Establishing a position
The Office of Human Resources' classification section is responsible for classifying positions for the University of North Florida’s administrative and support staff pay plans. The following steps are required by the department:
- Secure funding for the position from the appropriate budget authority for your unit.
- Secure a position number from the University Budget Office or Office of Research and Sponsored Projects (for contract and grant positions).
- Submit a position description along with an updated organizational chart to the Office of Human Resources' classification section.
Completing the position description
- Use the Establishing a New Position action in the OASys PD Module to complete a position description.
- Departments are encouraged to periodically review position descriptions to ensure all fields reflect current and accurate information.
- Examples of proper wording for the basic qualifications of administrative positions may be found on the basic qualifications for common administrative positions page.
- Completed and/or revised position descriptions must be routed for approval using the OASys PD Module.
- Administrative: These classifications are exempt from the Fair Labor Standards Act. Examples include: Coordinator, Assistant Director, Director, etc.
- Support Staff: These classifications are not exempt from the Fair Labor Standards Act. Examples include: most staff positions such as skilled trades, technical, fiscal, service, office, and clerical titles.
Please carefully read and follow instructions to ensure the timely processing of your classification request. Missing or incomplete information impedes the ability of the classification staff to complete the review and assessment process, and may delay posting of vacant positions or push back effective dates of reclassifications.
General position information
- Provide a brief summary of the position’s role/responsibilities.
- Enter the proposed class title.
- Enter the current position number.
Information about ALL positions
- Describe the essential functions of the job. These are the duties and responsibilities of the position. Include (if applicable) the methods and tools commonly used. Use action verbs such as coordinate, design, develop, implement and maintain.
- For support positions, assign percentages to each function. (See the page, "writing position descriptions" for more information.)
- Describe the marginal functions. Marginal functions are those that are optional only to individuals covered under the Americans with Disabilities Act who are unable to perform them with or without reasonable accommodation. (See the section, "Guidelines for essential versus marginal functions" for more information.)
- Explain the type and extent of instructions or directions normally given to the position by the immediate supervisor.
- List the class titles and position numbers of positions under the direct supervision of the position.
- Describe the normal work schedule (list the days and hours).
- List all education, training, or experience required, which must include the minimums listed on the class specification. Additional requirements or preferences may be listed.
- List the types of licenses and/or certificates that the incumbent must hold to perform the duties of the position and any other mandatory requirements.
- List any other characteristics of the position that have not otherwise been described. These would include any physical, mental or environmental factors essential to satisfactory performance of duties listed in the essential functions.
Information about administrative positions
- Any policy making and/or interpretation of policy that will be required.
- Any program direction and development that will be required.
- The level of public contact, internal and external, that will be required.
- Any monetary responsibility (amount and consequence of error) that will be required.
- The level of responsibility for confidential data, the disclosure of which would be prejudicial to the successful operation of the University of North Florida.
The Americans with Disabilities Act requires employers to make job-related decisions on the basis of whether a person can perform essential job functions, under reasonably accommodating conditions, in an acceptable manner. Job descriptions must identify which functions are essential, and employers must make employment decisions based upon the essential functions. Other functions, not designated essential, are categorized as marginal and are not to be used as a basis for employment decisions. Both essential and marginal functions must be identified in job descriptions.
An essential function is a duty or responsibility that is fundamental to the job -- a critical or basic component of that job. A marginal function is relatively incidental to the reason for the job's existence. An essential function cannot or should not be assigned elsewhere, but a marginal function, even though it is desirable to include in the job design, could be made part of another job without causing significant problems.
A marginal function is not unessential to the work unit, only to a given job. The function has to be accomplished, but it can be done by another employee or position.
For example, a job requires the operation of a machine. In the job description, "painting the machine twice a month" is stated. However, this is not critical to the execution of the job. "Operating the machine" is the critical role, hence it is listed in the "essential functions". "Painting the machine" is not critical to the performance; hence, it is listed in the "marginal functions". Redistributing the "painting the machine" function would not alter the "Machine Operator's" job description.
Modifying a position – reclassifications
Reclassifying a position to a new title may be appropriate when the duties of a position have changed significantly.
Use the Reclassifying a Position action in the OASys PD Module to request a reclassification. Attach a revised position description reflecting the newly assigned duties, and attach an updated organizational chart. The classification analyst in the Office of Human Resources will review and evaluate the changes.
The classification analyst will provide the effective date with the approval of a classification action.
The effective date of filled reclassifications will be the first day of the next pay period after the position classification action has been approved by the presidential designee.
The effective date of vacant reclassifications and new positions that need to be posted will be the date that the classification has been approved by the presidential designee.
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