Blueprint to Create New Merit Position Description

Blueprint to Create New Merit Position Description

11/1/2011

This blueprint will assist you in creating a new Merit position description (PD). The numbered headers correspond to the red tabs in PeopleAdmin.Because not all tabs are needed, not all of them are included in this blueprint. *Required information is denoted with an asterisk.

1. Action Justification
Are you going to fill this position? / __ Yes
__ No
Justification for Action / Why has the need for a new position come up (Transfer, volume, etc…)
Other Comments to HR
(Employee or Supervisor comments)
Department Recommendations to HR / (select from list)
Department Comments to HR
(Manager or Department Chair comments)
College/Division Recommendations to HR / (select from list)
College/Division Comments to HR
Contact Person
(person to contact regarding this request if other than supervisor)
Contact person phone
Contact person email
Exempt from P&S policies / No
FLSA Exempt / Yes
Confidential Position / No
2. Copy From Other Position / This is an area in which you could use an existing PD to duplicate for your current PD. For instance, if hiring more than one candidate into an NOV.
Search positions to Copy
Position Number / Job Title (Select for list)
Employee First name / Employee Last Name
Supervisor’s Name / Title Code (Select for list)
Primary Employing Department (Select for list)
3. Proposed Title / (you must complete portion below before you can continue to next Tab.)
Search Titles to Assign to this Position
Job Title (Select for list) / Title Code (Select for list)
Job Category (Select for list)
4 Position Information
You may save your work at any time by clicking on the View Action Summary or Preview Action button below and choosing the Save without submitting status option.
Tabs with checkmarks contain fields that will populate the Notice of Vacancy.
Applicants will see information coded inblue
*Required information is denoted with an asterisk.
Position Number
Title Code
Pay Grade
Job Category
* Base of Employment
(For Merit positions select only E or H) / (select from list)
* Number of Months Employed Per Year / (select from list)
* Fraction / (select from list)
* Primary Employing Department / (select from list)
College or Division / (select from list)
Additional Employing Department 1 / (select from list)
Additional Employing Department 2 / (select from list)
Additional Employing Department 3 / (select from list)
WORK ADDRESS
Where employee will be working, not mailing address
On Campus Building (Pick one) / (select from list)
Room
Off Campus Location City
State
Zip
Work Phone (xxx-xxx-xxxx)
* Supervisor's Name
Supervisor's Title
Supervisor's Work Address
Supervisor's Work Phone (xxx-xxx-xxxx)
* Supervisor's Work Email
Supervisor's University ID
Account Number(s)
* Employees Authorized to Access Position Description (Please select hiring supervisor and any others who need access to the position description. Those with department, college or HR access do not need to be selected.) / (select from list)
Employee who should be able to access this Position Description
* Job Summary
Briefly describe the basic purpose of the position.(Information entered here will default to the NOV to be used for recruiting purposes.)
Qualifications
* REQUIRED QUALIFICATIONS / *These should always match up to the minimum qualifications the position lists under its’ generic job description.
PREFERRED QUALIFICATIONS
Special Qualifications: Please list special qualifications in addition to require qualifications for this classification.
KNOWLEDGE, SKILLS AND ABILITIES
Describe specific knowledge, ability, and skill requirements of this position.
Training: Assuming that a new employee on this job has the necessary education and experience to qualify for the position, what training is necessary to achieve an acceptable performance level after the employee is on the job?
5. Supervision
To add a new entry, click the Add a New Entry button below. To edit an existing entry, click the Edit link. To delete an entry, click the Delete link.
Existing Entries
Job Title
Supervised / Head
Count / Hire / Discipline / Train / Sign
Eval / Terminate / Assign
Work / Check
Work
5. Supervision- To Add New Entry
Select Add New Entry Button
Job Title Supervised (Select from the drop-down menu the job title of the employee being supervised.) / (select from list)
Head Count (Number of people under job title selected, being supervised.)
FTE (Full Time Equivalent – Example: Two employees who work half time represent 1 FTE)
Hire (Are you responsible for making the hiring decision for this positions?) / _yes
_no
Discipline (Are you responsible for enforcing adherence to work rules, policies, and performance expectations?) / _yes
_no
Sign Evaluation (Do you conduct and sign the performance evaluation form for this employee?) / _yes
_no
Terminate (Do you have the authority to terminate employment of this employee? / _yes
_no
Train (Are you responsible for teaching the skills needed to do this job?) / _yes
_no
Assign work (Do you assign daily tasks to this employee?) / _yes
_no
Check Work (Do you make sure the employee’s job is done according to performance expectations?) / _yes
_no
6. Complexity
Please indicate total percent of time spent supervising
Describe the nature of your responsibility for money, machines, equipment, supplies.
What loss can occur through an honest error? Losses include both dollar outlays and non-monetary or human considerations.
Records and reports: What records or reports do you prepare which require you to gather, analyze, and summarize data?
What is the source of the data for the records of reports?
Does the position require work knowledge beyond the duties of this job? If so, state examples below.
Work in own department:
Work in other departments:
University policies:
Are externally imposed deadlines a routine part of the duties of this position excluding those established by one’s supervisor or department head? If so, give illustration.
Is responding to questions and problems on an immediate basis a regular daily aspect of this position? Give specific examples.
Checking of incumbent’s Work: How, by whom, and with what frequency is your work inspected, checked or verified?
7. Personal Interaction
Select Add New Entry Button
*Institutional Group / (select from list)
*Purpose of Contact
*Frequency / (select from list)
8. Equipment/Software
Select Add New Entry Button
*Type of Equipment/Software
*Percent of Time During Average Day
*Is use of this equipment/software Essential of Non-Essential / (select from list; essential or non-essential)
If essential, please list task frequency and reason for use.
9. Proposed Job Duties
On this screen, please list in detail, the job functions and duties assigned to this position and estimate the percentage of time given to each function. Percentages must add up to 100%.
To add a new entry, click the Add a New Entry button below. To edit an existing entry, click the Edit link. To delete an entry, click the Delete link.
Existing Entries
Total Percent of Time:100
Essential
Duty? / Duties / % of Time
No / Other duties as assigned (This should always be included in the duties.) / 5
Add New Entry Button
*Required information is denoted with an asterisk.
*Is this an essential duty / _yes
_no
*Description of Regularly Performed Duty
(Examples are linked)
*Percent of Total Time
10. Other Essential Functions
Describe the working conditions of your job, including any unpleasant features like heat, cold, exposure to chemical substances, etc. Take into consideration lighting, temperature extremes, noise or air pollution, work hazards and the possibility of disease. Describe the amount of physical dexterity of hand operations or other coordinated motions which the job regularly requires, e.g. eye/hand coordination in operating a keyboard or manual dexterity and exactness in the use of hand instruments.
*There will be a checklist that follows. With the headings; Lift, Pull/Push Activity, Physical Requirements, Physical Surroundings and Hazards. You are not required to fill it in; rather you can use it as a guide to help include physical activities, characteristics and work environments that could be applicable.
11. Documents
Attach Memo; Organization Chart, pre-planning tool, etc. A memo could be a paper PD, which is not necessary for creating a new Merit PD. An organizational chart is required. PPT is also required and used to show the action has the support from the entire unit as well as the budget needed.
Attach / Remove / Document Type / Attached Document / View
Document
Memo / (optional)
Organizational Chart / (required)
Personnel Planning Tool/Pre-Hire Approval
12. Vacancy Information
Tabs with checkmarks contain fields that will populate the Notice of Vacancy.
Applicants will see information coded in blue
Would you like to have a Guest User for this NOV?
If yes, provide a password of at least 6 characters.
Are you advertising as a series (multiple classifications)?
Number of Vacancies / (options include; 1, 2, 3, pool)
If applicable, additional position numbers to be used
Advertisement
Advertised Title / (select one)
Advertised Employing Department
Appointment Type / (select one)
Proposed Start Date
Proposed End Date for Term or Temporary Positions
Hours/Days of Work (Merit Only)
Number of hours/week (Merit Only)
Shift (Merit Only)
Salary
Special Conditions
Application Instructions
Pass Message
Fail Message
To ensure consideration, submit application by:
Web End Date
Location (if other than Ames)
Recruitment
Type of Advertisement
Waiver of Advertisement & Temporary Hires
Rationale for Waiving Advertisement
For waiver, name of intended hire(s)
Recruitment Planning
Affirmative Action Underutilization Information
Recruitment Resources
List of recruiting resources that you intend to use to advertise the vacancy. / ___ ISU Employee
___ Website (other than ISU Employment Opportunities)
___ Placement Office
___ Trade Journal
___ Newspaper
___ Other
Indicate which specific website, placement office, trade journal, newspaper or other resource that you intend to use.
Type of Application / ____ Employment Application with Education and Work History
____ Employment Application
Documents which can be associated with this posting / ____ Resume/Curriculum Vitae
____ Letter of Application/Cover Letter
____ Reference Contact Information
____ Statement of Career Goals
____ Statement of Teaching and/or Research Interests
____ Other
Documents that must be associated with this posting / ____ Resume/Curriculum Vitae
____ Letter of Application/Cover Letter
____ Reference Contact Information
____ Statement of Career Goals
____ Statement of Teaching and/or Research Interests
____ Other
Background Check
When would you like to conduct the background check? / *Options are: -At interview approval (all finalists) –At hire approval (selected candidate only) -Other
If other, explain:
What type of background check would you like to conduct?
Descriptions and Costs of Background Checks
Note: Administrative positions (chairs, directors, deans and higher) require a credit check per the Employment Verification and Background Checks policy. / *Options are: -Best practices –Best practices + national sex offender –Best practices with credit –Credit only –India –Nepal
Rationale for a credit check:
13. Screening Questions
You may create questions that will be asked of each applicant as a supplement to their application. A closed ended question may be used as a disqualifying question or the answers may be assigned points in order to rank applicants.
You may create questions that will be asked of each applicant as a supplement to their application. A closed ended question may be used as a disqualifying question or the answers may be assigned points in order to rank applicants.
*These should correlate to your preferred qualifications. You can search for existing questions by keyword in PeopleAdmin for ideas. You will have the option of searching for existing questions by Keyword.
-Select Add a Question
14. Points for Screening Questions
If you created a closed ended question in the previous section, you may assign points to the answers. You may also designate an answer as a disqualifying answer.
Questions? Email Recruitment & Employment or call 515-294-4800 or Toll Free: 1-877-477-7485.
Tabs with checkmarks contain fields that will populate the Notice of Vacancy. Open-ended questions will not be visible on this tab, but will be visible on the summary page.
15. Next Reviewer
When starting an action, select the first approver's name from the drop down list, click on the View Action Summary or Preview Action box and send the action to the next approver. If you are an approver in the approval chain, add your initials and any comments in the box below, elect the next approver's name from the drop down list, click on the View Action Summary or Preview Action box and send the action to the next approver. To route to HR, add your initials and any comments in the box below, click the View Action Summary/Preview Action button and select action status of Submit for HR Review.
Next Approver
Approver Initials and Notes

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