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U.Va. Human Resources
How to Establish a Position
All positions must be established and all changes to existing positions must be submitted and processed before any hire transaction can be processed in HRMS. A position in the HRMS system consists of four required fields: an organization code, work title, appointment type (if faculty) and position number. If there is a change to any of these fields, a request must be submitted through Jobs@UVA Position Description module outlining the change. Jobs@UVA can be used to establish or change positions for all position types - faculty and staff, salaried and wage. The steps for establishing or changing positions are outlined below.

The school or department manager or supervisor:
  • Initiates the request through the Jobs@UVA Position Description Module
  • Routes request through the appropriate school or department approval process.
  • Approver 1 or Approver 2 approves and routes the request to UHR OCM for review:

    • Classified Salaried and Wage - Position description and Organization

    • Faculty (except AGF and PGF) and Professional Research - Position description and Organization

    • Administrative General Faculty (AGF) and Professional General Faculty (PGF) - forward, Position Justification (including anticipated salary and funding sources), Position Description and Organization Chart to Office of the Provost for initial review. The Provost's Office routes forms to UHR OCM for additional review and final processing.
University Human Resources and/or Office of the Provost
  • Reviews request
  • Notifies School or Department of approval/disapproval of request
University Human Resources
  • If approved, UHR assigns position number
  • Position Control Specialist in Administrative Services keys information into HRMS system
  • University Human Resources notifies the school or department contact that the position is established in the HRMS system and confirms the position number