Position Management

Positions are used to indicate roles/describe a set of tasks within the University. Attributes of each position include the grade, title, classifications, FT/PT status and academic rank as well as a job description, and other descriptors. Position management is the process by which departments determine how jobs are defined, how many positions are needed, and what the organizational structure should look like.

How to Manage a Position

Whenever there are changes to the existing organizational structure, consult with your Client Manager to establish that positions are set up properly and that any position changes are documented and processed correctly. Good position management reflects current staffing levels of the University as well as provides an accurate historical account of incumbent data.

For new hires in new administrative positions, consult with your HR Business Partner to obtain a new position number to indicate in TBH or on the PAF. For existing positions, submit changes to existing positions via a PAF after consulting with your HR Business Partner.

  1. Generate an Active PAF for the employee from the Employee Personal Information page in the Manager Self-Service section of the People @ Columbia system. 
  2. Enter the Action / Reason codes and effective date at the top of the PAF (see the chart below)
  3. In the appropriate sections of the PAF, draw/type a single line through information that needs to be changed and print/type the new information in the updated fields. Verify that the form is complete, sign it, and submit it through the Paper Transactions module in PAC for approval, along with the required supporting documentation for the transaction

Reference the How to Complete a PAF job aid for information on field entry.

Below are the applicable Action/Reason codes for Position Management. Enter these on the top of the PAF form to indicate the purpose for the submission. See a complete listing of Action / Reason codes.