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Position Management maintains a history of all UC Santa Barbara positions – filled and vacant. It is best practice to update and use existing positions rather than request a new one. Most fields on the position can be updated, including FLSA, FTE, Reports To, Max Headcount, and more. Be sure to select the best Reason Code for the particular update you are making. Reason Codes are the primary way to track the historical changes on a position. 

NOTE: Changes to data fields in multi-headcount Positions must be submitted to HR via ServiceNow. Transactional users can find job aids, handouts, training slides, UCPath news, and FAQs, etc. on the UCPath.UCSB.edu page.

Position Control Navigations

Request a new position or update an existing position:
PeopleSoft Menu > UC Customizations > UC Extensions > Position Control Request

Review existing positions:
PeopleSoft Menu > Organizational Devleopment > Position Management > Review Position/Budget Info> ... Position Summary or Position History or Vacant Budgeted Positions

 

Position Control Requests

Prior to requesting a new position or updates to an existing one, departments must obtain approval for the FTE, budget, and Job Description. Next, the Department submits a Position Control Request. Upon approval the Department obtains any necessary pre-approvals prior to recruitment. If approved, a position number is assigned. If denied the position request is returned to the department for correction. Whether approved or denied, always follow the link and read the comments included in the auto-email confirmation. Choose a scenario below for required steps.

Go to UCPath.UCSB.edu for job aids, handouts, training slides, FAQs, and UCPath news.

 

(Career, Contract, Limited, Per Diem, and Casual-Restricted)
Follow the instructions below or visit Transactional User Resources Job Aids, Handouts, and Resources to access the appropriate Position Control Job Aid.

DEPARTMENT ACTION ITEMS HR ACTION ITEMS       
 1. Obtain appropriate approval via internal divisional processes to create a new staff position  
2. Prepare and submit the JD for classification review by HR via OACIS* 3. HR reviews and approves the classification of the JD in OACIS. Department is notified by email
4. Department submits the Position Control Request to “Add New Position” via UCPath/Position Control Request Form.   5. HR reviews the Position Control Request to “Add New Position” submitted via UCPath/Position .  HR validates the Position Control Request against the JD saved in OACIS. Discrepancies are communicated back to the department for correction
  6. HR approves the Position Control Request Form to “Add New Position” and uses the "comment" field to add notes regarding the approval or denial of the position. UCPath routes approval notification to UCPath Initiator in the department
7. Department Initiator receives email confirmation of Position approval with comments and the Position Number from the UCPath system 8. HR updates JD in OACIS with the Position Number

9. Department enters funding for the new position. The funding is also routed for separate approvals via UCPath AWE

 

 

All policy-covered (non-represented) limited appointment job descriptions require classification review and approval by HR, including By Agreement (BYA) appointments*. The hiring department is responsible for entering the job description into OACIS and submitting it for review and approval by HR. 

* Represented limited appointment job descriptions where the mid-step of the title is above $30.00/hr. DO require review and approval by HR: Job Description Actions

 

Update Vacant Staff Positions

(Career, Contract, Limited, Per Diem and Casual-Restricted)
Follow the instructions below or visit Functional User Resources to access the appropriate Position Control Job Aid.

DEPARTMENT ACTION ITEMS HR ACTION ITEMS  
1. Obtain appropriate approval via internal divisional processes, depending on the nature of the change to the vacant position  
2. Prepare and submit the JD update in OACIS as necessary 3. HR reviews and approves the JD update in OACIS. Department is notified by email
4. Department submits the Position Control Request to “Update Vacant Position” via UCPath/Position Control Request Form.  5. HR reviews Position Control Request to “Update Vacant Position” submitted in UCPath.  HR validates the Position Control Request against the JD saved in OACIS. Discrepancies are communicated back to the department for correction
  6. HR approves the Position Control Request to “Update Vacant Position” and uses the "comment" field to add notes regarding the approval or denial of the position. UCPath routes approval notification to UCPath Initiator in the department
7.  Department Initiator receives email confirmation of Position update approval or denial with comments from the UCPath system 8. HR updates JD in OACIS with the Position Number, in cases where position number is not yet added to the JD

Update Filled Multi Headcount Position

(Staff Casual-Restricted only)
Follow the instructions below to update filled multi-headcount positions. This type of action is initiated through HR ServiceNow using the Position Management and Workforce Administration option.

DEPARTMENT ACTION ITEMS HR ACTION ITEMS   

1. Obtain appropriate approval via internal divisional processes, depending on the nature of the change to the multi-headcount position. Multi-Headcount Positions are restricted to job codes designated for casual-restricted appointments.

• STUDENT ASSISTANT I (4922)
• APPOINTED OFFICIAL, STUDENT ACTIVITIES (4329)
• STUDENT AID OUTSIDE AGENCY (4000) (approved for use by Financial Aid dept only)
• STUDENT VOLUNTEER NOTETAKERS (9920)  (approved for use by Disabled Students Program only)
• RESIDENT ASSISTANT (4126): (approved for use by Housing only)

 

 

2. Ensure that the following job attributes will remain the same for all incumbents in the Multi-Headcount Position:

a.   Job Code
b.   Salary Admin Plan
c.   Salary Grade
d.   Union Code
e.   Dept ID
f.   Location
g.   Reports To
h.   FTE
i.   FLSA
j.   Employee Relations Code
k.  Special Training
l.   Funding

 

3. Submit a ticket requesting the update to the filled multi-headcount position via HR ServiceNow. Provide the specific field(s) and the values to be updated as well as the requested effective date, as you complete the ServiceNow form. If necessary, the department can provide relevant supporting information to help expedite approval

 

4. HR reviews the update request for the filled multi-headcount position and may communicate with the department or request additional information via the HR ServiceNow ticket/email thread
  5. HR updates the requested position information in UCPath and saves changes
  6. HR closes the request in HR ServiceNow, and the department is automatically notified by email from HR ServiceNow

Update Filled Single-Headcount Positions

(Career, Contract, Limited, Per Diem and Casual-Restricted)
Visit Transactional User Resources to access the appropriate Workforce Administration Job Aid regarding UCPath PayPath Transactions.

Transactions initiated and approved in the PayPath Actions component are written directly onto the database and onto the UCPath employee data pages. These transactions do not route to central HR for approval and they do not route to the UCPath Center for processing.

 

DEPARTMENT ACTION ITEMS HR ACTION ITEMS  
1. Obtain appropriate approval via internal divisional processes, depending on the nature of the change(s) to the filled position No HR actions required when updating filled single-headcount position(s)
2. Navigate to the PayPath Actions page in UCPath:
PeopleSoft Menu > UC Customizations > UC Extensions > PayPath Actions
 
3. Enter the information you want to update on the appropriate tab or tabs, making sure to select the correct effective date for the changes. Remember, PayPath allows multiple updates in one transaction  
4.  Navigate to the Additional Pay tab and click the Save for Later button to save your work and return to it later. Otherwise, when you have completed entering your transactions, click the Save and Submit button on the Additional Pay tab to route your transactions for departmental review and approval. Once approved, you can view your updates on the employee’s job data records in UCPath  

Update Filled Position When Action Not Available in PayPath

(Career, Contract, Limited, Per Diem and Casual-Restricted Positions)
Follow the instructions below to update filled multi-headcount positions. This type of action is initiated through HR ServiceNow using the Position Management and Workforce Administration option.

DEPARTMENT ACTION ITEMS HR ACTION ITEMS
1. Obtain appropriate approval via internal divisional processes, depending on the nature of the change to the position  

2. Prepare and submit the JD update in OACIS if required. (Consult with the Compensation unit if in doubt)  The following fields may require an update request via ServiceNow:

• Fixed/Variable Time
• Max Head Count
• Mail Drop
• Budgeted Position
• Confidential Position
• Special Training
• Security Clearance

3. HR reviews and approves the JD update in OACIS, if applicable. Department is notified by email
4. Submit a ticket requesting the update to the filled position via HR ServiceNow. Provide the specific field(s) and the values to be updated as you complete the ServiceNow form. If necessary, the department should provide relevant supporting information to help expedite approval 5. HR reviews the update request for the filled position and may communicate with the department or request additional information via the HR ServiceNow ticket/email thread.
  6. HR validates the ServiceNow update request against the JD saved in OACIS. Discrepancies are communicated back to the department for correction
7. HR updates the requested position information in UCPath and saves changes 8. HR closes the ticket in ServiceNow, and the department is automatically notified by email from HR ServiceNow