Definitions and Background
System Regulation 33.99.01: Employment Practices includes the following definition of a wage position: a temporary position funded from a lump-sum budget category. Such a position will fit within one of two categories: (1) a student wage position which requires student status as a condition of employment; or (2) a wage position created to accommodate temporary labor needs, such as work of an intermittent nature or having a brief, fixed duration.
This document pertains to the second category of wage employment described above, and therefore does not apply to employment in titles that require student status, such as student worker or graduate assistant titles.
Posting Vacant Wage Positions
- To meet the posting requirement for non-faculty wage positions, departments must submit a Posting through the Portal Access for Total HR (PATH) system.
- The Posting must stay open for a minimum of five calendar days. The department may choose to leave the Posting open for a longer period to fill multiple positions.
- Multiple hires for the same title can be made from one Posting if appropriate. Please be sure to list out multiple PINs (or multiple HR Tracking Numbers) in the PIN field if this is the case.
- The department may place a Posting on hold by selecting "On Hold Request" from the orange drop-down menu labeled "Take Action On Posting". For questions on this process, please contact Recruitment and Workforce Planning at (979) 845-5154 or firstname.lastname@example.org.
Special Note for student status positions and placement in wage positions
If certain criteria are met, workers in a student status (graduate or undergraduate) may be placed in a wage position without posting. Each component must be met:
- The student employee can no longer be employed in a student title due to graduation or other circumstances that prevent a student title from continuing to be used, and
- The employing department has a business need to continue the former student’s employment in the same capacity without a break in service, and
- The employment is in a wage position not to exceed duration of 4.5 months, usually within the same fiscal year.
An EPA to transfer the student employee out and eliminate the position is required. An additional EPA to transfer the former student employee into a new wage position is also needed.
If the student employee transferring to a wage position has not had a background check within the last 365 days, one is required as per Background Check provisions implemented October 1, 2010.
Determining Title and Pay
- The title used for the wage Posting depends on the type of position being filled.
- When the position has the same duties of an existing title (such as Technician I or Customer Service Assistant), the department should use that existing title, qualifications, duties, and the System Wide Pay Plan lower band pay range (may use the full range, a subset of the range, a flat rate within the range, or simply list as "commensurate") to advertise the vacancy. Use of a specific appropriate title will assure that consistent minimum education and experience requirements are used to screen applicants and the appropriate pay rate is used.
- The title Program Aide (title code 8492) may be used if the minimum education and experience requirements and the duties do not fit with an existing title. When job descriptions do not exist for such vacancies, the review process after submittal will include a review by Compensation and Classification. It is advisable to speak with your assigned Compensation representative before submittal for posting if you have any questions or concerns about the posting duties, qualifications, salaries, etc.
- If the title used for the wage position is typically exempt (salaried) when full-time, but will not meet the minimum salary requirements for exemption from overtime, a title that is nonexempt (hourly) and accommodates an hourly wage must be used.
- For assistance with creating a title for a commonly-used wage position in your department or other questions about title and pay options for wage positions, please contact HR Compensation at (979) 845-4170 or email@example.com.
Completing the Hire
- The department must be able to demonstrate that a non-discriminatory process was followed in the hiring of wage positions.
- Every offer of employment for a wage position should be conditioned on verification by the hiring supervisor or appropriate person of any relevant job-related credentials.
- The department must change statuses in PATH for those applicants that are interviewed as well as those offered the position.
- To complete the hiring process, the department must submit a Criminal Background Check Release form and, as applicable, other forms such as Verification of Degree(s) and/or Licensure Release Form. Please note Payroll may require additional documentation to be submitted such as the Selective Service Form where applicable.
- The Posting number is required in the comment section of the EPA document submitted to Payroll Services.