Positions and Descriptions

Use the resources in this section to create, evaluate, and revise Professional and Scientific and SEIU positions.

You'll find information about identifying the right job classification, drafting local job descriptions that reflect university-wide key areas of responsibility (or KARs) and competencies, and evaluating open jobs when responsibilities change.

If you've exhausted every existing classification and can't find the right fit, your HR rep or Business Officer can use the New Classification Request Form. The new classification will need to be approved by the department, college/division, University HR, and other offices as needed. Expand the links below to learn more about the specifics for P&S and SEIU classification creation.

Establish a New P&S Position

Departments should complete the following forms to establish a new P&S position:

Local Job Description:
- Local Job Description focusing on the Key Areas of Responsibility is required for regular P&S positions.
For temporary P&S positions, a Local Job Description is not required. Instead, a brief description of the duties and responsibilities in the remarks section, demonstrating the position's alignment with the job classification, is acceptable. Position Management (Create a New Position) form - available in the HR Position Management System

Creating the Position Management Form

In the Position Management section, click on Create a New Position and select Professional and Scientific.
Click on Regular/Temporary, and hit Next.
Input the Effective Date for the new position, and select the appropriate Jobcode. The Position Description and Grade information will fill in automatically, given the Jobcode that you have selected.
Input the Number of Positions you are creating and check the box to Send to Talent Acquisition, if you are ready for the position to be available in OTAC.
Select the Reason for New Position.
Enter the Organization and Department codes, and if applicable, the Sub Department code.
Enter the Percent-Time, and the Calculated Standard Hours will populate accordingly.
Select the appropriate Paygroup:
- Regular position: select fiscal or academic
- Temporary position: select bi-weekly, short-term or complimentary
Look-up the Administrative Supervisor, Functional, and 3rd Supervisor, if needed. You do not need to select anything more than the Administrative Supervisor.
Add additional MFK’s if needed, and input comments if desired.
Click on View Summary, then Edit or Submit to Workflow.

Reclassify a Vacant Professional and Scientific Position

Departments should complete the following forms to reclassify a vacant P&S position:

Local Job Description focusing on the Key Areas of Responsibility
Position Management (Modify or Reactivate a Position) form - available in the HR Position Management System

To advertise the position through Jobs at Iowa, complete a Professional and Scientific Requisition available in the HR Jobs at Iowa System. A Local Job Description and external ad (if required) will need to be attached to the requisition and it will be routed to Compensation and Classification through Workflow.

Establish a New SEIU Position

Departments should complete the following forms to establish a new SEIU position:

Local Job Description
Position Management (Create a New Position) form - available in the HR Position Management System

To advertise the position through Jobs at Iowa, complete a Professional and Scientific Requisition available in the HR Jobs at Iowa system. A Local Job Description and external ad (if required) will need to be attached to the requisition and it will be routed to Compensation and Classification through Workflow.

Review SEIU Classifications

Departments should include the following forms to create a new SEIU position:

Local Job Description
Position Management – Create a New Position

Departments should complete the following forms to reclassify an occupied position within SEIU or into an SEIU classification:

Local Job Description
Change of Status – Merit/SEIU Job Reclassification

Departments should complete the following forms to initiate a career shift from SEIU into a P&S non-bargaining classification:

P&S Documentation of Career Development form
Change of Status – P&S Classification Change (Career Shift)

Salary change is dependent upon the type of classification change.

**SEIU Classification Change Information**
Type of Classification Change	Salary Increase Allowed*	Form Required
SEIU to SEIU Classification Change	0-5% salary increase dependent upon relative position to the new salary range and consistent with the responsibilities and performance of others within the same budgetary unit	Local Job Description
Merit to SEIU Classification Change	0-5% salary increase dependent upon relative position to the new salary range and consistent with the responsibilities and performance of others within the same budgetary unit	Local Job Description
P&S to SEIU Classification Change	0-5% salary increase dependent upon relative position to the new salary range and consistent with the responsibilities and performance of others within the same budgetary unit; salary may be reduced based on level of responsibility	Local Job Description
SEIU to P&S Classification Change	0-10% salary increase dependent upon relative position to the new market range/median zone and consistent with the responsibilities and performance of others within the same budgetary unit; University HR must approve any salary above the median zone	P&S Documentation of Career Development form

*Any requests for a salary increase outside of this policy, including a reduction in salary, will require prior approval from University Human Resources. Such requests will only be granted in the most exceptional circumstances.

Effective date is the 1st day of the month following University HR Approval.

Reclassify a Vacant SEIU Position

Departments should complete the following forms to reclassify a vacant SEIU position:

Local Job Description
Position Management (Modify or Reactivate a Position) form - available in the HR Position Management System

Create a Local Job Description

This guide provides step by step instructions for individual staff members, supervisors, and human resource representatives to develop local job descriptions using the key areas of responsibility and competencies for University of Iowa job classifications.

This tool is entirely optional, to be used only as needed.

Steps for Creating a Local Job Description

Step 1: Use one of these optional templates:

For all non-health care positions: Local Job Description (docx)
For UI Health Care positions: Health Care P&S and SEIU Local Job Description (docx) or Health Care P&S KARs Local Job Description (docx)

Step 2: Complete the demographic information (classification, job code, pay level, etc.) using the job classification view tool available through Employee Self Service and the e-Personnel file.

Step 3: Create the job summary. The position-specific job summary describes the primary purpose and functions of the job in one or two sentences.

Step 4: Identify key areas of responsibility (KARs) for the classification and job duties for the specific role/position. Using the job classification view tool, copy and paste KARS associated with the job classification into the job description template. Most of the specific job duties for the role/position should align with the KARs.

Some classification KARs may not be applicable. There is no need to include a KAR on the local job description if it is not applicable.
Add up to two additional KARs, if needed. These may be identified from closely related job classifications.

Tips for describing job duties include:

Use an action verb with an explanatory phrase that addresses why, how, where, and how often the task is performed.
Exclude responsibilities that do not account for at least 5 percent of the work unless the responsibility is critically important.
Arrange responsibilities in a logical order, such as the sequence in which they are performed, their relative importance, or the percentage of time of each responsibility takes.
Typically a local job description includes 5-10 key responsibilities.

Step 5: Select Universal Competencies or UI Health Care Core Values (WE CARE values) depending on your department. The three Universal Competencies or WE CARE values are required for all jobs.

For all non-Health Care positions: Copy and paste the Universal Competencies from the job classification view tool and the typical behaviors associated with the proficiency level assigned for the university classification. Please note the requirements for three Universal Competencies are:
- The proficiency level assigned for the Universal Competencies is the minimum expectation for the classification. If a higher or lower proficiency level is required for the specific role/position, the job duties must clearly indicate the need for a higher or lower proficiency level and typically should not be more than one level higher or lower.
- Some of the typical behaviors may not apply. Include only those that are applicable or best describe the expectation.
For UI Health Care positions: Use the WE CARE values.

Step 6: Identify the relevant job family technical competencies.

From the three to five Job Family Technical Competencies assigned to the classification in the job classification view tool, pick at least one competencies. Initially, focus on competencies that are essential to accomplishing the KARs and specific job duties in support of position goals. In other words, what knowledge and ability is foundational for the employee to succeed in this job classification? You also may want to consider competencies that support development of the essential competencies as in the example below. Overall, focus on the two to five competencies that build the foundation for the position.

Example: For an accounting job, having knowledge of generally accepted accounting principles (GAAP) and the ability to apply them appropriately would be an essential technical competency. Accuracy and attention to detail would be a supportive competency that enhances accounting proficiency.

Copy and paste the competency name, competency description, and the relevant typical behaviors that are the best fit.
Select additional competencies from the Optional Technical Competencies. Choose the competency or competencies necessary to accomplish the responsibilities of the job. Copy and paste the competency name, competency description, and the relevant typical behaviors that are the best fit.

Best practice: Keep the technical competencies to a manageable number (two to 10). At least one should be a job family technical competency. Copy and paste the competency name, competency description, and the relevant typical behaviors that are the best fit.

The proficiency level assigned for the technical competencies is the minimum expectation for the classification. If a higher or lower proficiency level is required for the specific role/position, the job duties must clearly indicate the need for a higher or lower proficiency level and typically should not be more than one level higher or lower.