Position Management
All SJSU employees are hired into an 8-digit position number. The position identifies the following information:
- Classification and Grade/Range
- Working Title
- Department
- Location
- Funding
- Reporting Structure (for non-student positions)
Regular employees are in single-incumbent positions while temporary employees (lecturers, students, casual workers, etc.) are in multi-incumbent positions, meaning many people are in the same position.
Position Management Help and FAQs
Procedures
- Request a new position
-
- Faculty, Student, Casual Worker, and Immediate Pay Positions
- Complete the Position Management Action Form [DocuSign]
- Select Create New Position
- Fill in all applicable fields
- Staff and Management Positions
- As part of a recruitment:
- Go to the Request to Recruit page
- Click Add a New Value
- Enter the DeptID of the department in which the position will reside
- Let the Effective Date default to the current date
- Select Request a New Position
- Complete all fields on all tabs
- Attach a Position Description and submit for approval
- Once the request has been routed and approved, the position description will be reviewed for classification
- Once the classification of the position has been determined, the new position will be created
- As part of a recruitment:
- Outside of a recruitment:
- Submit a Position Description to classcomp@sjsu.edu with all applicable information
- The position description will be reviewed for classification
- Once the classification has been determined, the new position will be created
- Faculty, Student, Casual Worker, and Immediate Pay Positions
-
- Update an existing position
-
Complete the Position Management Action Form [DocuSign] for the following changes/updates:
- Faculty, Student, Casual Worker, and Immediate Pay Positions
- Staff and Management Positions
- Vacant Positions
- Funding
- Department
- Location
- Check Sort Unit
- Reporting Structure
- Filled Positions
- Funding
- Location
- Check Sort Unit
- Department
- Reporting Structure
- For Classification/Skill Level Changes follow the instructions below:
- Staff
- Submit the Classification Review Request [docx], along with the old Position Description and an updated Position Description [docx], to classcomp@sjsu.edu
- Management
- Submit a memo of explanation along with the approval of the Vice President for Organizational Development, as well as the old Position Description and an updated Position Description [docx], to classcomp@sjsu.edu
- Staff
- Working Title Changes
- Submit an updated Position Description [docx] to classcomp@sjsu.edu
- Vacant Positions
-
- Reactivate/Inactivate/Change funding for a position
- Request changes to permanent funding arrangements
-
For permanent funding changes, complete the Position Management Action Form [DocuSign] and specify the new chartfields and percentages and/or a Position Pool ID.
-
- Request temporary funding arrangements
-
For temporary funding changes, submit an Employee Profile to FinanceConnect with chartfields, percentages, and beginning and end dates (Please note: appointment-level funding may only be set up for the maximum of one year at a time.) More details available at Temporary Appointment Funding Changes.
-
- Change the department for a position
-
- Complete the Position Management Action Form [DocuSign]
- Be prepared to upload a new Position Description [docx] if the change is permanent
- Complete the Position Management Action Form [DocuSign]
-
- Change the location of a position
-
- Complete the Position Management Action Form [DocuSign]
-
- Change the check sort unit for a position
-
- Complete the Position Management Action Form [DocuSign]
- Please note: To change for the current pay period, please submit at least 7 days prior to Master Payroll cutoff; otherwise the change will be made for the next pay period
- Complete the Position Management Action Form [DocuSign]
-
- Change a position’s working title
-
- Faculty, Student, Casual Worker, and Immediate Pay Positions
- Complete the Position Management Action Form [DocuSign]
- Staff and Management Positions
- Submit an updated Position Description [docx] to classcomp@sjsu.edu
- Faculty, Student, Casual Worker, and Immediate Pay Positions
-
- Change the classification or grade/range of a position
-
- Faculty, Student, Casual Worker, and Immediate Pay Positions
- Complete the Position Management Action Form [DocuSign]
- Staff Positions
- Submit the Classification Review Request [docx], along with the old Position Description and an updated Position Description [docx], to classcomp@sjsu.edu
- Management Positions
- Submit the Request to Process Classification and/or Compensation Transactions [DocuSign] form, along with a memo of explanation, the current and proposed position description.
- Faculty, Student, Casual Worker, and Immediate Pay Positions
-
- Run the active position list
-
- Go to the Active Position List page
- Select or create a Run Control ID
- Enter SetID: SJ000
- Enter the DeptID
- Check the Dean/AVP Report box if you wish to run the report for the selected department and all departments underneath; leave the box unchecked if you only want the selected department
- Choose a sort option
- Click Run
- Enter Server Name: PSUNX or PSUNX2
- Check the Active Position List box
- Select Type: Web
- Select Format: CSV
- Click OK
- Click Report Manager to check the progress
- Click Refresh until report appears
- Click the hyperlinked report number to view the report
-
- See the approval structure for positions
-
- Go to the Position & Job Reporting Structure page
- Select or create a Run Control ID
- Enter the DeptID
- Check the Include Sub Departments box if you wish to run the report for the selected department and all departments underneath; leave the box unchecked if you only want the selected department
- Click Run
- Enter Server Name: PSUNX or PSUNX2
- Select Type: Web
- Select Format: PDF
- Click OK
- Click Report Manager to check the progress
- Click Refresh until report appears
- Click the hyperlinked report number to view the report
-
- See the funding for positions
-
Please note, the funding in this report is for filled positions only.
- Go to the LCD - Setup Audit page
- Select or create a Run Control ID
- Enter the Fiscal Year
- Enter the DeptID
- Check the Dean/AVP Level box if you wish to run the report for the selected department and all departments underneath; leave the box unchecked if you only want the selected department
- Click Run
- Enter Server Name: PSUNX or PSUNX2
- Select Type: Web
- Select Format: PDF
- Click OK
- Click Report Manager to check the progress
- Click Refresh until report appears
- Click the hyperlinked report number to view the report
-