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.

Procedures

• Request a new position
  • • Faculty, Student, Casual Worker, and Immediate Pay Positions
      1. Complete the Position Management Action Form [DocuSign] 
      2. Select Create New Position
      3. Fill in all applicable fields
      4. Staff and Management Positions
         1. As part of a recruitment:
            1. Go to the Request to Recruit page
            2. Click Add a New Value
            3. Enter the DeptID of the department in which the position will reside
            4. Let the Effective Date default to the current date
            5. Select Request a New Position
            6. Complete all fields on all tabs
            7. Attach a Position Description and submit for approval
            8. Once the request has been routed and approved, the position description will be reviewed for classification
            9. Once the classification of the position has been determined, the new position will be created
    • Outside of a recruitment:
      1. Submit a Position Description to classcomp@sjsu.edu with all applicable information
      2. The position description will be reviewed for classification
      3. Once the classification has been determined, the new position will be created
• 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
      1. Vacant Positions
         1. Funding
         2. Department
         3. Location
         4. Check Sort Unit
         5. Reporting Structure
      2. Filled Positions
         1. Funding
         2. Location
         3. Check Sort Unit
         4. Department
         5. Reporting Structure
      3. For Classification/Skill Level Changes follow the instructions below:
         1. Staff
            1. Submit the Classification Review Request [docx], along with the old Position Description and an updated Position Description [docx], to classcomp@sjsu.edu
         2. Management
            1. 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
      4. Working Title Changes
         1. Submit an updated Position Description [docx] to classcomp@sjsu.edu
• Reactivate/Inactivate/Change funding for a position
  • 1. Position Management Action Form [DocuSign] 
• 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
  • 1. Complete the Position Management Action Form [DocuSign] 
       1. Be prepared to upload a new Position Description [docx] if the change is permanent
• Change the location of a position
  • 1. Complete the Position Management Action Form [DocuSign] 
• Change the check sort unit for a position
  • 1. Complete the Position Management Action Form [DocuSign] 
       1. 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
• Change a position’s working title
  • • Faculty, Student, Casual Worker, and Immediate Pay Positions
      1. Complete the Position Management Action Form [DocuSign] 
    • Staff and Management Positions
      1. Submit an updated Position Description [docx] to classcomp@sjsu.edu
• Change the classification or grade/range of a position
  • • Faculty, Student, Casual Worker, and Immediate Pay Positions
      1. Complete the Position Management Action Form [DocuSign] 
    • Staff Positions
      1. Submit the Classification Review Request [docx], along with the old Position Description and an updated Position Description [docx], to classcomp@sjsu.edu
    • Management Positions
      1. Submit the Request to Process Classification and/or Compensation Transactions [DocuSign]  form, along with a memo of explanation, the current and proposed position description.
• Run the active position list
  • 1. Go to the Active Position List page
    2. Select or create a Run Control ID
    3. Enter SetID: SJ000
    4. Enter the DeptID
    5. 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
    6. Choose a sort option
    7. Click Run
    8. Enter Server Name: PSUNX or PSUNX2
    9. Check the Active Position List box
    10. Select Type: Web
    11. Select Format: CSV
    12. Click OK
    13. Click Report Manager to check the progress
    14. Click Refresh until report appears
    15. Click the hyperlinked report number to view the report
• See the approval structure for positions
  • 1. Go to the Position & Job Reporting Structure page
    2. Select or create a Run Control ID
    3. Enter the DeptID
    4. 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
    5. Click Run
    6. Enter Server Name: PSUNX or PSUNX2
    7. Select Type: Web
    8. Select Format: PDF
    9. Click OK
    10. Click Report Manager to check the progress
    11. Click Refresh until report appears
    12. 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.

    1. Go to the LCD - Setup Audit page 
    2. Select or create a Run Control ID
    3. Enter the Fiscal Year
    4. Enter the DeptID
    5. 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
    6. Click Run
    7. Enter Server Name: PSUNX or PSUNX2
    8. Select Type: Web
    9. Select Format: PDF
    10. Click OK
    11. Click Report Manager to check the progress
    12. Click Refresh until report appears
    13. Click the hyperlinked report number to view the report