Position Description Update

FAQs for Position Description Update

• Which positions must be updated?

  All benefits-eligible staff positions that are 50%+ FTE, including grant and vacant positions, must be updated. Please note that this does not include positions that are director-level or above, faculty, NSNRs, task workers, student workers, or any position that is below 50% FTE. 

• Who is responsible for submitting the Position Description Update requests? 

  Supervisors and/or anyone who has Hiring Manager user access can complete the Position Description Updates requests.
  
  If Hiring Manager access is needed, please complete the PeopleAdmin Security Authorization Form located under the Talent Acquisition Forms section.   

• Can employees create their own position description updates and send it through the workflow for hiring managers to approve? 

  No. Employees cannot initiate a request on their own position. Requests must be completed by someone who has the Hiring Manager user role for that org unit. 

• If I was not provided with a list of positions, how do I access positions in our org unit? 

  If you have “Hiring Manager” access, log into the Position Management module. Under “Position Descriptions,” select “Staff.” You should see a list of positions that are in your org unit.

• What if I am missing positions?

  If any positions are missing, please contact our Compensation team at compensation@txstate.edu so that we can review your access.

• How close is the position description supposed to be to the performance appraisal or Job Analysis Form (JAF)?

  Duties and responsibilities in the position description should align with what is listed on the performance plan and JAF. There should not be any conflict.

• Should we include temporary duties?

  No. Only include permanently performed duties.

• What if we have multiple employees with the same title (ex. Academic Advisor I)? Do we have to update every position individually?

  Yes, all positions need to be requested individually because it’s on the position level.

• How do I update a functional title?

  Updating a position title is a part of the Position Description Update request. Please include a justification for the title change.

  Note: Position/functional titles are not mandatory.

• What if we have positions that have been here prior to PeopleAdmin and there is no documentation?

  Any positions prior to 2016 will not have any documentation in PeopleAdmin. Departments may reference the job duties examples or previous job postings for information.

• Should we include a Job Analysis Form (JAF) in the request?

  No. Only the position description should be updated.

• Does a department recommend a new job title for the position?

  No. Our Compensation will review the duties and responsibilities and determine if a reclassification is necessary. Please note that no reclassification is guaranteed.

• What is the difference between a job and position?

  A position is designated for one person. The position has a job code that is usually shared by multiple positions.

• What is the approval workflow process?

  Below is the workflow process for the Position Description Update request.
  
   

• Why am I receiving an error message when completing a position description update request?

  Please do not submit a request if there is an open posting, rec for hire, or any other open requests.