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.