Position Management

  • 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 Budget system and Academic Routing System.
  • 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 which the position resides, 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 University of Maryland and their corresponding position types:

position management

 

Faculty Tenured (01)

Faculty positions are academic positions that involve teaching, research, scholarship, artistic creativity or academic administration. “Faculty Tenured” is an employment category assigned to faculty who have been granted tenure with their initial appointment or through a tenure review process after serving up to six years in a tenure-track appointment. Initial appointments to the position of full professor carry automatic tenure. Tenure-bearing ranks are Associate Professor, Professor, and Distinguished University Professor. Tenure guarantees a faculty member continued employment until s/he resigns or retires, is terminated for just cause, is dismissed due to programmatic discontinuation, is deemed to have abandoned her/his position, or dies. Initial appointments to the title of Associate Professor can be tenured or tenure-track. There are some Assistant Professors who have been grandfathered with tenure.

Faculty Non-tenured on Track (02)

Faculty positions are academic positions that involve teaching, research, scholarship, artistic creativity or academic administration. “Faculty Non-tenured on Track” is as employment category assigned to faculty who are hired on a tenure-track with the intention of moving to a tenured position. New tenure-track faculty can be hired at the rank of assistant professor or associate professor. For initial tenure-track hires at the rank of assistant professor, faculty are appointed for an initial three-year term and then re-appointed for a second three year term. Tenure-track positions at this rank cannot exceed a term of six years. The faculty member must be formally reviewed for promotion to a tenured position no later than the sixth year. If tenure is not granted after review in the sixth year, the faculty member is given a one-year non-tenured faculty position (category 03). This is known as the “terminal” year.

For initial tenure-track hires at the rank of associate professor, faculty are appointed for a term not to exceed three years. The faculty member must be formally reviewed for a tenured position, no later than the second year. If tenure is not granted after review in the second year, the faculty member is given a one-year non-tenured faculty position (category 03). This is known as the “terminal” year.

Faculty Non-tenured, Term Contract (03)

Faculty positions are academic positions that involve teaching, research, scholarship, artistic creativity or academic administration. “Faculty Non-tenured, Term Contract” is a “regular” employment category assigned to faculty who have a renewable appointment, which does not carry tenure. Appointees to this category will be eligible for full benefits and must be salaried. The appointee must be paid on an account with a subcode in the 1000 series; such account can be state, self-support, or contract & grant. His/her appointment must be renewed at each expiration.

Appointees to this category generally includes: Lecturers, Senior Lecturers, Visiting lecturers.   If it is intended to hire a faculty member on the tenure track but s/he does not have degree transcript documentation, s/he may be hired into this Non-tenured, Term Contract category until the degree documentation is received. If tenure is not granted to a tenure-track faculty member, s/he is given a one-year terminal non-tenured faculty position in this category.

Graduate Assistant (04)

“Graduate Assistant” is an employment category, not involving tenure, which can only be held by graduate students enrolled in a degree program. There are three categories of graduate assistant: teaching assistant (TA), research assistant (RA), and administrative assistant (AA). Graduate assistants may hold 9.5 (generally used for graduate teaching assistants) or 12 month (generally used for administrative or research assistants) appointments. A graduate assistant is considered “full time” if working 20 hours per week and “half-time” if working 10 hours per week. However, in the payroll, budget and Human Resource System their FTEs are coded 33% and 17% respectively. Graduate Assistants are not processed through the Academic Resource System. Graduate Assistants are entitled to hospitalization and tuition remission benefits.

Fellow (05)

“Fellow” is a title/employment category assigned to a student who has received a fellowship through the Graduate School for all or part of the academic year. Fellows are not employees of the University of Maryland and are not entitled to benefits. Generally, fellowships are granted individually. They may be paired with graduate assistantships in those situations where there is no connection between the work description as a graduate assistant and the fellowship.

Undergraduate Student (14)

“UG Student” is an employment category assigned to undergraduate students who are employed on an hourly basis. Student employees are persons who have been admitted to the University with intent to register as a full-time student in the next semester or who are registered at the University of Maryland for course work for at least nine credit hours as regularly enrolled full-time students. This category is not recorded in the Human Resource System at University of Maryland, College Park, but will be included in the PHR system.

Faculty Non-tenured, Continuing and Term Contract (15)

Faculty positions are academic positions that involve teaching, research, scholarship, artistic creativity, or academic administration. “Faculty Non-tenured, Continuing” is an employment category assigned to faculty who have been appointed to a continuing appointment which does not carry tenure. Appointees to this category may be eligible for benefits as defined in the contract, and must be salaried. The appointee must be on a line item in the state budget and his/her appointment does not need to be renewed each year, but may be if so stipulated in the employment agreement. This category is typically used for faculty research assistants, grand-parented instructors with job security, officers and deans without faculty rank, professional librarians, and university coaches. Continuing appointments supported on research or self-support funds must be renewed each year.

Graduate Student (16)

Grad Student” is an employment category assigned to graduate students (not to be confused with Graduate Assistants) who are employed on an hourly basis. Student employees are persons who have been admitted to the University with intent to register as a full-time student in the next semester or who are registered at the University of Maryland for course work for at least six credit hours as regularly enrolled full-time students. This category is not recorded in the Human Resource System at University of Maryland, College Park, but it will be included in the PHR system.

Trainee (19)

“Trainee” is an employment category assigned to people who are working as employees and are being trained in a particular field of study. Positions in this category are generally paid on research funds and have zero FTE. Trainees may be entitled to benefits.

Non-Exempt, Regular (20)

Non-Exempt positions are non-academic positions that generally involve maintenance, office/clerical, service, or technical/skilled duties. “Non-Exempt, Regular” is an employment category assigned to non-exempt employees who have been hired into regular positions. A non-exempt employee is eligible for premium overtime for time in a paid status (i.e., hours worked plus paid leave taken) that exceeds 40 hours in the university’s standard workweek. Prior to July 1, 1996, these employees were grouped with the classified employees.

Non-Exempt, Contingent Category 2 (22)

Non-Exempt positions are non-academic positions that generally involve maintenance, office/clerical, service, or technical/skilled trades duties, and are categorized as non-exempt under the FLSA. “Non-exempt, Contingent Category 2” is a non-regular employment category assigned to non-exempt employees who are hired on a written agreement which is for at least six months, but not more than 12 consecutive months, and are on a 50%-time or greater basis, and whose work is not of a seasonal or intermittent nature. Non-exempt, Contingent 2 employees are eligible for premium overtime for time in a paid status (i.e., hours worked plus paid leave taken) that exceeds 40 hours in the university’s standard workweek. Non-exempt, Contingent 2 employees are salaried, and they are guaranteed a minimum level of leave benefits provided for in policy.

Faculty Contractual (25)

Faculty positions are academic positions that involve teaching, research, scholarship, artistic creativity or academic administration. “Faculty Contractual” is an employment category assigned to personnel who were hired into a faculty title on a legal contract. A contractual employee is an employee with the University of Maryland who is hired under a specific agreement at a specified title, for a specified period of time not to exceed one year, are salaried and are eligible for negotiated benefit subsidies and leave as specified in the contract. Faculty Contracts must be approved by Academic Affairs, but their records do not appear in the automated Academic Resource System. These contracts may be renewed on a continuing basis. Titles typically used in this category include Faculty Research Assistant, Faculty Extension Assistant, and Research Associate.

Non-Exempt, Contingent Category 1 (31)

Non-Exempt positions are non-academic positions that generally involve maintenance, office/clerical, service, or technical/skilled trades duties. “Non-exempt, Contingent Category 1” is a non-regular employment category assigned to non-exempt employees whose Contingent I Employment Agreement is for a term of six months or less, regardless of the percentage of time worked, and regardless of whether it is seasonal or intermittent in nature (formerly “if and when needed” or “temporary” for all formerly “classified” employees – same code 31). Non-exempt, Contingent 1 employees are eligible for premium overtime for time worked that exceeds 40 hours in the university’s standard workweek. Non-exempt, Contingent 1 employees are paid on an hourly basis.

Exempt, Regular (33)

Exempt positions are administrative positions involving professional-level duties that are executive, administrative, and/or managerial in nature, and as such are categorized as “Exempt” under the FLSA. “Exempt, Regular” is an employment category assigned to exempt employees who have been hired into regular positions. Exempt, Regular employees are ineligible to earn overtime. This category includes positions formerly in the categories Associate Staff, Classified-Exempt, and Academic Administrator prior to the implementation of the Exempt Pay Program on 1/2/2000.

Exempt, Contingent Category 1 (34)

Exempt positions are administrative positions involving professional-level duties that are executive, administrative, and/or managerial in nature, and as such are categorized as “Exempt” under the FLSA. “Exempt, Contingent Category 1” is a non-regular employment category assigned to exempt employees whose Contingent 1 Employment Agreement is for a term of six months or less, regardless of the percentage of time worked, and regardless of whether it is seasonal or intermittent in nature. Contingent 1 employees are paid on an hourly or salaried basis. However, if paid hourly, Exempt, Contingent 1 employees must receive premium overtime for time worked that exceeds 40 hours in the university’s standard workweek.

Exempt, Contingent Category 2 (35)

Exempt positions are administrative positions involving professional-level duties that are executive, administrative, and/or managerial in nature, and as such are categorized as “Exempt” under the FLSA. “Exempt, Contingent Category 2” is a non-regular employment category assigned to exempt employees who are hired on a written agreement which is for at least six months, but not more than 12 consecutive months, and who are on a 50% time or greater basis, and whose work is not of a seasonal or intermittent nature. Exempt, Contingent 2 employees are ineligible to earn overtime. Contingent 2 employees are typically salaried, and they are guaranteed a minimum level of leave benefits provided for in policy.

Faculty Hourly (36)

Faculty positions are academic positions, that involve teaching, research, scholarship, artistic creativity or academic administration. “Faculty Hourly” is an employment category assigned to Faculty who are paid on an hourly basis. There are no stipulations regarding the length of their appointment, however, an annual appointment renewal is required. They are non-regular employees who are not eligible for any benefits, retirement, or paid leave. Most appointees in this category are Lecturers, Faculty Research Assistants, or Instructors with the Maryland Fire and Rescue Institute.

Faculty Non-Regular, Non-tenured (37)

Faculty positions are academic positions, that involve teaching, research, scholarship, artistic creativity or academic administration. “Faculty Non-Regular, Non-tenured” is an employment category assigned to Faculty who have a paid appointment of less than 6 months, or are non-paid. As such, they are non-regular employees who are not eligible for any benefits, retirement, or paid leave. Faculty Non-Regular, Non-tenured appointees are paid on a salary with an FTE appropriate to their level of work. Paid faculty working under this category will receive wages for Paid Holidays or Administrative Leave incurred during their contract term. Generally appointees to this category will be term-only Lecturers, Faculty Research Assistants, and some visiting faculty.

The following procedures detail how departments establish and maintain positions that are held in the Position Management (PM) Table for use with the Budget Preparation & Maintenance (BPM) System, ARS and PHR.

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 create an action to request a new position in the eTerp System.  The action will route following the eTerp workflow for nonexempt and exempt positions.

TO RECLASSIFY A REGULAR EXEMPT/NON EXEMPT  POSITION

Begin an action to reclassify the position in eTerp on the existing position number.  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 request in eTerp.

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.  However, CII position numbers cannot be converted to regular positions.  If you are converting a CII employee to a regular status due to policy you must request a NEW position in eTerp.

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 Data Administration 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 A NEW FACULTY POSITION create an action in eTerp requesting a new faculty position.

TO CHANGE AN EXISTING FACULTY POSITION create an action in eTerp to change the existing faculty position.

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

Last updated: September 18, 2017

Last updated: September 18, 2017