Create Proposed Position

Overview

Proposed positions are created as part of the planning process during the NYU Annual Staffing Process for Staff, Administrative/Professionals, and Full Time Faculty. It is important to remember that proposed positions:

  • Are always created for the upcoming Fiscal Year (If you have an immediate need to create a position for the current Fiscal Year, you can create an ad-hoc position).
  • Are created for review and approval at the Principals Meeting and cannot be hired into until after approval at the Principals Meeting.
  • Do not count towards headcount until after the proposed position becomes a completed position (after approval by the Finance Executive).

The Create Position transaction for Administrative/Professionals and Staff is initiated in JDXpert. Refer to the JDXpert for HR Partners and HR Analysts tip sheet for steps.

For Full Time Faculty refer to these steps in this tip sheet.

STEPS

Steps Role
1. Enter Initial Create Position Details HR Analyst / HR Partner
2. Enter Restructure Details (Restructured Positions Only) Initiator
3. Change Organization Assignments Initiator
4. Enter Split Costing Details (Split Costing Positions Only) Initiator
5. Request Default Compensation Initiator
6. Provost Office and Budget Office Approvals Academic Staffing Approver / Budget Office Analyst
7. Complete Create Position Process Initiator
8. Position Request Review (Staff / Admin. Positions only) Compensation Partner
9. Assign Pay Group Initiator
10. HR Partner and Finance Executive Approvals HR Partner / Finance Executive
11. OPTIONAL: Assign Costing Allocation at Position Restriction Level Initiator

Enter Initial Create Position Details

  1. Enter the name of the supervisory organization in the Search bar.
  2. Click the supervisory organization in which you would like to create a position.
  3. On the organization details page, click the Actions button. Scroll to the Staffing menu and click Create Position.
  4. Select the Position Request Reason.
    • Select 2) Academic Staffing Plan Positions (Provost) to create a proposed position for
  5. Select a sub-reason.
    • Select Non-Restructure if the position is not tied to a prior position.
    • Select Restructure if the position is a result of a restructure (i.e. replacement, consolidation or split) of a prior position.
  6. Enter the position title in the Job Posting Title field to be shown in PeopleAdmin. The Title entered here will be used to recruit. The working or business title may be assigned at the point of Hire.
  7. In the Number of Positions field, enter 1. Do not create multiple proposed positions. Multiple proposed positions must be created individually.
  8. Under the Hiring Restrictions tab, input the Availability Date and the Earliest Hire Date.
    • For Availability Date, enter the earliest date you would open a job requisition for the position.
    • For Earliest Hire Date, enter the earliest date an employee would be hired into the position (typically the upcoming Fiscal Year for Proposed Positions).
    • Do not select the “No Job Restrictions” checkbox.
  9. Next, select the appropriate Job Family.
    • For FT Faculty, fill in Job Family ONLY (do not enter a Job Profile)
  10. In the Job Description Summary field, enter the specific position summary. Do not enter details in the Job Description Summary field.
    • Note: For Staff / Admin positions, this is the position summary that will populate the PeopleAdmin posting.
  11. Use the prompt icon to select the Location for the new position.
  12. Use the prompt icon to select the Time Type for the new position.
  13. Use the prompt icon to select the Worker Type for the new position and Worker Sub Type.
    • Fixed Term employee should be selected when the position has a projected employment end date. Regular should be selected for open-ended positions.
    • Do not use Contingent Workers.
    • This step is optional for proposed positions and can be added later in the Create Position process.
  14. After completing all required fields on the Hiring Restrictions tab, click Submit.
    • You are not required to complete the Qualifications tab for proposed positions.

Enter Restructure Details

If a Restructure sub-reason was selected, the initiator will be routed to the Edit Additional Data step to Enter Position Restructure Details. Select the Position Restructure Type, using the following instructions.

  • Replacement: Enter the 7-digit Position ID of the prior position in the Prior Position ID 1 field.
  • Split: Enter the 7-digit Position ID of the prior position into the Prior Position ID 1 field.
  • Consolidation: Enter the 7-digit Position IDs of the prior positions in the Prior Position ID 1, 2 (and 3 if applicable) fields. If you are consolidating more than 3 positions into 1, multiple Position IDs, separated by commas, can be entered into the Prior Position ID 3 or More field.
  • To find a Position ID, navigate to the Supervisory Organization of the position in a new tab. View the Members tab and look at the Position column to find the 7-digit Position ID.

change organization assignments

The initiator will receive the task to Change Organization Assignments. Enter the organization assignments for the position by following the instructions in the Change Organization Assignments tip sheet.

Enter Split Costing Details

  1. If the funding for the proposed position will be split between multiple schools, units, or funding sources (i.e. grants), you can enter general split costing.
  2. Select Edit Additional Data to enter the Split Costing.
  3. Select Skip if your school/unit will be fully funding the position.
    • This step is designed to provide split funding information for planning purposes. It does not replace the Assign Costing Allocation step.
  4. Enter the split costing details for the funding that will be provided by any organization other than your own.
    1. Select Percent or Dollar as the Amount Type.
    2. Enter the amount(s) that the selected organization(s) will fund.
    3. Select the organization(s) that you are splitting costing with for the position.
    4. Do not enter costing for your organization.

request default compensation

The initiator of the process will receive the task to Request Default Compensation. Refer to the Request Default Compensation tip sheet for directions on performing this activity. For proposed positions, the initiator is advised to budget at the 50th percentile. If the initiator plans to budget above the 75th percentile, they should consult with their Compensation manager first.

 After completing this step, the proposed positions will route to the approval step (see next step). The initiator should click Submit to send the proposed position to the approval step or click Save for Later to save the proposed position and return to the process at a later time.

Complete Create Position Process

  1. Following Budget Office Analyst approval, the position will route back to the initiator for completion.
  2. For Staff / Admin positions, click the Qualifications tab and scroll to the Training section. This is where additional position details, i.e. responsibilities, education, skills, etc., will be entered as previously entered in PeopleAdmin.
  3. Click the grey plus arrow to add a new row under the Training section. Under the Training column, indicate the percent of time dedicated to that qualification area, if applicable. If the line item does not refer to a percent of the time (i.e. required education) type N/A in the Training field.
  4. In the Training Type column, use the dropdown menu to select a position detail for the position. Note, these should be entered in the order listed.
  5. In the Description column, enter the description/qualifications for the specific training type selected. Refer to the notes below for specific details around what must be included for different types of Staff / Admin positions.
    • Admin/Professional: There are a total of 12 position description details (A-L) that must be added when creating a new Admin. / Professional position. You must enter multiple rows for “A. Principal Duties” before adding rows B-L.
    • Clerical/Technical/Service: There are a total of 7 position description details (A – G) that must be added when creating a new Clerical / Technical / Service position. You must enter multiple rows for “A. Principal Duties” before adding rows B-G.
    • There are 4 additional position description details (M-P) that should be used for role enhancements only and should not be used when creating a new position.
    • You do not need to flag any position description details as Required.
    • You can also update Position Details (i.e. Position Title, Job Description Summary) in this step.
  6. Once all position description items have been entered in the Training section, click Submit.
    • PeopleSync will not prevent you from submitting the position request if all required position details are not included. The process request routes to the Compensation Partner who can send the request back to ensure all of the necessary information is input.
  7. Next, review the Create Position details including Organization Assignments and Default Compensation. If the information entered while creating the proposed position has changed, click Send Back.
  8. Based on the information that needs to be updated, select the appropriate step to send the process back to and enter a reason.
  9. You will be returned to the earlier step of the creation position process, where you can update the position details.
    • The initiator will be required to renter the Organization Assignments and Default compensation if the process is sent back to either of those steps or to an earlier step.
  10. After updating the position information or if no updates are required, review the position to confirm all information is correct and click Approve.

Position Request REview Compensation

For Staff / Admin position requests, the position details route to the Compensation Partner for approval. The Compensation Partner will review the position details to ensure the job profile and position description attributes input accurately represent the position and compensation grade. If necessary, the Compensation Partner who will send the request back to the Initiator so that they are able to work with the Initiator to ensure all of the necessary information is input.

Assign Pay Group

The initiator of the process will receive the task to Assign Pay Group.

HR Partner and Finance Executive Approvals

The position request will then be routed for approval by the HR Partner (if the HR Partner is not the initiator) and the Finance Executive. Refer to the Approvals tip sheet for directions on performing this activity.

Optional: Assign Costing ALlocation at Position Restriction Level

  1. After the Finance Executive approval, the initiator has the option to assign costing at the Position Restriction level. A costing allocation at the Position Restriction level should ONLY be used for unfilled positions with split costing or a costing override where the Default Organization Assignments do not apply to the costing for the position.
  2. To assign a costing allocation at the Position Restriction level, click Add and follow the steps outlined in the Assign Costing Allocation tip sheet.
  3. If Costing Allocation at the Position Restriction is not required, skip the step by clicking Submit or clicking the gear icon and then selecting Skip This Task.

Proposed Position Reporting

Enter Proposed Positions in the search field to locate the Proposed Positions Report for your school/unit. This report shows all Proposed Positions and can be viewed by:

  • Finance Executives
  • HR Partners
  • Budget Office Analysts
  • HR Analysts
  • Compensation Partners
  • HR Reporting Analysts

Last updated in May 2019

Graduate Student Employees: An Overview of Bargaining Unit Eligibility

Overview

Graduate students may be eligible for Local 2110. This tip sheet provides an overview of the criteria and the process for determining bargaining unit eligibility. We recommend that you review this tip sheet prior to hiring a graduate student. 

Graduate employee Student Pool Job

All term active graduate students are hired into PeopleSync through a daily data feed from SIS. The student is hired into a Graduate Employee Pool Job. The Pool Job indicates that the student is registered student at NYU, meeting the minimum number of credits for on-campus employment and is in a graduate program.

1. Enter the N# or NetID in the Search field. Click on the search category, All of Workday, on the left side menu.

2. Select the student record. Under the student’s name on the upper left you should see Graduate Employee Pool Job. You will see the following on the Summary tab.

Organization New York University (Hamilton, Andrew D) >> New York University Student Pool (NYUStudent)
Job [8 digit job #] Graduate Employee Pool Job
Business Title Graduate Employee Pool Job
Job Profile STNT04 – Graduate Employee Pool Job

If you cannot find the student in PeopleSync, contact PeopleLink.

 

SIS & HR Eligibility rules

A graduate employee must meet BOTH the SIS and HR eligibility rules in order to be considered bargaining unit eligible. Custom IDs located in the student’s PeopleSync record indicate if these rules have been met. 

To view the custom IDs, in the student’s record, click Personal > IDs tab. Locate the Other IDs section.

SIS_GSOC_BUE
The SIS_GSOC_BUE custom id is shown for Fall, Spring and Summer semesters. The semesters are the current semester and two future semesters. (See sample below)

Other ID Type Description Identification # Issued Date Expiration Date
SIS_GSOC_BUE Spring Y 1/1/2020 5/31/2020
SIS_GSOC_BUE Summer N 6/1/2020 8/31/2020
SIS_GSOC_BUE Fall N 9/1/2020 12/31/2020

A “Y” means the student meets the following criteria:

  • Enrolled within a Masters or PhD program
  • Within Years 1-7 academic program
  • Is not an MBA student at Stern, or a student at the Schools of Law, Medicine, or the College of Dentistry

Important. If you do not see these custom ids it means the student attends a school/program that is not part of the bargaining unit.

HR_GSOC_BUE
After the student has been appointed into the job(s), PeopleSync determines if the graduate student has met the HR eligibility rules.

The HR_GSOC_BUE row will have a value of “Y” if the graduate employee has at least one active job in the current semester that is not within the following categories:

    • Grader
    • Tutor (This includes STNT02 – America Reads)
    • Research Assistant at the School of Engineering
    • Research Assistant in the Sciences

GSOC_BUE
Bargaining Unit Eligibility is finally reflected in the GSOC_BUE custom ID.

The GSOC_BUE is “Y” if both the SIS_GSOC_BUE and the HR_GSOC_BUE are “Y”

Here are two examples:

Example 1. This graduate student meets the SIS eligibility in the Fall semester but has no job in PeopleSync for the Fall term. 

SIS_GSOC_BUE      Fall Semester Y
HR_GSOC_BUE N
GSOC_BUE N

Example 2. This graduate student meets the SIS eligibility rules in the Fall semester and has a Fall job that meets the criteria for Local 2110. 

SIS_GSOC_BUE       Fall Semester Y
HR_GSOC_BUE Y
GSOC_BUE Y

GSOC_Education
This flag indicates the type of degree (e.g. Masters or PHD). 

job profiles for bue graduate students

A graduate student who meets the SIS eligibility rules may be appointed into following job profiles. These are listed below and grouped by Job Family: Workstudy and Non-Workstudy, Adjunct Faculty, and Student-Related

Workstudy and Non-Workstudy
These are hourly-paid jobs assigned to the Student Hourly salary plan. These employees are paid Biweekly and complete timesheets. When you appoint this type of job you will complete an Additional Job Classification to identify the type of work; this is used to determine bargaining unit eligibility.

  • STNT05 – Graduate Employee FWS Hourly
  • STNT06 – Graduate Employee Non-FWS Hourly

Adjunct Faculty
There is one adjunct profile for graduate students. This is paid via Activity Pay and is assigned to the Semi-Monthly Employee pay group. There are guidelines for the specific types of activities that may be assigned to graduate adjuncts.

  • STNT07 – Graduate Adjunct

Student-Related
These are academic jobs for students. They are paid via Activity Pay and is assigned to the Semi-Monthly Employee pay group.

  • 007027 – Teaching Assistant
  • 017037 – Graduate Fellow
  • 017038 – Teaching Fellow
  • 017044 – Graduate Assistant
  • 017051 – Course Assistant
  • 017054 – Dental Resident
  • 018048 – Student Athletics Coach
  • 018049 – Student Reader
  • 018057 – Grader
  • 018058 – Student Laboratory Assistant
  • 018061 – Accompanist
  • 017050 – Research Assistant
  • 017033 – Non FAS/CIMS Research Assistant
  • 017034 – FAS/CIMS Research Assistant

add job transaction

You will use the Add Job transaction to hire a student. Specific tip sheets are available by category:

Add Hourly Job – Graduate Students
Add Student-Related Job (e.g. TA, RA, GA) – Graduate Students
Add Graduate Adjunct Job

Additional Resources:

Last updated in July 2020

Create Ad-Hoc Position

overview

Staff, Administrative/Professionals and Full Time Faculty are managed through the Position Management staffing model, and therefore prior to hiring an employee, a position must be created.

  • The Create Ad Hoc Position process is used to create positions outside of the NYU Annual Staffing Process.
  • To create a proposed position as part of the annual planning process, follow the process in the Create Proposed Position tip sheet.

Important. For Staff and Administrative/Professionals, Create Ad Hoc Position is initiated through JDX. Refer to the tip sheet, JDXpert for HR Partners and HR Analysts. Once the position is approved by Compensation Partner, JDX sends the transaction to PeopleSync where the initiator completes the additional steps and the final position is approved.

For Full-Time Faculty, the entire process is completed in PeopleSync.

The Create Ad Hoc Position transaction is submitted by HR Analysts or HR Partners.

Create Position

  1. Enter the name or code of the supervisory organization in the Search bar.
  2. Select the supervisory organization.
  3. Click Actions ellipse > Staffing > Create Position.
  4. Select the Position Request Reason.
    • Select 1) Ad-Hoc > Restructure if the position is a result of a restructure (i.e. replacement, consolidation or split) of a prior position.
    • Select 1) Ad-Hoc > Non-Restructure if the position is not tied to a prior position.
    • The additional Position Request Reasons are used to create Proposed Positions for the Annual Staffing Process or are for NYU Abu Dhabi.
  5. Enter the position title in the Job Posting Title field to be shown in iCims. The Title entered here will be used for recruiting. The working or business title may be assigned at the point of Hire.
  6. In the Number of Positions field, indicate the number of positions to create with the corresponding job details.
  7. Under the Hiring Restrictions tab, use the calendar icons to select the Availability Date and the Earliest Hire Date.
    • Note: The availability date and earliest hire date specify when the position will be available in the supervisory organization so that you may open a job requisition and begin recruitment.
    • Note: “No Job Restrictions” checkbox should not be used, as Job Profile/Family drive workflow and must be filled out.
  8. Next, select the appropriate Job Family.
    • For Full-Time Faculty, fill in Job Family ONLY (do not enter a Job Profile)
  9. In the Job Description Summary field, enter the specific position summary. Do not enter details in the Job Description Summary field.
  10. Use the prompt icon to select the Location for the new position.
  11. Use the prompt icon to select the Time Type for the new position.
  12. Use the prompt icon to select the Worker Type for the new position and Worker Sub Type.
    • Fixed Term employee should be selected when the position has a projected employment end date. Regular should be selected for open-ended positions
    • Washington Square is not using Contingent Worker
  13. Click the grey plus arrow to add a new row under the Training section.
    • Under the Training column, indicate the percent of time dedicated to that qualification area, if applicable. If the line item does not refer to a percent of time (i.e. required education) type N/A in the Training field.
    • In the Training Type column, use the drop-down menu to select a position detail for the position. These should be entered in the order listed.
  14. In the Description column, enter the description or qualifications for the specific training type selected.
    • There are 4 additional position description details (M-P) that should be used for role enhancements only and should not be used when creating a new position.
    • You do not need to flag any position description details as Required.
  15. Once all position description items have been entered in the Training section, click Submit.
    • PeopleSync will not prevent you from submitting the position request if all required position details are not included, however, the position request routes to the Compensation Partner who will send the request back to the Initiator so that they are able to work with the Initiator to ensure all of the necessary information is input.
  16. If you selected 1) Ad-Hoc > Restructure as the Position Request Reason, you will be routed to the Edit Additional Data step to Enter Position Restructure Details.
    Select the Position Restructure Type: 

    • If you select Replacement, enter the 7-digit Position ID of the prior position in the Prior Position ID 1 field.
    • If you select Split, enter the 7-digit Position ID of the prior position in the Prior Position ID 1 field.
    • If you select Consolidation, enter the 7-digit Position IDs of the prior positions in the Prior Position ID 1, 2 (and 3 if applicable) fields. If you are consolidating more than 3 positions into 1, multiple Position IDs, separated by commas, can be entered in the Prior Position ID 3 or More field.
    • To find a Position ID, navigate to the Supervisory Organization of the position in a new tab. View the Members tab and look at the Position column to find the 7-digit Position ID.

Change Organization Assignments

The initiator of the process will receive the task to Change Organization Assignments.

Edit additional Data

The initiator of the process will receive the task to Edit Additional Data for the Hybrid/Remote Work Classification (Position) field. (Note: This task applies to Admin/Professionals and Staff (Local 3882, Local 153, and non-exempt/non-union) only. This step does not appear if the classification on the job profile is “Not Applicable”.

  • Select one of the following. (Remember to complete the same value in this field as you did in JDX. For example, if you selected Fully Onsite in JDX, selected Fully Onsite in PeopleSync.)
    • Fully Onsite
    • Hybrid Eligible
    • Mostly Remote
    • Not Applicable
  • Note: If Mostly Remote is newly selected, this transaction will route to the Compensation Partner for approval before moving on to the next step.

request default compensation

The initiator of the process will receive the task to Request Default Compensation.

Assign Pay Group

The initiator of the process will receive the task to Assign Pay Group.

The transaction will route to HR Partner and then the Finance Partner for approval.

Assign costing allocation

The initiator of the process will receive the task to Assign Costing Allocations.