Position Management
The following procedures should be used for position recruitment, either vacant or filled positions; position reclassifications; and position conversions.
Recruitment
Compensation and Organizational Effectiveness will ensure that all position recruitments are properly classified prior to approval. If it is determined that the job duties listed in the position description submitted represent a significant change that would warrant a job title or pay grade change of the position, Compensation and Organizational Effectiveness will notify the department of the change.
For vacant positions
Submit the following in the applicant tracking system for review of vacant positions prior to recruitment.
- A completed position description with appropriate approvals.
- An organizational chart that includes the position number, official job title and employee name for all positions. Each position should reflect its relative placement in the organizational hierarchy. Organizational charts may be created at the college, department or unit level. The number of student workers reporting to the position and should be reflected on the organizational chart, if applicable.
For filled positions
Positions must be vacant in HRIS before a position will be reviewed for potential changes in job title or pay grade. If a department/college/division is looking to recruit a soon-to-be vacant position and is seeking a review for potential changes in job title or pay grade, the department must do the following.
- Create or request a new, vacant position number. Use this new position number in the applicant tracking system when submitting for review.
- Complete a position description in the applicant tracking system with appropriate approvals.
- Include appropriate notes in the applicant tracking system or attach notes. Indicate the requested job title and pay grade for Compensation and Organizational Effectiveness's review.
- An organizational chart that includes the position number, official job title and employee name for all positions. Each position should reflect its relative placement in the organizational hierarchy. Organizational charts may be created at the college, department or unit level. The number of student workers reporting to the position and should be reflected on the organizational chart, if applicable.
- If approved, the department may abolish the old position number.
Reclassifications (for filled positions)
Steps for requesting a reclassification of a filled position are outlined online. A few other reminders concerning requests for reclassification include the following.
- The analysis does include consideration of the nature of the work, complexity, supervision, scope of work performed, level and purpose of contacts involved, leadership responsibility and the impact of actions in the position.
- The analysis does not include consideration of individual characteristics such as overtime work, length of service, financial need or circumstances, personality, job performance or volume of work assigned or produced.
- No commitment of a change should be made to the employee until after Compensation and Organizational Effectiveness notifies the department of their decision. The effective date may not be retroactive.
Conversion from University Support Staff to Unclassified Staff requests
PPM Chapters
On-Site Position Audit
The on-site position audit is an opportunity for the employee and the supervisor to highlight those portions of the position description they think are the most important. It also allows Compensation and Organizational Effectiveness to view samples of work performed. Additionally, questions developed in the preliminary analysis phase may be addressed.
Please have a copy of the position description available for reference during the audit.
On-site audit process
The audit will be focused on the job duties and characteristics of the position, not of the employee. In other words, job title decisions are based on the characteristics of the position, not on characteristics such as diligence, longevity, loyalty, exceptional qualifications, work performance or status of any kind the employee may exhibit or possess. The full analysis includes a review of the position description, request for reclassification form, organizational chart, standard job descriptions available in the university's compensation structure, on-site audit information and comparisons to both internal positions at the university and external positions at related employers performing similar work.
Minimum requirements
Timeline
Common misconceptions of the audit process
Myth: The position review process is a method to acknowledge an employee's exceptional service or longevity by providing them a salary increase.
Myth: The employee has taken on new duties; therefore, the position should be re-titled.
Myth: The examples of work listed in the standard job descriptions match those being performed by the employee.
Myth: There is a position(s) across the university that has the same duties as the position submitted; therefore, the position should be the same job title.
Learn more
For more information on the reclassification process or when a position audit may be conducted, supervisors and managers should review guidelines and steps for requesting a reclassification.
Organizational Analyses
An organizational analysis may be requested in order to review a department’s efficiency. Organizational analyses at Kansas State University look at the structure and design of a department to determine how this influences total output in meeting the objectives of the unit. Individual attributes such as job duties, responsibilities and skill sets of employees currently working in the department are also analyzed in order to determine the best potential organizational structure. Additional internal and external factors can also be accounted for in assessing how to improve efficiency.
After the organizational analysis is completed, Compensation and Organizational Effectiveness staff will meet with the individual requesting the study in order to present findings. This wrap-up session often comes with a variety of alternative organizational charts, along with the pros and cons that might come with any potential changes.
Further information, in addition to next steps, to initiate any changes will be communicated. Requesters should ensure alignment of resources, both monetary and non-monetary, prior to proceeding with any recommendations. At the time of request, the requester agrees to represent the department or unit reviewed, either for or on their behalf.
Compensation and Organizational Effectiveness reviews and approves requests to convert positions from university support staff (USS) to unclassified staff. Care is taken to ensure internal equity among jobs that perform similar work.
Most job titles available in the university compensation structure are available for use as either USS or unclassified staff positions. Conversions do not constitute a pay grade or pay rate change. Conversions should also not be used as a means for attempting to change FLSA status.
Submit the following in the applicant tracking system for review of filled positions prior to conversion.
- Budget/fiscal officers will need to create a new unclassified staff position number. Once the employee is transferred to the new position, Human Resources will abolish the USS position.
- A completed position description with appropriate approvals. Mark the position description for conversion. Use the Position Conversion approval process when submitting.
Following approval for conversion, a PER-38 and contract should be submitted to HR to finalize the conversion.
If the request is approved, the employee being converted from USS to unclassified staff must consult with Benefits in Human Resources. The conversion of employee type will result in changes to retirement options. The employee should discuss their options with a Benefits representative before proceeding.
It is the responsibility of the department to notify employees of other changes being made during the conversion process, specifically the following.
- Ineligibility for a longevity bonus.
- The requirement of signing an initial contract with conditions for employment.
- Policies, procedures and guidelines set forth for unclassified staff service.
