Job Description Update
Job Description Update is used when making updates to an existing staff job description. There are no changes to title and/or grade with this action. This action does not apply to faculty positions.
NOTE: If the position is vacant and changes are requested, refer to INCUMBENT REPLACEMENT instructions by clicking here.
Position Information
Type of Action Requested: Select Job Description Update from the dropdown list.
Justification for Action: Include information regarding the reason for updating the job description.
Title: There will be no change to title. If the title is changing, refer to RECLASSIFICATION instructions.
Position Number: The position number will already be populated. This field cannot be edited.
Position Type: Do not make changes to position type.
Hours Per Week: Do not make changes to hours per week.
Employee Class: Do not make changes to employee class.
Appointment Duration (FT Faculty Only) : N/A since Job Description update is for Staff only
Team: Do not make changes to team.
Division: Do not make changes to division
Organization: Do not make changes to organization.
Recruitment Process: Do not make changes to recruitment process.
Funding Information
This section does not apply to job description updates.
Position Details
Changes to the position details for staff positions only need to be made if there are changes to the summary, qualifications, or job duties. Changes made to these sections are tracked by viewing the history.
Position Summary: Make any changes necessary to the position summary.
Qualifications: Make any changes necessary to the qualifications required of the position.
Manages Others: Indicate yes or no. If yes, list the position titles.
Changing Job Duties: Since this is a job description update, click Yes.
Job Duties: Click the Edit button for the duty that needs to be updated. The job duty will move to the bottom of the list. Changes may now be made to the percentage of time and the job duty.
The approval process designates the appropriate workflow a PD will follow for final approval.
Reports to Manager: Do not make changes to the Reports to Manager.
Originator: This will default to the user completing the request. The originator will receive notification when the PD is approved.
Approval Process: Select Staff Position Job Desc Modification Approval and assign the appropriate approver
Key Contact: Assign
Compensation: Default – HRM Compensation
Next Page: This is used if adding notes or documents associated with the PD update. If using, complete the appropriate tabs before saving.
Key Contact: Verify the name of the appropriate College/Division Key Contact is displayed. In some cases, the Originator and the Key Contact may be the same person. If this is case, the Key Contact Approval will occur automatically when the PD is submitted for approval. The Key Contact will also receive notification when the PD is approved.
Saving
Select the Save and Exit button to submit the PD for approval. This button will also return the originator to the PD library. All required fields must be completed before the PD can be submitted for approval. This is the preferred method to submit PDs for approval.
Save as a Draft will save the PD in draft mode which will allow it to be edited later before submitting for approval.
Save will submit the PD for approval. The originator will remain on the PD that was submitted. The request will be sent to Compensation for review and approval. Once approved, the updated description will be available in the position description library.
NOTE: If the position is vacant and changes are requested, refer to INCUMBENT REPLACEMENT instructions by clicking here.
Position Information
Type of Action Requested: Select Job Description Update from the dropdown list.
Justification for Action: Include information regarding the reason for updating the job description.
Title: There will be no change to title. If the title is changing, refer to RECLASSIFICATION instructions.
Position Number: The position number will already be populated. This field cannot be edited.
Position Type: Do not make changes to position type.
Hours Per Week: Do not make changes to hours per week.
Employee Class: Do not make changes to employee class.
Appointment Duration (FT Faculty Only) : N/A since Job Description update is for Staff only
Team: Do not make changes to team.
Division: Do not make changes to division
Organization: Do not make changes to organization.
Recruitment Process: Do not make changes to recruitment process.
Funding Information
This section does not apply to job description updates.
Position Details
Changes to the position details for staff positions only need to be made if there are changes to the summary, qualifications, or job duties. Changes made to these sections are tracked by viewing the history.
Position Summary: Make any changes necessary to the position summary.
Qualifications: Make any changes necessary to the qualifications required of the position.
Manages Others: Indicate yes or no. If yes, list the position titles.
Changing Job Duties: Since this is a job description update, click Yes.
Job Duties: Click the Edit button for the duty that needs to be updated. The job duty will move to the bottom of the list. Changes may now be made to the percentage of time and the job duty.
- Essential will default for all job duties.
- Click the Add button after changes have been made to update the changes.
- Job duties can be removed by clicking Remove. New job duties can be added by clicking New.
- Continue to click Edit and/or Remove until the percentage of time equals 100%.
The approval process designates the appropriate workflow a PD will follow for final approval.
Reports to Manager: Do not make changes to the Reports to Manager.
Originator: This will default to the user completing the request. The originator will receive notification when the PD is approved.
Approval Process: Select Staff Position Job Desc Modification Approval and assign the appropriate approver
Key Contact: Assign
Compensation: Default – HRM Compensation
Next Page: This is used if adding notes or documents associated with the PD update. If using, complete the appropriate tabs before saving.
Key Contact: Verify the name of the appropriate College/Division Key Contact is displayed. In some cases, the Originator and the Key Contact may be the same person. If this is case, the Key Contact Approval will occur automatically when the PD is submitted for approval. The Key Contact will also receive notification when the PD is approved.
Saving
Select the Save and Exit button to submit the PD for approval. This button will also return the originator to the PD library. All required fields must be completed before the PD can be submitted for approval. This is the preferred method to submit PDs for approval.
Save as a Draft will save the PD in draft mode which will allow it to be edited later before submitting for approval.
Save will submit the PD for approval. The originator will remain on the PD that was submitted. The request will be sent to Compensation for review and approval. Once approved, the updated description will be available in the position description library.