• APPROVED - Staff can only be hired into approved positions. All new positions must pass through the respective budget approvals for each area. Departments can mark a position as "approved" on the PMF if the position qualifies for the "EXPRESS" Classification Process (as described on the HRS Website). Otherwise, a PMF  for staff positions may be forwarded to the Recruitment Office only after the Compensation Office coordinates a recommendation with the department and indicates that the position is "approved".
  
  
• PROPOSED - This field is used when a position does not currently exist and the "EXPRESS" Process as described above does not apply. In such instances, a description of the duties and responsibilities of the position must be attached to the PMF. The Position Description Questionnaire (also available on the HRS Website) may be used as a tool for this purpose.

Note: Individuals cannot be hired into frozen or inactive positions.

The PMF is not required for Faculty Positions. New Faculty positions are established by forwarding the Personnel Action Form (PAF) to HR Records Management (HRRM) or Medical Payroll with a copy of the faculty appointment letter. (See Special Topic II on SA Faculty)

B. Position Reclassification

Position reclassification occurs when the job code number changes and/or the FLSA exempt/non-exempt status changes for an existing  position. In the case of exempt/non-exempt status changes, the pay group must also change. Existing staff positions are reclassified by submitting a PDQ/position description through the Compensation Office with a completed PMF attached for processing. The position number remains the same for position reclassification, and changes to a position affect all incumbents in that position number. After the reclassification is complete, a Personnel Action Form (PAF) must be processed to initiate appropriate changes for the incumbent(s) (e.g. pay group, pay frequency, center distribution, etc.).

C. Recruiting for a Vacant Staff Position

For an existing vacant position, simply submit the PMF  for that position with the Recruitment Information completed at the bottom of the form. Send the form to Recruitment Services or Medical Payroll (it will then be forwarded to the Recruitment Office). All staff positions must be posted for five business days before an offer can be made consistent with Vanderbilt University's Affirmative Action Plan.

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Page last updated: June 30, 2003

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