Cornell University Centralized Position Review Intake Process
Cornell University Centralized Position Review Intake Process Overview New positions, replacement positions and reclassifications are submitted centrally to Workforce Planning and Compensation using TeamDynamix (TDX). The team assesses for appropriate classification, business title and provide a compensation range recommendation. This process replaced the Position Justification Tool used during the hiring freeze, which is being reimagined for college/unit decision making. Process Local Human Resources will: Submit a request by going to HR Position Review Intake Portal - Home o You will be prompted to answer a few intake questions, including type of request, fund source, position rationale and appropriate documentation such as old/new SPD and org chart (see Table 1: Intake Questions). Include sufficient context to minimize review turnaround time. o To upload multiple attachments, they must be selected all at once; otherwise, each new upload will replace the former attachment. College/Unit HR “Requestor” will receive an automatic notification via email indicating the request was received o To check the status of your request, click on the ticket number within the email notification; all comments are visible in the feed Requestor will be notified via email when classification request has been finalized to allow Requestor to take the next appropriate action (Workday Transaction or Posting) (see Table 2: status definitions) o For those positions requiring administrative functional review, see Table 3: Administrative Functional Review o Prior to denying a request, Requestor will be contacted for further discussion For positions sourced by Central Recruitment and Service Center o New or replacement position, routed to assigned recruiter to begin the intake process with the local college or unit (see Table 4: Unified Hiring Process) Future enhancement: Partnering with WPLR on union classification decisions. Updated September 2022
Compensation Range Recommendation Pay Transparency language for all job postings Reflects the job profile pay, encompassing the hiring range and external market values allowing for varying levels of complexity within each job profile; individual pay is based on position responsibilities, qualifications, experience and performance. Posting Pay Range: in compliance with Pay Transparency regulations, reflects job profile Minimum to Segment 3 Top. Each posting range mirrors the Career Navigator pay ranges. Hiring Pay Range1: in accordance with Cornell’s compensation philosophy, reflects 95% to 105% of market midpoint (Segment 2 Top) Ticket Approval Pay Range: reflects 95% of market midpoint (Segment 2 Top) to Segment 3 Top. For new/replacement and reclassification1 requests, if proposed pay is above the ticket approval pay range, continued discussion is required prior to extending an offer. Additional Resources: HR Workforce Dashboards, Workday Pay Range Segments, University/College-Unit Internal Percentiles Internal and external indicators in determining appropriate pay recommendations: current incumbent pay, performance-based pay guidelines, job profile posting range “95 of Segment 2 Top to Segment 3 Top”, university and c/u internal percentiles, minimum thresholds, and job profile minimum 1 Business (Working) Title Recommendation The business title is more descriptive than the assigned university job profile reflecting specific detail about the function or type of work performed. Does the university job profile adequately describe the function or responsibilities of the job for professional business communications inside and/or outside the University? If yes, no need for a business title. Would a business title provide a more accurate and recognizable understanding of the relationship between the job responsibilities and/or function within a college/unit or department? If yes, reference University Titles not to be used as Working Titles and Business Title Guidelines (coming soon). Updated September 2022
Target Turnaround Time Role Local College/Unit Central Human Resources Functional Review (as needed) Total Turnaround Time Urgent 1-3 business days 1-3 business days 1-5 business days 3-11 business days Typical Priority Level New/Replacement Reclassification 3-8 business days 8-14 business days 3-8 business days 5-10 business days 5-10 business days 3-8 business days 11-26 business days 16-32 business days Including local college/unit planning, Total Time to Resolution is contingent upon complexity, volume and/or frequency of college/unit discussions. If additional documentation is needed or request requires more in-depth functional review approval, it may extend the review time frame. Table 1: Intake Questions/Components Component Requestor Department Request Type Position Number Job Family, Job Profile, Grade, Fund Source Position Justification Summary Justification Documentation Priority Level Descriptor The person submitting request; automatically populated based on NetID Supervisory organization of Requestor; populated based on NetID New Position, Replacement Position, Reclassification, Change in Effort/Pay (Functional Review only) Provide if known Provide for the proposed position, if known Rationale for new/replacement position; how position has changed for reclassification Supporting materials such as comparable position(s), current and new position description and department organizational structure. For replacement positions, please include the name of the incumbent or manager if known. New/Refill, Reclassification or Urgent Table 2: Status Definitions Status New In Process Waiting on Customer Canceled On Hold Approved Approved with Modifications Awaiting Functional Review Denied Reassign Updated September 2022 Definition Default for incoming tickets Being reviewed for classification Pending questions to Requestor Rescinding request, will not pull into any report Pending questions to Requestor, known delay Request accepted, proceed with next action Modification to either pay band, title, or significant SPD edits Awaiting Functional Review decision Request declined as proposed Internal reassignment of ticket
Table 3: Administrative Functional Review Objective of Initiative Process 1. Clearly define roles, responsibilities, standards of performance, and accountabilities within each major administrative area and function throughout the university. 2. Realize substantial and on-going financial savings as well as increased effectiveness and efficiency in administrative services across campus. 3. Develop consistent service expectations and quality standards. 4. Create opportunities for advancement and talent retention. Functional Review Note Request submitted to Position Review Intake Tool Team begins classification review Functional review job family requests will be bundled and routed to the appropriate functional designee once a week every Monday Requestor receives approval notification once classification and review from functional designee is complete There may be instances where a conversation happens with the functional lead (restructuring, multiple new positions, etc.) AND/OR there may be instances where the manager has submitted a request to the functional lead for an in-depth look prior to submitting to the TDX tool. Please indicate in the justification if verbal approval has been received. Please indicate if the request is currently in pre-planning discussions with the functional lead prior to receiving classification approval. Job Families Requiring Approval Enrollment: Admissions, Financial Aid, Registrar (as of 9/22) Job profiles below Aurelia Mensh, Jon Burdick Alumni Affairs & Development All job profiles Sage Peake, Fred Van Sickle Communications/Marketing All job profiles Lisa Patz, Joel Malina Facilities & Campus Services Job profiles below Lyndsi Prignon, Rick Burgess Financial Transactions BSC positions only Tammy Dibble, Karen Mahalo Human Resources All job profiles Lisa Patz, Christine Lovely Information Technology All job profiles Tammy Dibble, Dave Lifka Facilities & Campus Services Included Building/Facilities Coordinator Facilities Projects Coordinator Custodian Drafter Estimator Facilities Designer Updated September 2022 Included Engineer Architect Groundworker Landscape Architect Superintendent Supervisor-Manager Facilities Environmental Health & Safety Excluded Cornell Police Landscape Architect Utility Operator Multi Trade Technician Farm/Greenhouse
Undergraduate and Graduate Enrollment Function Key job description words: “enrollment”, “admission”, “registration”, “financial aid”, “student employment”. May be paired with other terms such as “reading”, “counseling”, “course”, “reporting”, “degree”, “student systems”, “scholarships”. Key activities: engagement with one or more of the student information systems: PeopleSoft, Slate, DataMart, Perceptive Content (imaging); Developing publications or outreach for prospective students; Hosting prospective students; Admission travel; Catalog or course management data entry; Degree verification; Leave of absence administration; Counseling students on financing options, loans, or benefits; Supervising student payroll for multiple offices or departments within the unit; Reading applications. Illustration 3: Unified Hiring Process Office of Talent Attraction and Recruitment conducts recruitment intake for: Administrative and Executive Staff Assistants, Student Services Assistants, Human Resources Job Profiles, Library and Museum Staff Job Profiles Updated September 2022
Position Management Awareness To ensure university stewardship and mindfulness of position management, carefully consider the following questions prior to submitting a request. For New or Replacement positions: What are the consequences if the position is not filled? Have other alternatives been explored to accomplish the work? Can the /work be absorbed by others? Can we upskill an individual vs. adding a new role? Would any cross-training be needed to increase skill in department? Can work be redeployed outside of the department? Is there work that we can stop doing or any opportunity for efficiencies? Is there opportunity to replace tasks via automation? Should work be done by a third-party vendor? How is the role tied to the college/unit initiatives? Can work be completed by a student or GIG opportunity? Assess: is the work still a priority? Who is aware, does senior leadership need to be involved? Identify 1-2 comparable positions within your organization or across the university that support the band and title recommendation. Please include Position ID (s) and Title(s). For Reclassifications: Has any pay change been budgeted? Has the employee’s responsibilities increased significantly? How has the position changed? Does the reclassification affect organizational structure? Will there be new or additional supervisory responsibilities for the employee? To what extent does the employee have authority to determine what is to be done and when? Identify 1-2 comparable positions within your organization or across the university that support the band and title recommendation. Please include Position ID (s) and Title(s). Updated September 2022
Submission Tips Tracking Submitted Requests: How to view all Submitted Tickets In the portal page: ToUrl Click “view your support request” Then in the “Status Class” field chose, “select all” After checking the box for “select all,” then click “search” button A list should load and pull down below and you should be able to view all the tickets you have submitted (you may also see some IT requests as the system holds all of them in your name). From here, you should also be able to click “to excel” button, which should download a spreadsheet for you, so you retain a copy of your requests. Colleges/Unit backup support If a college/unit HR team member is anticipated to be away during a submitted position review, the Requestor should either: Contact compensation@cornell.edu. In the email to the Compensation Team, note the backup/secondary contact to be added to the request. Only the Compensation Team can add a new person as a contact on the position review ticket; OR, The Requestor can follow the steps for “tracking submitted requests” and send their backup the excel sheet, which will list all open tickets with their linked ticket numbers. Requests that impact multiple positions If your request is part of a broader organizational change requiring review of multiple positions within the same department or under the same supervisor, please indicate as such. This would include providing details on any subsequent plans to submit additional requests that may be in a different job family, yet still within the same organization as the requests may not all be distributed to a single Compensation team member. Ranges for Part-time Exempt Positions Since Workday will auto-populate the full-time equivalent pay range for the job profile, please be sure to update the posting to reflect the SP job profile, not the exempt job profile. College/Unit insight At times, college/unit HR may have additional knowledge and/or thoughts to the proposed classification or compensation recommendation. In those instances, either note in the submission or connect with the Compensation team to share that insight. It is ok to indicate you are not in support of the request, comments and subsequent discussions remain strictly between the Requestor and the Compensation team members. If this position has been submitted before, please indicate as such to assist in the comprehensive review. Updated September 2022
Submit a request by going to HR Position Review Intake Portal - Home o You will be prompted to answer a few intake questions, including type of request, fund source, position rationale and appropriate documentation such as old/new SPD and org chart (see Table 1: Intake Questions). Include sufficient context to minimize review turnaround time.
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