JOBS@QUICK REFERENCE GUIDE

FOR

ESSENTIAL POSITION IDENTIFICATION

OF FACULTY, HOUSE OFFICERS, AND ACADEMIC/ADMINISTRATIVE POSITIONS

Human Resources, Strategic Staffing & Compensation has developed a new module in Jobs@ for departments to create and maintain records that identify whether faculty, academic/administrative, or House Officer positions are essential or not in cases of catastrophic events. Unlike the process for staff positions, HR Approval is not required when creating and/or maintaining these records.

NOTE: For all staff positions (office/service & managerial/professional) the essential position identification has been incorporated as an additional component of the position descriptions and the processes outlined below should not be used for these positions.

I. To VIEW, MODIFY and CANCEL EXISTING Essential Position Identification:

Where possible,information has been pre-populated in the new module based on data compiled from departments in the fall of 2006. For any positions that have not been prepopulated, follow the process II. To CREATE a NEW Essential Position Identification below.

NOTE: For the House Officer positions, employee names are not associated with the records that were loaded. Since some departments have multiple employees assigned to a single position number for House Officers, the position was loaded as a single record with no employee name. (example: House Officer I , position# 73456 may have 15 employees assigned to, where in Jobs@, there will only be one record). When reviewing or updating these records, you will need to reference by position number. This will eliminate having to update multiple records as House Officers move to other levels.

WHERE TO FIND THE EXISTING ESSENTIAL POSITION IDENTIFICATION ENTRIES?

Select ‘SEARCH ACTIONS’ in the ‘POSITION DESCRIPTIONS’ module.

HOW TO SELECT?

The system prompts a search feature where you can choose key fields to conduct the search.

  • To select all Essential Position Identifications in the system – check “Essential PositionIdentification” in the “Action Type” field.
  • To select specificEssential Position Identification in the system - you may select other search fields, such as Position Number, Working Title, etc. accordingly.

HOW TO VIEW/MODIFY/CANCEL?

Once the Essential Position Identification is selected –

  • To view the Essential Position Identification - Click on ‘View Summary’ or ‘View’ links.
  • To modify the Essential Position Identification - Click on ‘View’ and then on ‘Edit’. Once changes have been made - Click on ‘Complete Essential Position Identification’ to complete your action. Use ‘Saved (Not Completed)’ status ONLY if you have not completed the action.
  • To cancel the Essential Position Identification – Click on ‘View’ and then on ‘Cancel Action (Final)’.

II. To CREATE a NEW Essential Position Identification:

This process should only be utilized on essential position identification for Faculty, House Officers, Other Administrative, and Other Academic positions.

WHERE TO START?

Go to ‘BEGIN NEW ACTION’ in the ‘POSITION DESCRIPTIONS’ module and Click on ‘Start Action’ link below ‘Essential Position Identification’.

WHAT TO COMPLETE?

You will be asked to complete the General Position Information and Essential Positions tabs.

HOW TO COMPLETE?

  • Enter the information on the General Position Information and Essential Positions tabs.
  • Once the tabs have been completed - Click on ‘Complete Essential Position Identification’ to complete your action. Use ‘Saved (Not Completed)’ status ONLY if you have not completed the action
  • To cancel the Essential Position Identification - Click on ‘Cancel Action (Final)'.

NOTE: Once a new record has been established, follow the process outlined inI. To VIEW, MODIFY and CANCEL EXISTING Essential Position Identification to further review or make any changes.

Faculty Essential Positions Action quick reference 4/10/07