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 timeframe 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 

Position Funding Type Rules and Examples

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
 

Position Change Process

Position Change Rules and Examples
When current position(s) full-time equivalent (FTE) levels and associated budget dollars are changed but do not exceed the current levels.
1.  Department submits Job Description (Staff positions only) to the HR Manager
2.  HR evaluates the job and determines Staff Wage Band (Staff positions only)
3.  Department creates requisition in Career Zone and indicates that changes are required on the position
a)  A full explanation is required detailing all changes and the business case for the change
    OR
3.  Department submits an  EAF - Employee Assignment, Job or Salary Change with the old and new information
a)  A full explanation is required detailing the business case for the change
 

Required approvals for changes to existing positions (open or filled) – Department/Budget Head, Budget or Financial Analyst for college/division/department. SPA is a required approver for all changes to grant funded positions. Generally the same PC# will be used, however other attributes on the PC# may change.

Additional Headcount Process

Additional Headcount Rules and Examples
1.  Department submits the Job Description (Staff positions only) to the HR Manager
2.  HR evaluates the job and determines Staff Wage Band (Staff positions only)
3.  Department  submits the Position Request Form to position_control@rit.edu  (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.

Frequently Asked Questions (FAQ)

How do I get a copy of a Job Description for myself or for one of my direct reports?

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 Manager.

How do I extend a Temporarily Funded Position End date?

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.

How do I eliminate an OPEN Position?

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.

How do I change a Position Funding Type?

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.

How do I process a department re-organization or do 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 HR Manager will review the form and determine whether additional information is needed.

How do I move positions 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 Manager if you need additional guidance.