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Position information

Index » Position Management

Applies to: Recruiters | Advisory Services

General information

Module: Position Management
Page name: Position Information
Purpose: Main page used to define a position. Provides information on term, classification, and department.
Primary user: Departmental Recruiter
Workflow: If you click any of the Submit buttons, workflow will be launched. There is both central and departmental approvals. See the button descriptions below for more information.
Used for staff: Yes
Used for faculty: Yes

Position management

Note: The three fields in the table below appear at the top of each Position Management page.

Field Auto Fill User Fill Description
Position Number Y   The number automatically assigned by the system. This number is used to refer to the position in other areas of HRMS.
Created By Y   The ID and name of the person who created the position (set to the current logged in user). This user cannot be changed.
Created On Y   The date you created the position. This date cannot be changed.

Position information

This section lets you specify events related to the position. Changes to positions are tracked by events, for example, the first event is to “Add New Position” which you select when creating a position. Once you have created a position and want to make changes, you need to add an event and select the appropriate event from the drop-down list. Multiple events track the history of updates to the position.

Field Auto Fill User Fill Description
Event   Y The appropriate event for the task you are working on from the drop-down list. For example, select “Update a Position” when you are updating a position that already exists in the system.
Event Start Date   Y The date the event actually takes place. Note that this date defaults to the current date and must be changed as appropriate. For example, if you create a new position on August 12, 2014, but the actual start date is July 1, 2014, you must change this to July 1, 2014. This means your Event Start Date is July 1, 2014.
Sequence Y   The sequence of events that occur on the same date. Note that the first number in the sequence defaults to 0. The system auto-increments this field for you. For example, if you enter multiple events on the same date, such as create and update, the sequence numbers must be different. The sequence number for a second event on the same day will be set to 1, and a third event will be set to 2.
Data Entry Date Y   The date you entered the above event, which is auto-inserted by the system. For new positions, this will be the same as the Created On date. For all other events (updates, etc.), it is the date you entered the event.
Last Updated By Y   The name of the person who added the event (new position, updates, etc.).
Will you be posting this position?   Y If you intend to post or advertise the position in eRecruit, then select this check box. This field invokes approval workflow for some positions and makes the position available for selection in eRecruit.
Position Status    Y The status of the position: either Active or Inactive. Choose Inactive if, through reorganization, a position is being removed (permanently or temporarily) from a department. As you cannot update an approved position, you will need to insert a new record (event) as of the inactive date. Do this by clicking the plus sign in the upper right corner of the screen and setting the Event Start Date on the resulting record to the date the position became inactive.
Overall Position Approval Status Y   The approval status of the classification portion of your position. This field is auto-updated by the system. A value only appears in this field after you submit your position. If approvals are required, this field is further updated to show the status of those approvals. The overall position approval status options are:


  • Pending Approval–Pending both central and departmental approval.
  • Draft–When user selects “Save for Later”.
  • OK for eRecruit and ePAF–All necessary approvals have been obtained; position can be used in ePAF and eRecruit.
  • Pending Department Approval–Position is out for departmental approval.
  • Pushback from Department–Departmental pushback.
  • Pending Central Approval–Position is out for central approval.
  • Pushback from Central–Central pushback.
  • OK for ePAF only–Departmental approvals have been received and position can be used in ePAF. Department has not requested Central Approval (Staff position or Faculty job ad either doesn’t exist or if it does, approval hasn’t been requested).
  • Saved without approval–When users select “Save without Approvals”.
Central Approval Status Y   The approval status of the central approvers for the position.
Departmental Approval Status Y   The approval status of the departmental approvers for the position.
Business Unit Y   Set to either Vancouver or Okanagan depending on the campus.
Position Type   Y The appropriate value to identify whether your position is ongoing or term. Choices differ depending on whether your position is faculty, staff, or student.
Non-UBC Posn (Position)   Y Select this check box if your position is paid by a non-UBC organization. You will not be required to enter funding information. If you are defining the hierarchical organization of your unit, and you have UBC staff reporting to a non-UBC position, you will need to create non-UBC positions to make your hierarchy complete.
Pool Posn (Position)   Y Select this check box if you have multiple people sharing a single position. If this is the case, then the Max Head Count field (see below) must be more than 1.
Unpaid Posn (Position)   Y If your position is unpaid (i.e., honorary, clinical) or not paid through UBC’s payroll, then select this check box. You will not be required to enter funding information.
Joint Position   Y If your position will be jointly managed and paid by two distinct faculties or departments, select this check box. You will be required to list the other departments on the Joint Position Tab.
Expansion Posn (Position)   Y If the position is being created as a result of an expansion, select this check box. Currently, this field only applies to the Faculty of Medicine. It is used to indicate that a new position is outside the faculty’s frozen budget.
F-Slot   Y Use this field to record the former F-Slot Budget code for reference purposes (Faculty positions only). This is informational and optional.
Original Position Start Date   Y The original start date of the position (not employee), if known. Otherwise, the date the position was created in Position Management. The date must precede all employee hire dates into the position. This is optional information.
Anticipated Hire Date   Y The anticipated start date of an incumbent. This field is used when your position is vacant (new position, turnover) to record the approximate date you think the position will be filled. The calculation of salary and benefit commitments will be delayed until this date.
Position End Date   Y A date must be provided in this field for a term position. If the position is ongoing, leave this field blank.
Max FTE   Y The maximum, total number of full-time equivalents (FTEs) associated with this position. The FTE can be any value, including values less than 1. If this is a pool position, this number may be greater than 1. For example, you can hire 3 full-time people into 1 position. In this case, the FTE would be 3.
Max Head Count   Y The maximum, total number of employees associated with this position. For regular (non-pool) positions, this number must be 1. For pool positions, this number must be greater than 1.
Work Location
Campus   Y The campus where the position will reside.
VP/Faculty   Y The VP or faculty area where the position will reside. This field is dependent on which campus was selected in the previous field.
Department   Y The department where the position will reside. This field is dependent on the VP/Faculty selected in the previous field.
Location   Y The location (building) where the position will reside. This field is dependent on the department selected in the previous field. This field is optional. For pool positions, where the employees are located in multiple locations, leave this field blank.
Classification Information
Employment Group   Y The employment group (union, association, etc.) that your position belongs to.
Job Family   Y Only job families specific to the employment group you chose in the previous field will appear in the list.
Job Code/Classification Title   Y Only job classifications (titles) specific to the job family you chose in the previous field will appear in the list. If you can’t locate the classification you want, try selecting another job family, or another employment group.
Central Approval Required Y   Some positions require approval by either Human Resources (HR), Faculty Relations (FR), and/or Vice-Provost approval (M&P, SUD, Excluded M&P, UBC-O BCGEU and some faculty positions). If this is the case, then the system will auto-select this check box. This is an informational field to indicate that the description will be workflowed for approval. You cannot post or advertise your position until the approval is obtained.
Salary Admin. (Administration) Plan Y   All positions belong to a salary administration plan. This field is auto-assigned by the system and is provided for informational purposes.
Grade Y   Most jobs are associated with a grade. Depending on which classification you chose, the grade will show in this field. If you don’t see the grade you expect in this field, go back and select a different classification.
Job Standard Code Y   If a job standard or benchmark is associated with the classification you have chosen, this field will be auto-completed by the system. The job standard or benchmark will appear on the next tab.
Business Title   Y The descriptive business title (maximum of 50 characters) that is associated with the position.
Does the position require UBC to do a Criminal Record Check?   Y Indicates whether the position requires UBC to do a criminal record check. Click the More on criminal record check hyperlink to determine if the position requires it.
Reporting Hierarchy
Reports To   Y The position number of the supervisor/manager of this position. If you are not sure of the position number, search for the number by clicking the magnifying glass and entering the name of the supervisor/manager.
Dotted-Line Reports To   Y If this position has a second reports-to (dual reporting) relationship, identify the position number here.


Note: The buttons available change depending on your security access or the current status of the position.

Button Description
Submit . . . Depending on which Submit button is available, the appropriate action will be taken. Note: You may see different buttons based on the changes you are making to the position.


  • Submit for Dep’t & Central Approval–Position will be submitted for departmental approval first and then central approval, if required.
  • Submit for Central Approval–Position will be submitted for central approval only.
  • Submit for Dep’t Approval–Position will be submitted for departmental approval only.
  • Submit for Optional Central Approval–Position will be submitted for central approval, if desired.
  • Submit for Optional Dep’t Approval–Position will be submitted for departmental approval, if desired.

If any approvals are required, the position will be routed to the department and central approvers as defined in your workflow rules.

Save for Later Click this button if you wish to save the position but are not finished, or don’t want to submit it for approval at this time. You can return later to complete and submit. When you do a save for later, your position will have a draft status.
Cancel/Return Click this button to return to the search list. If you have not saved your position you will be prompted to make a decision to save or abandon.
Next Click this button to move to the next tab.

Other helpful resources

Updated July 2014
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