty”. There are exceptions for certain department heads or named faculty positions, however these are handled on a case by case basis. Also note that Department Chair and other Administrative Faculty positions cannot be changed to a regular faculty position. Also, Endowed Faculty Positions (0E) cannot be changed to another funding type (such as an 00) unless permanent funding is received and the change is approved by the Budget Office.
Where to get position data?
Detailed information on current positions can be found by running the Open and Filled Positions report in Oracle Manager Self Service. If you do not currently have access to Oracle Manager Self-Service, please refer to http://finweb.rit.edu/humanresources/HRIS/mss.html for instructions on gaining access. Access to manager self-service is based
FAQ’s Related to Other Position Changes
How do I Extend a Temporarily Funded Position End date?
If you currently have a position with funding type of 0G, 0E,0T, SS, CC, 0U and you would like to request an extension of the funding for the position for another year, please complete the Position Change Form, include an explanation of where the funding will be coming from and obtain Budget Office approval before sending to Human Resources.
How do I Eliminate an OPEN Position?
If you no longer have funding for a position and the position is vacant, you can request that the position be eliminated. History related to holders of the position will be maintained in Oracle, but the position will no longer appear on open position reports. You should request OPEN position elimination using the Position Change Form.
How do I Change to a Position Funding Type?
If you would like to change the funding type for a position, you will need to complete a Position Change Form and request Chris Monaco (cembgt@rit.edu) in the Budget Office to first approve the change. The budget office will confirm that you have the appropriate funding source for the position and indicate end dates, if applicable.
How do I Create a position which can be used to hire someone while another employee is on leave or while I am searching for a different position title?
You can request creation of an 0U funding type position using a Position Change Form. An 0U is a temporary replacement position which relates to a corresponding 00 position. It does not have a permanent budget of its own. It has the same organization name as the parent PC and is typically only used to fill in for leaves or when an active search is being conducted for the corresponding 00 and the 00 has a different job title. 0U positions requires an end date which will be re-evaluated as required.
An example of when an 0U would be used, would be when a tenure track faculty job is being recruited for, and a visiting faculty member is filling in while the search is being conducted. The visiting faculty member would be in an 0U position.
If you will be using a new Staff position title for your 0U which has never existed before and needs position evaluation, you will need to complete a staff Job Description Questionnaire (JDQ).
How do I Change a Faculty Position Title?
There are only rare circumstances that faculty titles should change. In the majority of cases regular faculty titles are “Instructional Faculty”, “Instructional/Support Faculty”, “Research Faculty” or “Visiting Instructional Faculty”. There are exceptions for certain department heads or named faculty positions, however these are handled on a case by case basis. Also note that Department Chair and other Administrative Faculty positions cannot be changed to a regular faculty position. Also, Endowed Faculty Positions (0E) cannot be changed to another funding type (such as an 00) unless permanent funding is received and the change is approved by the Budget Office . To request a change to a faculty position title, please use the Position Change Form.
How do I request NEW Incremental FTE or an increase to an existing Position's FTE?
Any increase in position FTE must be requested using an Incremental Requisition Form and follow the incremental requisition approval process.
Requisition Form-Faculty and Staff - NON-Grant/Contract Funded
How do I Split one position into two positions resulting in a new PC number?
Because this type of change results in a new PC number, it must be requested using an Incremental Requisition Form and follow the incremental requisition approval process.
Requisition Form-Faculty and Staff - NON-Grant/Contract Funded
Any change that requires a new Position Control number be established
Requests for new PC numbers, must follow the incremental requisition approval process.
Requisition Form-Faculty and Staff - NON-Grant/Contract Funded
How do I Process a Department Re-organizations or do Mass Organization Name Changes?
Use the Re-Organization Form to process Organization name changes and re-structuring that impacts large numbers of employees within a college/division. Your HRSM will review the form and determine whether job re-evaluation forms need to be submitted for any positions.
How do I Change the organization associated with a particular position?
Please complete a Existing Job Re-evaluation Form.
How do I Move PC numbers from one college/division to another college/division?
PC’s numbers are assigned to specific organizations and employees should move in and out of those PC numbers. Faculty/Staff do not take their PC number with them when they change jobs. In situations where a major University re-organization initiative is underway, the movement of PC’s between colleges/divisions will be evaluated on an individual basis. Contact your HRSM if you need additional guidance.
How do I process changes to a person’s assignment (new position, organization, band, job category, hours, weeks, months, salary, costing, etc.)?
This must be done using the appropriate Employee Action Form (EAF) or in some cases online in Oracle. http://finweb.rit.edu/humanresources/HRIS/mss.html provides more information on Manager Self-Service.
How do I move budgeted salary between positions?
Contact Chris Monaco in the Budget Office at cembgt@rit.edu to determine if the change is allowable.
Where do I find information on recruiting, interviewing and hiring and help with using iRecruitment?
Links to staff and faculty recruitment offices, search committee manuals and he You can visit the recruitment links at http://finweb.rit.edu/humanresources/recruitment/
How do I process an internal transfer or promotion where people move to a new position either with or without a recruitment search?
This must be initiated through a requisition in iRecruitment using the RIT iRecruitment Manager responsibility at https://myinfo.rit.edu or https://mybiz.rit.edu. The changes to employee records must be completed by using a New Hire Employee Action Form.
How do I process changes to an opening in iRecruitment?
Changes to requisitions in iRecruitment must be processed through RIT iRecruitment Manager at https://myinfo.rit.edu or https://mybiz.rit.edu. Changes will be routed for approval to either the Staff or Faculty Recruitment Office.
How do I Post an existing position in iRecruitment?
Make sure that your position combination is already set up by Human Resources. The title, job category and Organization name should be correct PRIOR to attempting to post the position. If you are unsure if your position has been set up, you can either run the Open and Filled Position report in Manager Self-Service, or you can email positioncontrol@rit.edu
How do I make changes to holders of Department Chair and other Administrative Faculty positions?
For Administrative Faculty positions requiring a search, openings should be posted in iRecruitment and the hire should be processed into the existing Administrative Faculty position using a Faculty - New Hire EAF. Please consult the Office of Faculty Recruitment for more information, if needed.
For an internal move within a College or Department Chair position, the NEW incumbent should move in to the position control number of the Current Chair using a Faculty - Promotion/Other Change EAF. Department Chair positions should not change PC numbers. Administrative Faculty PC numbers are assigned to Administrative Faculty positions and they should not be changed into Non-Administrative Faculty positions.
Additional Instructions Related to Staff Job Description Questionnaire Requirements
In general, a Job Re-evaluation Form or Initial Job Description Questionnaire Form is needed for all positions which are changing titles or FLSA category (exempt/non-exempt) due to changes in ESSENTIAL JOB FUNCTIONS. Please see the Job Descriptions Questionnaire instructions for details.
- Existing Job Re-evaluation Form http://finweb.rit.edu/humanresources/forms/reevaluation.doc
- Existing Job Re-evaluation Instructions http://finweb.rit.edu/humanresources/forms/reevaluationinstructions.pdf
- JDQ http://finweb.rit.edu/humanresources/forms/questionnaire.doc
- JDQ Instructions http://finweb.rit.edu/humanresources/forms/jdqinstructions.pdf
Sending the Form to Human Resources
You may scan and send the form to positioncontrol@rit.edu or send it to Position Control, Human Resources, 5th Floor Eastman Building.
Processing of Position Change form in Human Resources
Once the new position combination is set up, you will be contacted by Human Resources to let you know that the new position is available to use in your recruitment effort or your employee action.
Once the completed and approved form is received in Human Resources, your change will be processed within 1-3 business days. Please email positioncontrol@rit.edu if you need assistance.
