New Fields Added to Position Records [12/17/08]
As stated in a previous communication from the Office Of Human Resources, two new fields, Closure Short and Closure Long, will be added to existing position records. This change will be effective December 15. These two new fields will also become part of newly created positions. This change will help departments prioritize positions needed during disasters.
Impacts:
- New step in position creation process.
- Changing the Closure status for existing positions.
- New fields also display with other position information on Job Information and Job Openings pages.
1. How will it affect the process of creating positions?
The only new step in the position creation process is completing the Closure Short and Closure Long fields with the appropriate status of either "Alternate," "Essential," or "Standby." These statuses have been defined as follows:
Essential: One who has been designated as critical to the operation of the unit.
Alternate: One who has been designated to serve as a back up to an essential employee.
Standby: Any employee not designated as essential or alternate.
The new fields are found on the position description page as shown below:
Path: Organizational Development – Maintain Positions/Budgets – Add/Update Position Info
2. Changing the Closure status of existing positions
University Departments recently provided a list of existing positions and their closure statuses to OHR for the December 15 implementation. In the interim period, departments may have identified a need to change closure statuses for some positions. HRPs can change the Closure status of an existing, approved position by updating position information.
Path: Organizational Development – Maintain Positions/Budgets – Add/Update Position Info
- Retrieve the record for the position number.
- Insert a new row.
- Type or select the Reason of "UPD" (Position Data Update).
- Change the Dept Approval Status (Department) from "Hold" to "Approved".
Revision Note: If a user's level of authority does not allow them to change Dept Status to "Approved" then they just need to save the changes.
- Select the desired status for Closure Long and/or Closure Short.
- Add Comments that explain the change.
- Click [SAVE].
If the position is occupied, continue to update the incumbent's job data record:
- Click the [Budget and Incumbents] tab on the Position Description page.
- Click the [Job Data] link.
- Insert a new row in the job data record.
- Select the Action of "Data Chg" and the Reason of "Miscellaneous Data Change".
- Delete the Position Number, tab out of the field, and re-type the Position Number.
- Confirm that the Closure Long and/or Closure Short fields refreshed with the changed information.
- Click [OK] to save the record.
3. New fields also display on Job Postings page and the Job Information page in Job Data:
Some fields from Position data default into Job Postings and Job Data. The two new fields will also be included on these two pages. However, there are no changes to the job opening creation process or job data.
Path: Recruiting – Create New Job Opening
Note: the new link, "Long/Short Closure." Selecting this link displays a page with the closure status definitions. This is the only place the definitions appear. Although the closure statuses display on the job opening page, they do not display to the applicant on the OSU job posting Web site.
Path: Workforce Adminisitration – Job Data
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