Data entry guidelines for graduate academic titles. Do not enter data in fields where the table is grayed out. Choose from the spyglass list when possible.

Data Entry Tables by Job Code

Description Tab

Section

Example

Position Information

Field	1506	2310	2500	2510	2850	2860	3262	3263	3264	3266	3284	3285	3286	3287
Position Number	Blank until you save at the end of the transaction
Effective Date	Varies (use 1 month prior to the anticipated hire date)
Reason	NEW
Position Status	Approved
Status Date	Defaults to Effective Date
Status	Active
Key Position	Leave blank

Job Information

Field	1506	2310	2500	2510	2850	2860	3262	3263	3264	3266	3284	3285	3286	3287
Business Unit	SDCMP
Job Code	001506	002310	002500	002510	002850	002860	003262	003263	003264	003266	003284	003285	003286	003287
Reg/Temp	Not Applicable
Regular Shift	Not Applicable
Title	Defaults based on Job Code
Full/Part Time	Fixed	Fixed	Variable	Fixed	Variable	Variable	Fixed	Fixed	Fixed	Fixed	Fixed	Fixed	Fixed	Fixed
Union Code	Defaults based on Job Code
Short Title	Defaults based on Job Code

Work Location

Field	1506	2310	2500	2510	2850	2860	3262	3263	3264	3266	3284	3285	3286	3287
Reg Region	USA
Department	Varies
Location	Defaults based on Department
Reports To	Varies
Supervisor Lvl	Leave blank
Dot-Line	Leave blank

Salary Plan Information

Field	1506	2310	2500	2510	2850	2860	3262	3263	3264	3266	3284	3285	3286	3287
Salary Admin Plan	T19A	T018	TI8H	BYA¹	T18H	SDTU	T022	T022	T022	T022	T022	T022	T022	T022
Grade	I	I	I or II²	Blank if BYA	I or II²	G or UG³	IV	IV	IV	IV	IV	IV	IV	IV
Step	Leave Blank
Work Period	Default Value
M/T/W/T/F/S/S	Leave Blank
FLSA Status	Defaults to Exempt
Bargaining Unit	Defaults to 8888

¹ BYA in salary plan does not mean the same as the DOS code meant in PPS. BYA in the salary plan indicates the comp rate field is manually updated.

² I = Readers with Baccalaureate; II = Reader, without Baccalaureate- select Grade depending on what academic level your student employee is.

³ G = Grad Tutor; UG = UG Tutor - select Grade depending on what academic level your student employee is.

Use BYA for Monthly pay frequency; then enter Compensation Rate Codes manually in Hire/Rehire templates

Use Salary Admin Plan for BW pay frequency.

Reports To field drives Ecotime approvers and who can assign training in UCLearning.

See all Description Tab fields

Specific Information Tab

Section

Example

Specific Information

Field	1506	2500	2310	2510	2850	2860	3262	3263	3264	3266	3284	3285	3286	3287
Effective Date	Default
Max Head Count	1	1	1	1	1	1	1	1	1	1	1	1	1	1
Mail Drop ID	Leave Blank
Health Certificate	Leave Blank
Signature Authority	Leave Blank

Checkboxes

Only 2 should be checked: Include FTE, Budgeted Position; they should default to checked

Education and Government

Field	1506	2500	2310	2510	2850	2860	3262	3263	3264	3266	3284	3285	3286	3287
Position Pool ID	Leave Blank
Pre-Encumbrance Indicator	No Encumbrance
Encumber Salary Option	Salary Grade Minimum
Classified Indicator	Academic
Calc Group (Flex Service)	Leave Blank
Academic Rank	Leave Blank
FTE	Varies (enter percentage of effort)
Adds to FTE Actual Count (Checkbox)	Check	Check	Check	Check	Check	Check	Check	Check	Check	Check	Check	Check	Check	Check

Summer Session Pay: FTE for Associates and Teaching Assistants in Summer should be 0.000000. These appointments will be paid the published flat-rate via Additional Pay.

See all Specific Information Tab fields

UC Position Data Tab

Section

Example

Employee Relations Code

Field	1506	3262
HR Worksite ID	Varies (search for the hiring department home department code)
Employee Relations Code	Stud Academic Title, HEERA	All Others, Not Confidential
Incentive Award Plan	Leave Blank
Special Training Code	Leave Blank
Security Clearance Type	Leave Blank

Guidance on Reusing Graduate Academic Title Positions

For Graduate Academic titles, it is appropriate to recycle or reuse positions in most cases. Our recommendation is that you take into consideration how many updates the position requires to be correct for the next hire into the position. In general, if there are more than 2 position updates you may want to consider creating a new position to prevent unintentional errors if one piece of the position is not updated correctly. If you are unsure whether to use an old position or not, we encourage you to create a new position and freeze the old position.

Examples

Vacant Position	New Hire	Required Position Updates	Reuse or Create New?
50% TA on Fund Source X	50% TA on Fund Source X	None	Reuse Old Position
49.99% GSR on Fund Source Y reports to PI John	25% GSR on Fund Source Y reports to PI Jane	FTE, reports to	Reuse Old Position
35% Reader on Fund Source W; BW pay schedule/paygroup	15% Reader on Fund Source X; MO pay schedule/paygroup	FTE, Fund Source, Pay schedule/Paygroup	Create New Position
47.61% GSR on Fund Source Z	20% GSR on Fund Source V	FTE, Job Code, Fund Source	Create New Position

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Data Entry Tables by Job Code

Position Information

Job Information

Work Location

Salary Plan Information

Specific Information

Education and Government

Employee Relations Code

Guidance on Reusing Graduate Academic Title Positions

Examples

Related articles

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Create a New Position - Graduate Academic Titles

Data Entry Tables by Job Code

Position Information

Job Information

Work Location

Salary Plan Information

Specific Information

Education and Government

Employee Relations Code

Guidance on Reusing Graduate Academic Title Positions

Examples

Related articles