Position Control Procedures
Applies to: All Regular Faculty and Staff Positions
The following procedures are to assist managers with understanding RIT’s position control procedures and prepare materials needed for job evaluations, re-evaluations and various position related changes. Use Ctrl-F to search this page.
- Purpose of Position Control at RIT
- Specific Data Fields Maintained on Positions
- Frequently Asked Questions (FAQ’s)
- How do I request a copy of a JDQ?
- How do I get reports of position data?
- 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 process changes to a person’s assignment (new position, organization, band, job category, hours, weeks, months, salary, costing, etc.)?
- How do I request a change to a staff position title?
- How do I change a faculty position title?
- How do I request NEW Incremental FTE or increases to an existing Position FTE?
- How do I split one position into two positions resulting in a new PC number?
- How do I process a change which requires a new Position Control number be established?
- How do I process a department re-organization or do mass organization name change?
- 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 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?
Purpose of Position Control at RIT
- To hold salary, funding type, headcount and FTE budget data on positions
- To support departmental and security related hierarchies
- To hold coding for RIT and governmental reporting To maintain history of position holders
- To show vacant and filled positions
Specific Data Fields Maintained on Positions
Position Combination Definition
The “Position Combination” field is made up of 4 segments, for example: Financial Analyst .009999.01.00
Position Title
Position Control Number (6 digit number)
Position Version (2 digits which are incremented each time a position combination is changed)
Funding Type (see types below)
Other data elements and codes tied to a position
- Organization: The name of the department associated with the position in the HR System. If the Organization name, title or job category changes on a position, a new “combination” with a new version number needs to be set up in Oracle.
- Job Category (see list of job categories below)
- Position Salary Budget: The salary or wage rate budget associated with the position in Oracle.
- Temporary Position End date: Indicates the date the funding will need to be renewed on any of the temporarily funded position types.
- FTE The full time equivalent value of each position. A fulltime position is typically .88 to 1 FTE and 1 headcount.
- Position Department Number: A G/L Department number is assigned to indicate the primary ownership of a position for reporting purposes. The Department Number on a position does not impact the assignment costing on a person. To make changes to person assignment costing, you must complete an Employee Action Form.
- Position Funding Type Definitions Indicates the type of funding that supports the position. A change to a funding type on a position requires the authorization of the Budget Office. Specific funding types are listed below:
OO: Regular full time or part time faculty or staff positions. Funded by university operating funds. OE: Funded with RIT Endowment Income OF: Externally funded. Uncertain whether funding will be ongoing. OG: Funded from grant sources. Uncertain whether funding will be ongoing. OT: Temporary position control number for short term, temporarily funded position. Position requires an end date. OU: Temporary overlap position. Relates to corresponding 00 position and is only used for short-term overlaps for training, leaves or when an active search is being conducted for the corresponding 00. Does not have a budget of its own. IN: Position funding type which is used while an incremental requisition is in the process of being approved. Will change to another funding type after approval. CC: Temporary position control number for short term, calendar conversion related position. Position requires an end date. SS: Temporary position control number for short term, student information systems related position. Position requires an end date. - Staff Job Categories:
- Executive
- Laborers
- Managerial
- Operatives (semi skilled)
- Professional/Administrative
- Sales
- Secretarial/Clerical (Administrative Support)
- Service /Maintenance
- Skilled Trades
- Supervisor (non exempt only)
- Technicians
- Faculty Job Categories
- Adjunct Faculty
- Administrative Faculty
- Instructional Faculty
- Research Faculty
- Staff Job Description Questionnaire (JDQ) and Position Classification
Each STAFF position should have a job description questionnaire (JDQ) form associated with it in Oracle. The JDQ is the basis for evaluating a position for FLSA category (exempt or non-exempt) and wage/salary band. JDQ’s should be reviewed when substantial changes in the essential requirements of the job occur. In general, a Job Re-evaluation Form or job description questionnaire (JDQ) is needed for all positions which are changing titles, Organizations or have substantial changes in essential job functions. Additional information on Position Classification and Job Evaluation can be found at: http://finweb.rit.edu/humanresources/policies/procedures/jobevaluation.html
- HR Only Fields for Government Reporting
- EEO Job Group: Three digit code used for Affirmative Action and EEO related reporting
- Job Code: 6 digit position code used for governmental AA reporting
- Census Code: 3 digit code used for governmental reporting and availability analysis
- IPEDS Job Category: Coding used for the US Department of Education reporting related to the Integrated Postsecondary Education Data System.
How do I request a copy of a JDQ?
If you are in need of a copy of your own job description or the job description for employee reporting to you, please contact either your Human Resources Services Manager or email positioncontrol@rit.edu. Position Job Descriptions are not currently available in Manager Self-Service.
For more information and assistance on Position Classification and Job Evaluation Procedures, go to http://finweb.rit.edu/humanresources/policies/procedures/jobevaluation.html
How do I get reports of 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.
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, 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. 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 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 request a change to a staff position title?
Use the Job Re-Evaluation Form form to request a position title change or re-evaluation of an existing job which already has a full Job Description Questionnaire on record. To request an evaluation of a new job which has not existed previously or for an existing job which does not have a current Job Description Questionnaire, use the Job Description Questionnaire (JDQ) form. Please review the instructions for completing the job re-evaluation form at: http://finweb.rit.edu/humanresources/forms/reevaluationinstructions.pdf . Once the new position is re-evaluated or it is determined that re-evaluation is not needed, you will need to submit an Employee Action Form (EAF) to process the change to the employee’s record.
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 increases to an existing Position 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
How do I process a change which requires a new Position Control number be established?
Requisition Form-Faculty and Staff - NON-Grant/Contract Funded
How do I process a department re-organization or do a mass organization name change?
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 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. Staff - New Hire EAF | Faculty - New Hire EAFHow 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.
Frequently Asked Questions (FAQ’s)
If you would like to see additional FAQ's added to this page, please email positioncontrol@rit.edu
