Staff Position Management Form (SPMF)

In order to plan responsibly for the university’s financial future, the university monitors employment growth, both in terms of dollars and staff headcount additions. A position monitoring process has been established to help us gauge the overall growth of staff. Below are the steps to follow based on the current status of a position in your department/division.

Guidelines for Submission of the SPMF

Staff Position Management Form (SPMF) is required to be completed for all new and replacement/repurposed positions. The following tabs in the SPMF need to be completed in their entirety: Approval and Funding, Position Justification (for new positions only), and Position Description. The completed SPMF needs to be emailed from the department/division Business Manager with a cc: to the Dean/VP or senior leader of the unit to the Office of Human Resources (compteam@nd.edu) in order to begin the review process. Here are links to the process flow: Staff Position Management Process Map (PDF), FAQs (PDF), and Staff Position Management Form (please note as of October 1, 2018 no previous versions of the SPMF will be accepted).

New and Repurposed Positions

With a focus on stewardship, increases in headcount require Executive Officer (President, Provost, Executive Vice President) review and approval. If a department believes a new position is needed, the Staff Position Management Form must be completed and emailed to the Office of Human Resources (compteam@nd.edu) by the Business Manager as described above in the Guidelines for Submission. The SPMF will be reviewed by the Compensation Team, Office of Budget and Planning, and the Executive Officer for the respective unit.

Staff Position Management Form (SPMF) requires completion of the following two tabs:

  • Approval and Funding
  • Position Justification Form
  • Position Description (PD)

Recruiting on campus or externally, will begin only when the Staff Position Management Form (SPMF) has been completed and approved by Executive Leadership and a new position number has been created. A posting can be initiated at http://jobs.nd.edu/hr.

Replacement Positions

If a department believes an existing position needs to be reviewed due to a change in responsibilities, a SPMF should be completed by the Business Manager with approval from the Dean/VP or senior leader and then emailed to the Office of Human Resources (compteam@nd.edu).

Staff Position Management Form (SPMF) requires completion of the following two tabs:

  • Approval and Funding
  • Position Description (PD)

Recruiting, on campus or externally, will begin only when the Staff Position Management Form (SPMF) has been completed and the department/division has received a response from the Office of Human Resources. A posting can be initiated at http://jobs.nd.edu/hr.

NOTE: If an employment offer is made and accepted, and paperwork is received in the Office of Human Resources without the necessary approvals, it will be returned to the department with request for proper authorization prior to being processed which may delay pay to the employee.

Guidelines for Completing the Approval and Funding Description

The Approval and Funding is the first tab on the Staff Position Management Form (SPMF). This tab is used by the university to gather facts about the funding sources of the position.

Detailed Instructions for Each Section

Position Type

Select the type of position you are requesting using the definitions provided on the form.

Senior Leader Approval

Provide the name of the senior leader who has approved the position request and the date approved. If the senior leader has delegated approval authority please note it appropriately in this section and ensure senior leadership is copied on the SPMF submission.

Position Information

If the request is for an hourly position, the number of weeks per year and hours per week will need to be provided. This section should also indicate if the position is permanent or temporary. If the position is temporary, an end date and term length should be provided.

Funding Labor Distribution and Amount/Notes

Provide the position budget org, in which the position will be visible. This does not necessarily reflect the org that is paying for the position (that is indicated in the labor distribution). Provide the estimated annual salary. Within the labor distribution box, provide one line for each FOPA that will fund the position. The amount and percentage funded should be indicated for each line. Also, a funding source type should be selected for each line (funding source type descriptions are provided on the form). One primary funding source should be selected. This should be the line that has the largest percentage (if the position is split 50/50 with two FOPA’s); otherwise, the primary source will default to the first line.

Additional Information

Please use this section to provide any additional information related to the position type or funding that you believe would be helpful.

Guidelines for Completing the Position Justification

The Position Justification is used by the university to gather facts in support of creating additional headcount. This form only needs to be completed for a new position request.

Guidelines for Completing the Position Description

The Position Description (PD) is used by the university to gather facts about a position to determine the appropriate assignment into the family, sub-family, career stream and career level. This form is intended to accurately describe the position, not the skill or performance level of the incumbent or current employee.

Detailed Instructions for Each Section

Position Description

This section at the top of the page asks for basic information regarding the position, such as: Key Contact, Employing Org #, Hiring Manager, etc.

Position Summary Statement

This section provides an overview of the position and its role at the University. Describe the overall purpose of the position using two or three sentences.

Essential Duties and Responsibilities

Please describe the major duties and responsibilities of the position, and provide a best estimate of the percentage of time spent on each area of responsibility.

If the position requires greater detail to explain, please feel free to provide every detail necessary to provide a comprehensive understanding of the position. The duties and responsibilities of most positions can be grouped into four or five major categories or activities. Assigning a percentage of time can be done using a daily, monthly, or an annual schedule as a frame of reference. The total of the percentages should equal 100%. For example:
________________________________________
Office Coordinator Example

Responsibility 1: Administrative — 40%
Performs administrative duties, such as screening calls and visitors (average of 50 per day); answering inquiries; processing mail; arranging meetings; making travel arrangements for six people; and ordering supplies.

Responsibility 2: Word Processing Applications— 30%
Uses a working knowledge of software programs to enter, revise, format and produce a variety of documents (such as minutes, agendas, reports, grant applications, correspondence, exams, etc.) for three department chairs.

Responsibility 3: Maintains Financial Records and Accounts — 20%
Maintains manual and computerized record systems. Processes payroll and personnel documents for 30 people. Balances monthly statements and maintains financial accounts using spreadsheet software.

Responsibility 4: Supervision — 10%
Plans and coordinates the work of three student assistants.
________________________________________

The position description provides a section for each responsibility. The responsibilities should be described and prioritized according to percentage of time. This means that responsibilities requiring the highest percentage of time should be listed first.

On the top line of each section, describe the responsibility or activity using a descriptive word or phrase. Then, describe the responsibility in a way that can be understood by someone not immediately familiar with the work.

When describing the responsibility, try to begin each statement with an action verb, such as “plans”, “trains”, “counsels”, “cleans”, “repairs”, “prepares”, “develops”, “directs”, “designs”, etc. This assists the reader in understanding the nature of the responsibility.

If more space is required, please attach additional pages as necessary to properly describe your job.
________________________________________

Problem Solving

For this section, choose from the drop down options the statement that best describes the level of problem solving for which the position is routinely responsible. Provide three to five examples of decisions routinely made and indicate the impact. Examples of impact: budgetary impact for department, impact on enrollment numbers, impact on endowment amounts, impact on meeting accreditation requirements, etc.

Policy Development and Change

Choose from the drop down options the statement that best describes the level of policy development and change responsibilities required of the position and provide an example.

Reporting Relationships

Choose from the drop down options the statement that best characterizes the position’s responsibilities for providing functional guidance or direct supervision over others. If the position is responsible for supervision, indicate the number of direct and indirect reports in the respective boxes.

Organizational Chart

Complete the chart for this position and the reporting relationships above it.

Working Conditions and Physical Requirements

List any hazardous conditions or physical demands required by the position.

Choose from the drop down options the statement that best captures the degree of independence under which this position operates.

Oversight and Direction

Choose from the drop down options the statement that best captures the degree of independence under which this position operates.

Minimum Qualifications Required to Perform the Position

Choose from the drop down options the minimum combination of education and experience that is required to satisfactorily perform the functions of the position. Indicate the minimum required qualifications and not the preferred or desired qualifications. Note that for some positions, experience and education may be substituted. If a degree is required for the position (Associate through Doctorate) indicate the field(s) of study. Also indicate any licenses, certifications or registrations that are required to qualify for this position. List any skills or abilities that are important for this position as well as the type of experience, if any, that would be the most beneficial (include specialized equipment or technology which is required for the position).

Additional Comments

If further comments are needed please use this area or attach an additional sheet.

Send us your comments and questions.