3.4.2 Establishing New and Refilling Existing Administrative/Professional Positions

Policy

The Administrative/Professional (A/P) designation is one employee type included in the more general category of "Academic Personnel". A/P appointments are considered to be one of three appointment types: (1) RAMP Administrator (designated by RAMP definition to be "principal administrative appointments", (2) Administrative or (3) Professional. An A/P employee may or may not carry academic rank in an academic department.

Each A/P appointment must carry an administrative/professional title reflective of the responsibilities of the position. Titles require the approval of the Universities Civil Service Merit Board, and title changes may be implemented only after a formal request has been made and approved. Appointing departments/units may not modify existing titles through the use of such phrases as "executive" or "senior".

All A/P appointments and Request for Waiver from the Office of Equal Opportunity and Access PERS 930 forms submitted to the Director of the Office of Equal Opportunity and Access will be monitored to assure compliance with the approval process.

Prior Approval Required for New Positions

Approval is required for all new Administrative/Professional positions. Approval requires 1) authorization through the budgeting process, 2) evaluation of the position for exemption from civil service status, and 3) the assignment of an appropriate position level and corresponding salary range.

Prior to filling a new or revised A/P position, the position must be authorized by the Chair/Director, the Dean/Administrator, and the appropriate Vice President area.  During the hiring freeze implemented in 2001, the final approval for filling Administrative/ Professional positions is with the President.  Positions to be funded with department dollars require approval of the Major Administrator of the area through appropriate channels.  At the point of authorization, a unique 5-digit position number is assigned to each A/P position which is used as a consistent means of identification throughout records, documents and processes. 

Concurrent with or prior to seeking approval (through the enhancement/budgeting process or from a Major Administrator), a determination must be made whether the position fits the exemption criteria as defined by the State Universities Civil Service System. A completed Position Description Form must be submitted to Human Resources for this purpose. See Approval of Administrative/Professional Titles for more information on this procedure.

Once it is determined that a position meets the exemption criteria for an Administrative/Professional title, Human Resources will determine the appropriate position level and the corresponding salary range. The department is notified once this process is completed.

Refilling Existing Administrative/Professional Positions

Without Changes to the Position Description or to the Title

When a department/unit wishes to refill an existing Administrative/Professional position, one of two processes must be completed: a completed and current position description and advertising submission at jobs.ilstu.edu/hr or a PERS 930 Request for Waiver from the Office of Equal Opportunity and Access to the Director of the Office of Equal Opportunity and Access. In these cases a new Principal Administrative Position Exemption (PAPE) form is not required.

With Significant Changes

When a department/unit wishes to refill an existing Administrative/Professional position with significant changes to the position responsibilities, a new Position Description Form must be submitted to Human Resources via the online vehicle jobs.ilstu.edu/hr for evaluation.

Title Changes, With or Without Revised Responsibilities

If the department is requesting a title change along with a change in responsibilities, an updated description must be submitted along with the Summary of Changes.  If the title change is being proposed independent of any changes in responsibilities, please contact Human Resources.  A request for title change may require the review by the State Universities Civil Service System.  In these cases, a PAPE form will be required and the department would be notified accordingly.

Reevaluation of A/P Position Responsibilities

Positions will sometimes require reevaluation to more accurately reflect the needs of the unit and the responsibilities of the position. Requests for reconsideration should be submitted in accordance with the Procedure for Reconsideration and Reevaluation, Administrative/Professional (non-rank driven) Position Levels.  This procedure can be accessed on the Human Resource web site or from that office.