Human Resources

60.08    Establishing, Changing and Updating                                         Issued: September 15, 1999
             Budgeted Positions

1.    Requirements

       System Regulation (Section 31.01.01) requires the University to budget by name any
       employee who is employed at least fifty percent effort for four and one-half months or more.
       System Regulation (Section 33.99.03) requires the University to maintain current job
       descriptions for each employee. The purpose of the following procedures is to define the
       form and process used by the University to establish, change and update budgeted positions.

2.    Form and Preparation

       The form used by the University to establish, change and/or update a budgeted position is the
       Position Description Questionnaire (See Attachment 1). This form contains instructions to help
       you complete the form; however, assistance may be obtained from the Office of Human
       Resources.  Upon completion and approval of the form, the requesting department should
       submit it to the Office of Human Resources for processing.

3.    Processing of Position Description Questionnaire (PDQ)

      3.1    The PDQ is received by the Office of Human Resources and forwarded to the Employee
               Relations Coordinator for processing.

      3.2    The Employee Relations Coordinator reviews the PDQ for proper completion and
               contacts the requesting department to resolve any questions or deficiencies.

     3.3    Properly completed PDQ’s are then processed as follows:

             3.3.1     Requests to update job descriptions are filed in the employee’s personnel file and
                         the master file for PDQ’s.

            3.3.2     Request’s to change or establish a new title are reviewed for the following:

                         a.     Is the title appropriate for the duties listed?

    b.    Is the title already established by the University or a new one?  If it
           is new, is there an established title that could be used in lieu of a
           new one?

              c.    Is the position for faculty or professional staff? If so, it is categorized as a
                     non-classified position?

            d.     Is the position for support staff? If so, it  is categorized as a classified
                   position?

              e.   Is the proposed salary range commensurate with the defined duties and
                   requirements of  the position and in line with comparable positions at the
                   University or other agencies.

        3.3.3.    Should the Office of Human Resources take exception to
                     the requesting department’s recommendations, the
                     requesting department will be contacted for discussion of
                     the exceptions taken.

        3.3.4.    Upon completion of the above reviews, the Director of
                     Human Resources will obtain approval from the Vice
                     President for Finance and Administration and issue a memo
                     to the requesting department notifying them of the approved
                     title, title code, and salary range.

4.    Implementation of New Title

       To implement an approved title change or a new budgeted position, the requesting department
       must prepare a Form 500, attach a copy of the approval letter from the Department of Human
       Resources, and submit it through the normal Form 500 process.

Contact: Director of Human Resources