Position Control Procedures

The following information should assist managers in understanding RIT’s position control procedures and prepare materials needed for job evaluations, re-evaluations and various position related changes.

Purpose of Position Control at RIT

Position Control refers to a system of tracking information based on positions rather than employees. It creates a framework of positions for all the jobs within RIT without regard to whether there is an incumbent in a specific job or not. Position control applies to all regular faculty and staff positions.

At RIT we use position control:

  • To track budget based on time frame and/or funding source
  • To track FTE (headcount)
  • To maintain data used for regulatory reporting (IPEDS, AAP)

Position Definition

Each position at RIT is unique and contains 4 elements (ex. Instructional Faculty.001234.01.00)

  • Position Title – generally tied to job duties
    • Staff Assistant, Instructional Faculty, Director, Assistant Manager, Department Head
    • Maximum number of characters – 40
  • Position Number –  6 digit number sequentially assigned by HR
  • Position Version – 2 digit number
    • Incremented each time a change is made to the Position Title, Funding, Organization or Oracle Job Classification
  • Position Funding – 2 character code
    • Indicates the primary source of funding

Position Funding Types

For all regular faculty and staff full time and part time positions.

  • OO - For permanently budgeted positions
  • OE - For positions specified in the endowment agreement
  • OF - For positions non-permanently budgeted and expected to continue until the funding source ends
  • OG - For positions specified in the grant agreement
  • OT - For short term assignments (1-2 years) where the work has a defined duration
  • OU - For interim or overlap positions, uses the same title and PC# as corresponding OO position
  • IN - For additional headcount used only during the approval process 
  • IG - For additional grant funded headcount used only during the approval process

For all regular faculty and staff full time and part time positions. 

Funding  type

How Used 

Funding Source 

End Date on position  required?

Examples

OO 

For permanently budgeted positions 

Permanent operating  

budget funds

No 

Account code – no project number (Except NTID)

OE 

For positions specified in the endowment  details

RIT endowment income 

No 

- Gannett Chair 

Account code – project number 18XXX or 70000 - 79999

OF 

For positions non-permanently funded and  expected to continue until funding source  ends

-External non-grant  

-Discretionary funds 

-Unused salary funds within  the current year

No 

- New faculty added when establishing a new program - To convert an existing grant funded position when grant  is ending 

- Opportunistic hires - (generally start as additional positions)

OG 

For positions specified in the grant, position  is eliminated when grant ends or earlier  based on terms of grant

External grant funded 

Yes 

- New grant obtained with positions identified in the grant - Ongoing grant with positions replaced as needed  Account code – project number 30000 – 39999 or start  with any letter

OT 

For short term assignments (1-2 years)  where work has a defined duration such as  project based and there is no expectation  that the work will become permanent

Temporarily funded from  various sources

Yes 

- Calendar conversion project

OU 

Used for interim or overlap positions, relates  to corresponding OO position. Generally up  to one year

Department operating  

funds

Yes 

- For interim position during an active search for  permanent position 

- For interim position when the occupant is on a leave - For overlap for training purposes


 

Additional positions – IN and IG positions are used to request a new position for additional headcount. These position types are used only in the initial  requisition workflow process. Upon final approval the funding code will be determined based on the above definitions.

IN 

To request an additional headcount non grant funded position

See above 

N/A

IG 

To request an additional headcount grant  funded position 

Upon final approval the  position will have OG

N/A

 

Position Change Process

When current position(s) full-time equivalent (FTE) levels and associated budget dollars are changed but do not exceed the current levels.

When a vacant position is to be changed or repurposed and will be used to hire: 
1.  Department submits Job Description (Staff positions only) to the HR Business Partner
2.  HR evaluates the job and determines Staff Wage Band (Staff positions only)
3.  Department creates requisition in Career Zone and selects the position number that they would like to change or re-purpose and indicates that changes are required on the position 
  • A full explanation is required detailing all changes and the business case for the change
OR
When an occupied position has a significant change in job duties: 
1.   Department submits Job Description (Staff positions only) to the HR Business Partner
2.  HR evaluates the job and determines Staff Wage Band (Staff positions only)
3.  Department submits an  EAF - Employee Assignment, Job or Salary Change with the old and new information
  • A full explanation is required detailing the business case for the change along with the approved job description

For all regular faculty and staff full time and part time positions. 

Type

Additional Approval

Funding Types

Comments

Existing position changing from faculty to
staff or staff to faculty

Dean, Provost Budget Office, RIT Budget Office, Provost
(SPA as necessary)

OO, OT, OE, OF, OG

 

Taking one headcount and splitting to
multiple heads not to exceed original FTE

Dean/Division Head, RIT Budget Office, Provost Budget
Office for and positions within Academic Affairs

OO, OT, OE, OF, OG, OU

One new PC# issued for additional
heads within the same funding type
with the exception of OU positions
where the same PC # will be used
with multiple versions. (ex.
Instructional Faculty)

Existing faculty position repurposed – ex.
NTT to TT, TT to NTT, Instructional to
Admin, Admin to Instructional

Dean, Provost Budget Office, RIT Budget Office, Provost

OO, OT, OE, OF, OG

 

Transfer of position from one
college/division to another

Dean/VP

OO, OT, OE, OF, OG

Notification to RIT Budget Office

Change of funding type

Provost Budget Office required for positions within
Academic Affairs, Final Approval – RIT Budget Office

OO, OT, OE, OF, OG

 

Position repurposed – staff with significant
change in job duties – ex. staff assistant to
project coordinator

Dean/Division Head

OO, OT, OE, OF, OG

Notification to Budget

Floating position – ex. move Lecturer from
dept A to dept B based on need
Dean/Division Head OO, OT, OE, OF, OG Notification to Budget
Title change only – staff within career
ladder (ex. Public Safety Officer I to II)
Dean/Division Head OO, OT, OE, OF, OG  
Title change only – faculty ex. Director of
Program (not due to rank change)
Dean/Division Head OO, OT, OE, OF, OG These are very rare
Org change due to re‐org Dean/Division Head OO, OT, OE, OF, OG  

Additional Headcount Process

  1. Department submits the Job Description (Staff positions only) to their HR Business Partner
  2. HR evaluates the job and determines Staff Wage Band (Staff positions only)
  3. Department submits the Position Request Form (faculty and staff positions)
  4. HR notifies the department that the appropriate position is created
  5. Department creates requisition in Career Zone

Required approvals for all additional headcount positions – Department/Budget Head, Budget or Financial Analyst for college/division/department, Dean  or Division Head, RIT Budget Office and the Provost Budget Office for positions within Academic Affairs. SPA is a required approver for all new grant funded  positions. In all cases except OU positions, a new PC number will be created.

Type 

Additional Approvals Required 

Funding Types 

Comments

Approved in budget hearing – permanent  funding

President, Provost, Sr. VP F&A 

OO

 

Temp to perm – move salary budget from  temp line to regular permanent salary line  (ex. Datrose employee move)

President, Provost, Sr. VP F&A 

OO 

Case by case basis to determine if funding available

Adjunct to Perm – Have a current RIT non permanent headcount – status change to  permanent funding (ex. Adjunct to PT  regular)

Final approval – RIT Budget Office 

(Funding source code will be  determined by the RIT Budget  office)

RIT Budget office will transfer funds to  permanent line

Grant funded 

RIT Budget Office/SPA final approval 

OG

 

Other non-permanently budgeted funds  (ex. operating funds or discretionary funds)

President, Provost, Sr. VP F&A 

OF, OT

 

Endowment 

President, Provost, Sr. VP F&A 

OE

 

Interim position 

Final approval – RIT Budget Office 

OU 

Will use the same number and title as the  parent PC, however may add the term Interim  to the title 

Frequently Asked Questions

Position Job Descriptions are available through Supervisor Self-Service. All supervisors have access to Oracle Supervisor Self-Service automatically. If you are in need of a copy of your own job description, please contact your HR Business Partner.

If you currently have an OPEN position with funding type of 0G, 0E, 0T, 0U and you would like to request an extension of the funding for the position for another year, send an email to position_control@rit.edu.  Include an explanation of where the funding will be coming from and obtain Budget Office approval prior to sending your request.

To request an extension for a FILLED position, please complete an Assignment, Job or Salary Change Employee Action Form.

If you no longer have funding for a position, you can request that the vacant position be eliminated. History related to holders of the position will be maintained in Oracle, but the position will no longer appear on open position reports. Send an email  to position_control@rit.edu to make  the  request.

If you would like to change the funding type for an OPEN position, email position_control@rit.edu Include an explanation of where the funding will be coming from and obtain Budget Office approval prior to sending your request.

To change the funding type for a FILLED position, please complete an Assignment, Job or Salary Change Employee Action Form.

Contact your HR Business Partner to discuss your organization's name change and restructuring questions, and get the Reorganization Form.

Position Control (PC) numbers are assigned to specific organizations and employees should move in and out of those PC numbers. Faculty/Staff do not take their PC number with them when they change jobs. In situations where a major University reorganization initiative is underway, the movement of PC’s between colleges/divisions will be evaluated on an individual basis. Contact your HR Business Partner if you need additional guidance.