UNIVERSITY OF PITTSBURGH PROCEDURE 07-01-01



CATEGORY:                  PERSONNEL
SECTION:                   Recruitment
SUBJECT:                   Tables of Organization
EFFECTIVE DATE:            February 1, 1991



I.      PURPOSE

        To define the steps for monitoring the distribution of
        employee positions among responsibility centers of the
        University and for requesting approval of the Tables of
        Organization for each fiscal year beginning July 1.

II.     SCOPE

        This procedure applies to full-time faculty and research
        associates, part-time tenure and tenure-stream faculty, and
        all regular full-time and regular part-time staff.

III.    DEFINITIONS

        Tables of Organization  Listings by funding source (University
        Funds or Other Funds) and job classification, of all
        currently approved positions within each responsibility
        center, including vacancies, and the dollar amounts
        associated with those positions.

        University Funds Table  Personnel supported totally or
        partially by unrestricted current funds in ledgers 2 or 3,
        excluding Western Psychiatric Institute and Clinic (WPIC),
        University of Pittsburgh Medical Center (UPMC), and
        reimbursable payroll funds.

        Other Funds Table  Personnel supported totally by restricted
        current funds in ledgers 4 or 5, WPIC, UPMC, and reimbursable
        payroll funds.

IV.     ADMINISTRATIVE RESPONSIBILITIES

        The Office of Management Information and Policy Analysis
        (MIPA) is responsible for assigning new position numbers,
        creating the Tables of Organization, and distributing them
        each March, July, and November to the appropriate
        responsibility center heads for monitoring.

        The President of the University is responsible for annually
        reviewing, and approving for the following fiscal year, all
        new and replacement faculty, research associate, and staff
        positions on the Tables of Organization.

        The Senior Administrative Officers are responsible for
        requesting approval of their respective Tables of
        Organization for faculty and research associate positions
        annually in October.

        Administrative Officers are responsible for requesting
        approval of their respective Tables of Organization for
        regular staff positions annually in March.

        Responsibility Center Heads are responsible for monitoring the
        number of positions, verifying the completeness of the data,
        and reporting any discrepancies on the Tables of Organization
        to the appropriate Employment Center.

        University Employment Centers (The Office of Human Resources,
        the Office of Faculty Records and the WPIC Personnel Office,
        and the Regional Campuses Personnel Offices) are responsible
        for processing the necessary Payroll action forms to identify
        all new, vacant, transferred, and terminated positions in the
        University Payroll System.

V.      PROCEDURE

        A.  Monitoring the Tables of Organization

        Management
        Information and
        Policy Analysis      1. In March, July, and November,
                                create the Tables of Organization
                                and distribute to the appropriate
                                responsibility center heads.

        Responsibility
        Center Heads         2. Verify the completeness of the
                                data.  Process the appropriate
                                Employee Record (ER) forms to
                                correct any incorrect ER data.
                                Report other discrepancies to the
                                appropriate Employment Center.

        B.  Approving the Tables of Organization for the Fiscal
            Year and Requests for New Positions

        President            1. In March of each year, review the
                                Tables of Organization for each
                                responsibility center. Approve new
                                and replacement regular classified
                                staff positions requested by the
                                administrative officers for the
                                next fiscal year, beginning July 1.

                             2. In November of each year, review
                                the Tables of Organization for each
                                academic responsibility center.
                                Approve new and replacement full-
                                time faculty and research
                                associate, part-time tenure and
                                tenure-stream faculty positions
                                requested by the senior
                                administrative officers, for the
                                next fiscal year beginning July 1.
                                Make preliminary decisions
                                concerning positions for the fiscal
                                year following.

                             3. Review and approve any additional
                                requests for new positions which
                                may occur during the fiscal year,
                                in accordance with Procedure 02-02-
                                15, Recruitment Requests: Faculty
                                and Research Associates, or
                                Procedure 07-01-02, Recruitment
                                Requests: Regular Staff Positions.


                             4. Notify the Provost or Senior Vice
                                President for Health Sciences, as
                                appropriate, of all approved new
                                faculty positions and the Office of
                                Human Resources of all approved new
                                classified staff positions.

        Provost/Senior
        Vice President
        for Health
        Sciences             5. For all approved new faculty
                                positions, forward the following
                                information to the Office of
                                Management Information and Policy
                                Analysis in accordance with
                                procedure 02-02-15, Recruitment
                                Requests: Faculty and Research
                                Associates.

                                -  Department
                                -  Employment Status
                                -  Rank
                                -  Tenure Status
                                -  Salary Range
                                -  Contract Length
                                -  Percent of University Funds support

        Management
        Information and
        Policy Analysis/
        Human Resources      6. Assign position numbers and
                                generate Position Monitoring Sheets
                                (Exhibits A and B) for each
                                approved new position.  Forward the
                                Position Monitoring Sheets to the
                                appropriate departments.

        Department           7. Upon receipt of the Position
                                Monitoring Sheet, begin
                                recruitment.  Retain Position
                                Monitoring Sheet in the department
                                personnel file for the position.


VI.     EXHIBITS

        Exhibit A, Position Monitoring Sheet - Staff.

        Exhibit B, Position Monitoring Sheet - Faculty.

VII.    REFERENCES

        -    Policy 07-01-01, Tables of Organization.

        -    Procedure 02-02-15, Recruitment Requests: Faculty and
        Research Associates.

        -    Procedure 07-01-02, Recruitment Requests: Regular Staff
        Positions.