Please submit all paperwork to add a new position with appropriate VP signature to Compensation section of Human Resources via STARS or hardcopy, depending upon the type of proposed addition.

Considerations

• Adding a position typically occurs as a result of increased workload demands or the assignment of a new responsibility or function to the department that justify the addition of a benefits eligible position.
• The documentation requirements/procedure for adding a new position varies slightly depending upon the following:
  • The proposed position already exists within the University or will need to be researched and created.
  • The proposed position is Classified or A&P.
• If the proposed position will be grant funded, approval will be required by the Office of Sponsored Programs.  Human Resources will request Grants and Contracts approval upon receipt of appropriate documentation received independently or through a STARS requisition.
• The position cannot be posted in STARS until HR has completed a job audit.

Add a New Position-Documentation Requirements/Procedure

• DEPARTMENT RESPONSIBILITY - submit the following:
  
  1. Explanatory Memo – covers the justification for the addition.  Include proposed effective date, proposed salary, and source of funds to implement proposed salary. This memo must have the appropriate VP or department head signature before it comes to HR.
  2. Organizational Chart - identify the relative reporting relationships of all positions in the unit, including the proposed position addition.
  3. Position Description Form
  4. Documentation - forward all hard copy documentation with appropriate VP signature to Compensation section of HR. 
     
     
• HR RESPONSIBILITY - review all documentation and conduct a thorough job analysis and audit to ensure the following: 
  
  1. The proposed position title is appropriate for the position responsibilities to be performed.  As this will be a newly created position, research is required to determine a comparable job and title based on similar positions within the UT System and the relevant job market.  
  2. The proposed pay grade salary range is appropriate based on the following:
  • Position responsibilities are in line with proposed pay grade, 
  • Proposed pay grade is in line with the University’s internal salary structure, i.e. the level of job responsibilities for proposed position is similar to other positions within the University which have the same pay grade assignment, and
  • Proposed pay grade is in line with the pay for the same or similar positions in the external market.
    
    

Upon completing the analysis and audit, HR will approve or work to find an appropriate solution that meets the needs of the requesting department and ensures the integrity of the University’s Classification & Salary Structure plan.

Add A New Position-Documentation Requirements/Procedure

• DEPARTMENT RESPONSIBILITY - submit the following:
  1. Explanatory Memo - covers the justification for the addition.  Include proposed effective date, proposed salary, and source of funds to implement proposed salary. This memo must have the appropriate VP or department head signature before it comes to HR.
  2. Organizational Chart - identify the relative reporting relationships of all positions in the unit, including the proposed position addition.
  3. Position Audit Questionnaire form - this form requests a specific description of the actual position needed within the department, not the generic HR job description which describes typical position duties across several departments. 
  4. Position Description Form - (only required for A&P positions)
  5. STARS Documentation - forward all documentation with the appropriate VP signature to HR as attachments on STARS to expedite the processing of the new position.
     
     
• HR RESPONSIBILITY - review all documentation and conduct a thorough job analysis and audit to ensure the following: 
  1. The proposed position title is appropriate for the position responsibilities to be performed. 

Upon completing the analysis and audit, HR will approve or work to find an appropriate solution that meets the needs of the requesting department and ensures the integrity of the University’s Classification & Salary Structure plan

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NOTE:  The Position Description and Position Audit Questionnaire Forms can be downloaded by selecting the appropriate links above or visiting the HR web site: http://www.utsa.edu/hr/forms.cfm

 

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