Human Resources Management Policy

Classification of Positions and Procedures
for Completing Position Descriptions

Policy 3

NOTE: THIS POLICY, LIKE ALL OTHER MUSC HUMAN RESOURCES POLICIES, IS NOT A CONTRACT OF EMPLOYMENT AND SHOULD NOT BE RELIED UPON AS SUCH. THIS POLICY MAY BE CHANGED AT ANY TIME BY THE MEDICAL UNIVERSITY OF SOUTH CAROLINA.

  1. POLICY

    1. The authority to initiate a request for the reclassification of existing non-faculty positions or the establishment of new positions lies with deans, directors or department heads.
    2. Position Descriptions will be initiated by the department concerned and forwarded through administrative channels to the Classification and Compensation Section, Department of Human Resources Management. Academic departments will route Position Descriptions (3-copy set) through the appropriate dean who will, if approved, send them to the Department of Human Resources Management for further processing. Hospital departments will route Position Descriptions through Hospital Administration (including the Budget Office) who will, if approved, forward them to the Department of Human Resources Management for processing. Requests for new positions or reclassification of existing positions will be classified by the State Division of Human Resource Management or, in some cases, by the Department of Human Resources Management if the requested classification is a delegated classification. Requests for new positions must be accompanied by a memorandum containing specific justification for the position to include the identification of an available FTE (vacant position) from the same funding source (State, Federal or Other).
    3. The Department of Human Resources Management will notify the originating department, with copies sent to all others concerned, of the results of the classification action when all processing is completed (see Policy No. 14.0).

  2. INFORMATION

    Position Description forms are available for requisition from CENTRAL Stores. The front side of the form is to be completed by the incumbent employee or, if the position is vacant or if a new position is requested, by the immediate supervisor. Instructions for completing the front side (Section 1 through 6) are attached to the form and include a sample description. The reverse side of the form is self-explanatory and is to be completed by the supervisor and the department business/administrative office in accordance with the following guidelines:

        3. Agency name: Medical University of South Carolina Incumbent's name: The name of the employee filling the position. If vacant insert "vacant"; if a new position state "new position". *Current Class/Class Code/Slot: The current classification title, classification code, and slot number of the position. Leave blank if requesting a new position. *Position number: The State position number for the position. Leave blank if requesting a new position. Source of Funding: The source of funds for the position, i.e., State, Federal or Other. If funding is split between two or more sources, leading zeros must be used and the percentages of fund sources must equal 100%. Division/Section/Unit: State department/ division name, as appropriate. City/County: Charleston (Charleston) Code: 10 *Supervisor Class/Class Code/Slot: The current classification title, classification code and slot number of the immediate supervisor of the position. Position status: Indicate "F" if the position is filled and "V" if the position is vacant or if a new position is requested. Merit System Status: Indicate "N" for all positions. F/P: Use "F" if position is full-time and "P" if position is part time. Hours/Week: The number of hours incumbent employee works (or will work) per week. Leading zeros must be used, e.g., 04000. Base/Hours: Indicate "2080" for all positions. Agency Fields: Enter "H51" in first field, leave second field blank. Requested Action: Indicate "New position", "Reclassification", "Update", or "Study", as appropriate. Requested Classification: Indicate the proposed classification for the position. If requested action is an "Update", or "Study", leave blank. Note: Do not enter any information in the block entitled: State Personnel Use".

        Note: Do not detach any copies - send the 3-copy set through administrative channels to Department of Human Resources Management, Attn: Classification and Compensation Section.

        Information can be obtained from a computer listing, "Departmental Position Listing, PRAN264," provided to each department quarterly. Supervisor's Signature: Immediate supervisor must sign all three copies. Other Required Signature: Department head or his/her designee must sign all three copies.

        Approved by:

        Information Contact

        Effective Date

        Marion E. Woodbury

        Vice President for Business Affairs

        Classification and Compensation Section

        November 1997