Position Change Form Instructions

Open Position Changes Using the Position Change Form

Send the completed form and any questions to positioncontrol@rit.edu .

Extend Open Temporarily Funded Position End date Create an 0U Temporary Overlap position
Eliminate an Open Position Change to an Open position funding type

The Quick Start Guide to Common HR Transactions can be found at:  http://www.rit.edu/fa/humanresources/content/quick-start-reference-guide-common-hr-transactions

Position Change Form Section Instructions

  • Section A: Current information about position to be changed or eliminated

    Please fill out all required fields. To get detailed position data for open and filled positions, you should run the “Open and Filled Positions” report in Manager Self-Service. If you require access to manager self-service, please see the instructions at: http://www.rit.edu/humanresources/HRIS/mss.html. Access to manager self-service is at your Manager’s discretion.

  • Section B: PROPOSED Position Changes

    ___Extend Temporarily Funded Position End Date to: ___________________ (for type 0T, SS, CC, 0G, 0E, 0U, 0F)

    If you currently have a position with funding type of 0G, 0E,0T, SS, CC, 0U, 0F and you would like to request an extension of the funding for the position for another year, please complete the form, include an explanation of where the funding will be coming from.  Position Control will obtain approvals from the Budget Office as applicable.

  • If you no longer have funding for a position, you can request that the 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. Make sure that if you are selecting a position for elimination, in Section A you indicate both the position control number and the position version. Also, if the position was used in a previous recruitment effort in iRecruitment, all applicants should be dispositioned prior to position elimination.

    ___Change position funding type from ______ to _______ (When applicable, position control will obtain Budget Office Approval for these changes.  The Budget Office will confirm that you have the appropriate funding source for the position and indicate end dates for temporarily funded positions. )

  • ___Create 0U “Temporary Overlap” Position (indicate corresponding 00 position below)

    Corresponding 00 position number __ __ __ __ __ __.__ __.__ __ New 0U Position End Date:

    0U Position Title:_____________________________________________

    An 0U is a temporary replacement position which relates to a corresponding 00 position. It does not have a permanent budget of its own. It has the same organization name as the parent PC and is typically only used to fill in for leaves or when an active search is being conducted for the corresponding 00 and the 00 has a different job title. 0U positions requires an end date which will be re-evaluated as required.

    An example of when an 0U would be used, would be when a tenure track faculty job is being recruited for, and a non-tenure track faculty member is filling in while the search is being conducted. The non-tenure track faculty member would be in an 0U position.

    If you will be using a new Staff position title for your 0U which has never existed before and needs position evaluation, you will need to complete a staff Job Description Questionnaire (JDQ).

FAQ’s Related to Other Position Changes

  • How do I Extend a Temporarily Funded Position End Date on a Position?

    If you currently have an OPEN position with funding type of 0G, 0E,0T, SS, CC, 0U and you would like to request an extension of the funding for the position for another year, please complete the Position Change Form, include an explanation of where the funding will be coming from and obtain Budget Office approval before sending to Human Resources.  Extensions for currently filled positions can be requested using an Employee Action Form (EAF).  The budget office should approve in advance of sending the form to hr@rit.edu .  Copies of approval emails can accompany the EAF.

  • How do I Eliminate an OPEN Position?

    If you no longer have funding for a position and the position is vacant, you can request that the 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. You should request OPEN position elimination using the Position Change Form or by sending an email to positioncontrol@rit.edu .

  • How do I Change a Position Funding Type for a Position?

    If you would like to change the funding type for a position, you will need to complete a Position Change Form.  Changes to funding types for currently filled positions can be requested using an Employee Action Form.

  • How do I Create a Position Which Can be Used to Hire Someone During Another Employee's Leave or While I am Searching for a Different Position Title?

    You can request creation of an 0U funding type position using a Position Change Form or by emailing positioncontrol@rit.edu . An 0U is a temporary replacement position which relates to a corresponding 00 position. It does not have a permanent budget of its own. It has the same organization name as the parent PC and is typically only used to fill in for leaves or when an active search is being conducted for the corresponding 00 and the 00 has a different job title. 0U positions requires an end date which will be re-evaluated as required.

    An example of when an 0U would be used, would be when a tenure track faculty job is being recruited for, and a non-tenure track faculty member is filling in while the search is being conducted. The non-tenure track faculty member would be in an 0U position.

    If you will be using a new Staff position title for your 0U which has never existed before and needs position evaluation, you will need to complete a staff Job Description Questionnaire (JDQ).

  • How do I Change a Position Title?

    Faculty Position:  There are only rare circumstances that faculty titles should change. In the majority of cases regular faculty titles are “Instructional Faculty”, “Instructional/Support Faculty” or “Research Faculty”. There are exceptions for certain department heads or named faculty positions, however these are handled on a case by case basis. Also note that Department Chair and other Administrative Faculty positions cannot be changed to a regular faculty position and Endowed Faculty Positions (0E) cannot be changed to another funding type (such as an 00) unless permanent funding is received and the change is approved by the Budget Office .

Changes to open faculty position titles that will be posted in Career Zone can be requested through the Career Zone requisition process.  Changes to FILLED position titles can be requested using an Employee Action Form.  

Staff Position:  Changes to an open staff title that will be posted in Career Zone can be requested through the Career Zone requisition process.  Substantial changes to essential job requirements will require a new Job Description Questionnaire (JDQ) be submitted and evaluated by Human Resources.  Changes to FILLED position titles can be requested using an Employee Action Form and may required a new Job Description Questionnaire (JDQ) be submitted. 

  • How do I Process a Department Re-organization or a Mass Organization Name Change?

    Use the Re-Organization Form to process Organization name changes and re-structuring that impacts large numbers of employees within a college/division. Your HRSM will review the form and determine whether job re-evaluation forms need to be submitted for any positions.

  • How do I Change the Organization Associated with a Particular Position?

    For an open position, please email positioncontrol@rit.edu .  Filled position organization name changes can be submitted on an Employee Action Form.

  • How do I Move PC Numbers from one College/Division to another College/Division?

    PC’s 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 re-organization initiative is underway, the movement of PC’s between colleges/divisions will be evaluated on an individual basis. Contact your HR Services Manager if you need additional guidance.

  • How do I Move Budgeted Salary Between Positions?

    Contact Chris Monaco in the Budget Office at cembgt@rit.edu to determine if the change is allowable.  Provide the reasons for the re-distribution.

  • Where do I find information on Using Career Zone and the online Requisition Process?

    Visit the recruitment links at http://www.rit.edu/humanresources/recruitment/

  • How do I Post an existing position in Career Zone?

    Refer to the hiring documents at http://www.rit.edu/humanresources/recruitment/ .

Additional Instructions Related to Staff Job Description Questionnaires