Supportive Professional Staff Position Administration: Title Changes
Section II. Item 17.
In accordance with Board Regulation II.A.5, the president or designee will administer internal promotion/applicant processes as well as external search procedures for vacant positions. Position design, reorganization processes, titles and compensation practices will be administered in accordance with university needs as determined by the president or designee. Title changes, consistent with changes in scope of assigned responsibilities or internal promotions can be implemented subject to approval by the president.Board Regulation II.A.5. allows for the implementation of title changes consistent with changes in scope of assigned responsibility. The administrative policies described below summarize the university policy for title changes.
- Formal Title Change Procedures:
- Supervisors may recommend title changes for existing positions which report to them. All title changes must be recommended and approved by the divisional vice president.
- To initiate consideration of a title change request, the immediate supervisor shall prepare and submit a four-part proposal consisting of:
- The Position Request Form (with Reason Code 'Change in Title Only')
- A memorandum summarizing the justification for the title change
- An updated job description for the position in question and
- An appropriate Personnel Action Form (PAF)
Factors concerning workload, expansion of responsibility, employee performance, and comparable titles utilized elsewhere for similar positions should be addressed within the memorandum component of the request.
- The title change request package should be forwarded through all related supervisory channels culminating with the divisional vice president. The title change request must be approved by all intervening levels of supervision prior to submission to the divisional vice president.
- The divisional vice president will review the title change request and respond either by denying the title change or by endorsing the title change and forwarding the title change request package to the President (or designee) who will review the recommendation for approval.
- NOTES: Title changes associated with a clearly established promotional designation with respect to a given position or group of positions may be associated with a salary increase as approved by the divisional vice president and the president (or designee). Any change in salary should be recommended by the immediate supervisor and recorded on the PAF.
- Title changes are intended to reflect the evolution of duties and responsibilities associated with a single position. Therefore, no vacancies are created through the title change process and no position exists to be refilled under the previous title.
- Informal "Working Title" Designations
Individual operating units or divisions may elect to establish one or more variations for a given title. In order to recognize employee service and productivity, these designations may involve phrases such as "senior, managing or other subtle modifications of the established title.
- Working Title Change/Creation Procedure:
- Supervisors may recommend working title changes for existing positions which report to them. All title changes must be reviewed and approved by the divisional vice president.
- To initiate consideration of a working title designation request, the immediate supervisor shall prepare and submit a two-part proposal consisting of:
- The standard "Request for Change in SPS Title" form
- An updated job description for the position in question
In the event that a departmental "working title" is at variance with the established title, this variation should be described in the job description.
In cases where more than one individual is employed under the same master title and the positions are distinguished by the use of one or more "working titles," a separate job description should be prepared for each different "working title" and appended to the master job description. Detailed criteria distinguishing the different "working titles" must be recorded in the job description(s). Such documentation is especially important in the event that different levels of compensation are associated with different "working titles" for a given position.
- The request for working title designation package should be forwarded to the appropriate divisional vice president (or designee) who will review the request and respond either by denying the title change or by endorsing the title change. The documentation package should then be forwarded to HRS for incorporation into the job description files.
- NOTES: "Working titles" will not be utilized for purposes of position control, university salary surveys, and official record keeping associated with a given master title or position.
- Internal "working titles" may involve differing levels of compensation consistent with differences in responsibility, accomplishment, and/or seniority.
Approved by Senior Cabinet, March 31, 1997
Editorial modification approved February 11, 2016
Modification May 30, 2017