The Unit Heads Group routinely reviews all new or revised Metadata Services Department staff job descriptions to ensure consistency and equity. All discussions and recommendations are strictly confidential and are advisory to the supervisor and Department Head. The job description review process is as follows.
New Staff Job Descriptions
New job descriptions are written when the department is allocated a new position or when an existing position is vacated and the department management determines that the position will be substantially changed. All new job descriptions are reviewed and discussed by Unit Heads in person at Unit Head meetings. The supervisor of the position generally drafts the new job or position description and sends it as a MS Word file to Unit Heads at least one week prior to the meeting at which it will be discussed.
Substantially Revised Staff Job Descriptions and Staff Reclassification Proposals
All substantially revised job descriptions and staff reclassification proposals are reviewed and discussed by Unit Heads in person at Unit Head meetings. The revised job description is drafted by the supervisor of the position and is sent as a MS Word file to Unit Heads at least one week prior to the meeting at which it will be discussed. The Request for Reclassification form is also forwarded as a MS Word file. Additional documentation such as work assignments of other unit members, workload or staffing analyses, etc., may be helpful and are welcome. For reclassification purposes, the job changes must be substantial and permanent.
Updated Staff Job Descriptions (Minor Changes)
Job descriptions which are revised to update wording or format, or to reflect different responsibilities for individual employees (but are not being proposed for reclassification), are sent as a MS Word file to Unit Heads for review, but are not generally discussed at Unit Head meetings. Questions or suggestions regarding updated job or position descriptions are generally handled via email. For VERY minor changes to the job description that do not affect job responsibilities (such as changing the name of the supervisor, working title, phone number, or the names of employees/titles supervised), the Unit Head may send email to the Recruitment Coordinator in LHR, who will forward that information to the Compensations Unit on campus. A new job description will not be created.
Student Job Descriptions
Students at the lowest pay rate generally do not have a formal written job description. For various reasons, higher-paid students may need to have a job description prepared, and it is useful to share them with the Unit Heads so common language can be developed and equity across units assured. These job descriptions should be distributed as a MS Word file for review, but are not generally discussed at Unit Head meetings. Questions or suggestions regarding updated job or position descriptions are generally handled via email.
Academic Position Descriptions
Academic position descriptions do not follow the same format as staff or student job descriptions and are not part of the campus database of online job descriptions. In the interest of consistency and equity, as well as full communication and understanding of all departmental roles and responsibilities, academic position descriptions will be shared with the Unit Heads Group: in person for new job descriptions or substantial changes, or via email for minor updates. Clarifications and input from the group are welcome, and are advisory to the supervisor and the Department Head. Position descriptions are part of the academic review file and as such are generally updated as part of the academic review cycle.
Process
Once staff (and high-level student) job descriptions are approved by Unit Heads:
Originally prepared September 3, 1996
Revised by Linda Barnhart July 3, 2006; approved by Unit Heads Group Sept. 11, 2006
Revisions by Maria Din added January 25, 2007 (posted April 9, 2007)