Overview
This document shows you how to:
Add a position
Navigate to Add/Update Position Info
Step 1: Navigate to Add/Update Position Info.
Menu > Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info
Add the position
Step 1: Click Add a New Value.
Step 2: Click Add.
- Accept the default Position Number (00000000) to automatically generate a Position Number.
- Optionally, specify a new Position Number.
- The Description page opens.
Complete the Description page
Step 1: Review the Position Information fields. Update any field if necessary.
- Effective Date
- Reason
- Position Status
- Status Date
- Key Position
Step 2: In the Job Information section, confirm the Business Unit. The Business Unit field controls available departments.
Step 3: Enter the four-digit Job Code.
You can use the search tool to find the Job Code.
The Job Code updates the following fields: Reg/Temp, Regular Shift, Title, Full/Part Time, Union Code, Short Title.
Step 4: In the Work Location section, complete the following fields as needed:
- Reg Region
- Department
- Location
- Reports To
- Supervisor Lvl
- Company
- Dot-Line
- Security Clearance
Guidelines
The Company field is the campus.
The Company and Location fields automatically udpate to default values when you enter a Department value.
Department is a required field.
Step 5: Verify or update the Salary Plan Information data.
- Salary Admin Plan
- Grade
- Step
- Standard Hours
- Work Period
- Days of the week (hours)
Salary Plan Information is automatically populated with default values based on the Job Code table.
Step 6: Expand the USA section.
Step 7: Verify the FLSA Status and Bargaining Unit values.
- FLSA status value defaults to the correct value based on the Job Code, Salary Admin Plan, and Grade.
Complete the Specific Information page
Step 1: Click the Specific Information tab.
Step 2: Complete the Specific Information page
- Complete the following fields
- Max Head Count
- Mail Drop ID
- Work Phone
- Health Certificate
- Signature Authority
- Check the applicable options
- Budgeted Position
- Confidential Position
- Job Sharing Permitted
- Available for Telework
- Expand Education and Government.
Step 3: Verify or complete fields in the Education and Government section:
- Position Pool ID
- Pre-Encumbrance Indicator
- Encumber Salary Option
- Classified Indicator
- Calc Group (Flex Service)
- Academic Rank
- FTE
- Adds to FTE Actual Count
Complete the CSU Position Data page
Step 1: Click the CSU Position Data tab.
Step 2: On the CSU Position Data page, complete the following fields:
- Unit (required)
- Primary Fund
- MPP Job Family Code
- MPP Job Function
- MPP Reporting Category
- CSU Working Title
Guidelines
- Available Unit values are set by the Business Unit from the Description page.
- The MPP fields are active only for MPP job codes.
- The CSU Working Title field is optional for all positions except MPP positions.
Complete the CSU COI Position Info page
Complete this page only if the position is subject to COI reporting.
Step 1: Click the CSU COI Position Info tab.
The CSU COI Position Info page opens.
Step 2: If the position is subject to COI reporting, compete any applicable COI Information fields:
- CSU COI Working Title (if not the same as CSU Working Title)
- Interim
Step 3: Search for and then select the COI Category.
- Check the Interim check box to flag the interim reporting position.
- Use the Plus (+) button to add multiple categories.
- Category description link can link to the Category setup page description field.
- After you select the COI category, you can click the Description link to read a detailed description of the category.
- Review the COI Category Reference for more information about COI categories.
Step 4: Click Save.
The position is saved to the POSITION_DATA table.
Initialize a position
Initialize a position to copy an existing position in order to create a similar position with the same data. After you initialize the position, edit the fields to distinguish the new position from the original.
Navigate to Add/Update Position Info
Step 1: Navigate to Add/Update Position Info.
- Menu > Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info
Initialize the position
Step 1: Click Add a New Value.
Step 2: Click Add.
- Accept the default Position Number (00000000) to automatically generate a Position Number.
- Optionally, specify a new Position Number.
- The Description page opens.
Step 3: On the Description page, click Initialize. Use this button to enter a position number to copy the characteristics of a similar existing position.
Step 4: Enter the Position Number of the position that you want to copy.
- Use the search tool to find your Position Number.
Step 5: Click OK. The defined values for the selected position populate the new position.
Step 6: Edit fields as needed.
Step 7: Click Save.
The position is saved to the POSITION_DATA table.
Update a position
Update a position when position details have changed.
Navigate to Add/Update Position Info
Step 1: Navigate to Add/Update Position Info.
- Menu > Organizational Development > Position Management > Maintain Positions/Budgets > Add/Update Position Info
Find the position
Step 1: Enter the search criteria to find an existing position.
Step 2: Click Search.
If the search returns one result, the Description page opens. Otherwise, click a Position to open it.
Add an effective-dated row
Step 1: On the Description page, click the Plus (+) button.
Step 2: Verify that you are viewing the new effective-dated row.
The new effective-dated row is inserted as number 1. Older rows are numbered 2 or more.
Step 3: Edit field values that need to be updated. You can edit field values on any of the pages.
Save the changes
Step 1: Click the Specific Information tab.
The Specific Information page opens.
Step 2: Specify the appropriate options to notify incumbents:
- Update Incumbents
- Include Salary Plan/Grade
- Force Update for Title Changes
Step 3: Click Save.
The changes to the position are saved in a new effective-dated row.
View position historical data
By default, the position opens in Update/Display mode, which shows only the current row. To view other rows, you must enter Include History mode.
Step 1: On the Description page, click Include History.
- This button is also available from the other Position pages.
Step 2: Use the row navigation buttons to view historical information.
The current row is always 1, with 2 being next most recent, and so on.
Correct position historical data
Use Correction Mode to correct historical data.
Step 1: On the Description page, click Correct History.
This button is also available from the other Position pages. Correction mode is activated.
Step 2: Use the row navigation buttons to go to the row that needs correction.
The current row is always 1, with 2 being next most recent, and so on.
Step 3: Edit field values that need to be updated. You can edit field values on any of the pages.
Step 4: Specify the appropriate options to notify incumbents:
- Update Incumbents
- Include Salary Plan/Grade
- Force Update for Title Changes
If you are updating the current row, incumbents should be notified.
Step 5: Click Save.
The changes to the position are saved to the selected effective-dated row.
Appendix: COI Category Reference
COI Categories
| Value | Description |
|---|---|
| C1 | Interests in real property located within two miles of the campus at which the designated employee works, or within two
miles of land owned or used, or proposed for acquisition or use by the campus. |
| C2 | Investments and business positions in business entities and income, including gifts, loans, and travel payments, from
sources of the type which, within the last two calendar years, have contracted with the California State University to
either (a) supply goods or services, and/or (b) perform construction work. This disclosure is limited to the types of
contracts over which the designated employee has authority or influence. |
| C3 | Interests in real property located within the State of California. |
| C4 | All investments and positions in business entities, and income, including gifts, loans and travel payments, from any
business or nonprofit entities (other than an entity deemed by the FPPC as exempt under FPPC regulation 18755)
which will be providing funds, or support for the research project for which the filer is the principal investigator. (The
required disclosure shall be made on FPPC Form 700-U). |
| C5 | All investments and business positions in business entities, and income (including gifts, loans and travel payments)
from sources which are of the type in which California State University funds are or may be invested. |
| C6 | Investments and business positions in any business entity or income, including gifts, loans, and travel payments, from
sources of the type which, within the last two calendar years, have contracted with the California State University to
purchase goods or services, including agricultural commodities or other products, which are sold by the campus. |
| C7 | Consultants shall disclose pursuant to the broadest disclosure category in the code subject to the following limitation:
The Chancellor or President as appropriate may determine in writing that a particular consultant, although serving in a
“designated position”, is hired to perform a range of duties that is limited in scope and thus is not required to fully
comply with the disclosure requirements in this category “7”. Such written determination shall include a description of
the consultant’s duties and based upon that description, a statement of the extent of disclosure requirements. The
Chancellor or President’s determination is a public record and shall be retained for public inspection in the same
manner and location as this conflict of interest code. |
| C8 | All interests in real property, all investments, all income, including gifts, loans and travel payments, and business
positions. |
COI Reference
For information about which categories apply to your position, consult the 2020 Conflict of Interest Annual Filing tech letter.
End of Article.
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