Prairie View A&M University Administrative Procedures Manual
Establishing, Changing and Updating Budgeted Positions 60.08
Issued: September 15, 1999
1. Requirements System Regulation (Section 31.01.01) requires the University to budget by name any employee who is employed at least fifty percent effort for four and one-half months or more. System Regulation (Section 33.99.03) requires the University to maintain current job descriptions for each employee. The purpose of the following procedures is to define the form and process used by the University to establish, change and update budgeted positions.
2. Form and Preparation The form used by the University to establish, change and/or update a budgeted position is the Position Description Questionnaire (See Attachment 1). This form contains instructions to help you complete the form; however, assistance may be obtained from the Office of Human Resources. Upon completion and approval of the form, the requesting department should submit it to the Office of Human Resources for processing.
3. Processing of Position Description Questionnaire (PDQ)
3.1. The PDQ is received by the Office of Human Resources and forwarded to the Employee Relations Coordinator for processing.
3.2 The Employee Relations Coordinator reviews the PDQ for proper completion and contacts the department to resolve any questions or deficiencies.
3.3 Properly completed PDQ’s are then processed as follows:
3.3.1 Requests to update job descriptions are filed in the employee’s personnel file and the master file for PDQ’s.
3.3.2 Request’s to change or establish a new title are reviewed for the following:
a. Is the title appropriate for the duties listed?
b. Is the title already established by the University or a new one? If it is new, is there an established title that could be used in lieu of a new one? c. Is the position for faculty or professional staff? If so, is it categorized as a non-classified position?
d. Is the position for support staff? If so, is it categorized as a classified position?
e. Is the proposed salary range commensurate with the defined duties and requirements of the position and in line with comparable positions at the University or other agencies. 3.3.3. Should the Office of Human Resources take exception to the requesting departments recommendations, the requesting department will be contacted for discussion of the exceptions taken.
3.3.4. Upon completion of the above reviews, the Director of Human Resources will obtain approval from the Vice President for Finance and Administration and issue a memo to the requesting department notifying them of the approved title, title code and salary range.
4. Implementation of New Title To implement an approved title change or a new budgeted position, the requesting department must prepare a Form 500, attach a copy of the approval letter from the Office of Human Resources and submit it through the normal Form 500 process.
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