Position Management
PHR Position Management & Employment Categories
The purpose of Position Management is to establish and maintain positions in a single-source system which supports several PHR modules, as well as other university systems such as the University’s Budget Management System (BPM).
- Each position is assigned a Position Number (Pos Num) which is the link between these system components.
- Every appointment in PHR is then associated with a position number.
- Each position record includes information specific to that position such as the university department, Title, Pay Level and Employment Category Status.
- Positions are set up within employment categories. The employment category determines the type of position that is established and the campus administrative office responsible for its set up.
- “Individual” and “pooled” positions are already created in the Position Management Table for use by the entire campus.
Listed below are the employment categories used by the PHR system.
| Category Code | Employment Category | Position Type |
|---|---|---|
| 01 | Faculty Tenured | Individual |
| 02 | Faculty Non-Tenured, on Track | Individual |
| 03 | Faculty Non-Tenured, Term Contract | Pooled |
| 04 | Graduate Assistant | Pooled |
| 05 | Fellow | Not in PHR |
| 14 | Student Hourly, UG | Not in PM Table |
| 15 | Faculty Non-Tenured, Continuing Contract | Individual |
| 16 | Student Hourly, Grad | Not in PM Table |
| 19 | Trainee | Pooled |
| 20 | Nonexempt, Regular | Individual |
| 22 | Nonexempt, Contingent 2 | Individual |
| 25 | Faculty, Contractual | Individual |
| 31 | Nonexempt, Contingent 1 | Not in PM Table |
| 33 | Exempt, Regular | Individual |
| 34 | Exempt Contingent 1 | Not in PM Table |
| 35 | Exempt Contingent 2 | Individual |
| 36 | Faculty Hourly | Not in PM Table |
| 37 | Faculty, Non-regular, Non-tenured | Pooled |
**Individual or pooled numbers will not be created for the following employment categories: Undergraduate Student Hourly, Graduate Student Hourly, Nonexempt Contingent 1, Exempt Contingent 1, and Hourly Faculty. Within PHR, employees will be appointed to these positions by selecting the appropriate position title from a drop down box of available titles.
Establishing and Maintaining Positions
The following procedures detail how departments establish and maintain positions that are held in the Position Management (PM) Table for use with PHR & the Budget Preparation & Maintenance (BPM) System.
REGULAR EXEMPT (33)/NON-EXEMPT (20) POSITIONS
University Human Resources maintains the position management table for all non-exempt regular, exempt regular and Contingent 2 employees. University Human Resources will update position management table to reflect on-going changes such as reclassifications, etc.
An individual position number is required for all regular exempt/non-exempt positions. In order to establish a regular Exempt or Non-Exempt position the department should initiate a new Position Description Form through the eTerp system.
TO RECLASSIFY A REGULAR EXEMPT/NON EXEMPT POSITION begin the action in the eTerp system. Once approved by UHR, the PHR creator can reappoint the employee to the reclassified position in PHR.
CONTINGENT II (22/35) POSITIONS
An individual position number is required for all Contingent 2 positions. Contingent 2 positions are maintained differently from Regular positions in the Position Management Table. With C2s, the Position Number will stay with the PERSON in the position. The position number is assigned once the department submits the Contingent II Exempt or Non Exempt position for posting through the eTerp system.
TO RENEW/RECLASSIFY A CONTINGENT II POSITION 6-8 weeks prior to the expiration of a C2 contract, you must submit a new contract to UHR. The new contract must include any updates to the initial contract agreement. For a Renewal/Reclassification within the same department, the position number will remain the same.
TO ABOLISH A CONTINGENT 2 POSITION the Contingent II position will automatically abolish at the end of the contract date if there is no contract renewal submitted to UHR.
TENURED (01), TENURE-TRACK (02), NON-TENURED CONTINUING (15), AND FACULTY CONTRACTS (25), FACULTY POSITIONS
The Office of the Provost creates and maintains the Faculty Position records within Position Management. An individual position number is required for all tenured, tenure-track and non-tenured continuing faculty positions. To establish new or change existing faculty position records, start the action in the eTerp system.
POOLED POSITIONS
Pooled Position Numbers are utilized for faculty in the following Category Status codes:
- 03, Faculty NT, Term, Regular (Lecturer Titles only)
- 37, Faculty NT, Non-Regular