Position Control Procedures
Position Control Procedures
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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.
- A full explanation is required detailing all changes and the business case for the change
- 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 |
Dean, Provost Budget Office, RIT Budget Office, Provost |
OO, OT, OE, OF, OG |
|
Taking one headcount and splitting to |
Dean/Division Head, RIT Budget Office, Provost Budget |
OO, OT, OE, OF, OG, OU |
One new PC# issued for additional |
Existing faculty position repurposed – ex. |
Dean, Provost Budget Office, RIT Budget Office, Provost |
OO, OT, OE, OF, OG |
|
Transfer of position from one |
Dean/VP |
OO, OT, OE, OF, OG |
Notification to RIT Budget Office |
Change of funding type |
Provost Budget Office required for positions within |
OO, OT, OE, OF, OG |
|
Position repurposed – staff with significant |
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
- Department submits the Job Description (Staff positions only) to their HR Business Partner
- HR evaluates the job and determines Staff Wage Band (Staff positions only)
- Department submits the Position Request Form (faculty and staff positions)
- HR notifies the department that the appropriate position is created
- 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.