Edit Position or Job for Academic Employees: Overview

Overview

This tip sheet provides guidance on Edit Position or Edit Job transaction for Academic employees, including Full Time Faculty and Professional Researchers. The chart below provides a list of reasons for editing the position and the corresponding tip sheet.

The Edit Position/Job transaction is used to modify fields such as job profile, title, time type, work hours, annual work/disbursement on an existing employee’s record. It should not be confused with Edit Position Restrictions. Refer to the final section for updates on Edit Position Restrictions for Faculty positions.

Roles & Approvals

This transaction is submitted by the HR Analyst. Approval is based on the reason selected. See each tip sheet for more details.

(Note: Many of the roles in PeopleSync share the same functionality. The HR Partner can submit the same transactions as the HR Analyst. Refer to the Organization Support Roles Descriptions guide for a list of roles and function.)

Steps

1. Navigate to the employee record.
2. Unlike many transactions that are initiated from the Action ellipse located next to the employee’s name, Edit Position/Job is initiated off of the position or job.
3. Navigate to the Employee record and select the Job tab.
4. Under Job Details, you will see the Position or Job. Hover your mouse over link to display the actions bar.
5. Click Position > Edit Position or Click Job > Edit Job. 
   • For Full Time Faculty the transaction is Edit Position.
   • For Professional Researchers, the transaction is Edit Job.
6. In the Reason field enter the reason or click the menu icon and select Modify Incumbent to view the list of reasons.
7. Refer to the tip sheet below.

Reasons, sample scenario, tip sheet(s)

Reason	Sample Scenario	Tip Sheet
Modify Incumbent > Academic Job Profile Change	John Doe’s rank is changed from Associate Professor to Professor. The job profile field is changed from 001002 to 001001.	Edit Position: Academic Profile Change
Modify Incumbent > Academic Pay Change	Kate Doe, a Visiting Professor, started in July. On September 1, annual work and disbursement are changed from 12/12 to 9/12.	Edit Position: Academic Pay Change (Annual Work Period and Disbursement Plan)
Modify Incumbent > Academic Title Change	Luke Doe’s title fields are modified from Professor or Neural Science to Professor of Neural Science & Psychology.	Edit Position: Academic Title Change
Modify Incumbent > Extend Fixed Term Job	Brian Doe’s research scientist job is extended for the next two years.	Edit Position or Job: Extend Fixed Term Employee (Professional Researchers, Admin/Professionals and FT Faculty)
Modify Incumbent > Work Hours Change	Jen Doe was hired as a Part-Time/Non-exempt researcher; position is changed to Full-Time/Exempt.The salary is changed from Hourly to Salary. Work Hours are changed from 15 to 35.	Change Time Type of Professional Researcher
Modify Incumbent > Work Space Update	Department has moved to a new building. Wendy Doe’s workspace changes from 10 Astor to 105 East 17th.	Edit Position / Job: Work Space Change

Edit Position Restrictions (Faculty)

To date, Edit Position Restrictions (EPR) is primarily used for Administrative/Professionals and Staff.

Effective Oct. 21, 2019, we added validation rules to prevent submission of EPR for Full Time Faculty using reasons:

• Role Enhancement
• Grade Change
• Title Change
• Academic Title Change for Academic Job Families -Tenure/Tenure Track FT Faculty, Non-Tenure Track Full Time and Academic Administration

If you try to submit an Edit Position Restrictions using these reasons you will see a red alert and will not be able to complete the transaction.

For title changes, use the Edit Position > Academic Title Change reason as noted above.

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Last updated in September 2020.