What is the website address to access the online Position Description services?

The website address to access Position Descriptions is http://jobs.ua.edu/hr.

 

How do I begin using the system for positions in my department or unit?

Go to http://jobs.ua.edu/hr and log in using your username and password.  If you are logging in for the first time, you will need to request an account by clicking on Create User Account in the upper left hand corner of the menu.  In this process you will enter your myBama username and password.  Once you receive approval for your account request, you will be ready to access the system.  If you are having trouble logging in or if you do not know or have forgotten your username or password, contact the HR Service Center at 348-7732.

 

I am having trouble logging on to the system.  What should I do?

Make sure you are on the HR site and not the applicant site.  The web address for the HR site is http://jobs.ua.edu/hr.  Make sure you are using your correct username and correct password.  If you do not know or have forgotten your username or password, contact the HR Service Center at 348-7732.

 

How do I learn to use the system?

View or print the online User’s Guide found at http://hr.ua.edu/manager_resources/documents/Alabama_PD_HM_Manual.doc.  For a quick review of how to create a new position description, see the quick tips instruction at http://hr.ua.edu/manager_resources/UAquickguidejd.html.  For additional assistance, contact Human Resources at 348-8213 or 348-7735.

 

How do I create a new position?

To create a new position description, log in to the online site at http://jobs.ua.edu/hr.  Select Begin New Action under the Position Description menu.  Select “Start Action” under New Position Description.  Select the appropriate classification title or Undecided if unknown.  Complete all required information on each tab.  On the Preview Action screen, select Submit Action for the appropriate next level approver and Confirm.  Once all approvals have been completed, you have created your new position description.

 

Why can’t I edit certain fields in the Position Description, such as classification, name, etc.?

Certain fields are automatically populated from the classification information created by Human Resources.  These are designated by HR upon the classification or reclassification of a position.

 

When should I consider reclassifying a position?

When a significant change is made to a position resulting in considerably different duties and/or responsibilities.

 

How long does it take to classify/reclassify a position?

The time frame will vary based on the nature of the request and workload of Human Resources.  In general, the HR Representative will attempt to complete their analysis including a review of the position description submitted via the online system within a two-week period of receiving an approved request.  As soon as a classification decision is reached, the decision will be communicated to the appropriate department officials via an email notification generated by the online system.

 

How can I modify my employee’s Position Description?
To modify a position description, log in to the online site at http://jobs.ua.edu/hr.  Select Begin New Action under the Position Description menu.  Select “Start Action” under Modify Existing Position Description.  You will see a number of search options to use.  The search will yield the position description(s) based on the search criteria you entered.  Make the modifications on the appropriate tab(s).  On the Preview Action screen, select Submit Action for the appropriate next level approver and Confirm.  Once all approvals have been completed, you have modified your existing position description.

 

How do I view the status of my pending requests?

Log in to the online system by entering your username and password.  Click on Pending Actions under the Position Descriptions menu.  You will see all position descriptions pending action that you have initiated.  To determine where in the process position descriptions currently are, review the status column.  You will not be able to edit or begin another action using the position description once it has been sent to other approver levels.

 

I am logged in to the online position description system, but when I search for pending actions the search does not yield any results or I can’t see the position description I was looking for?

First, make sure you are in Department View rather than User View.  While you are logged in, look at the top of the screen where a text box indicates that you are logged in with either Department or User view.  User view will only show the position descriptions that have been assigned to you as a Supervisor or Hiring Manager.  Department view will allow you to view the position descriptions for the organization you are assigned.  To change views, go to Change Default View on the left hand side menu, select Department View and click on Change for Future Sessions.  If you are assigned Supervisor or Hiring Manager status, your name must be selected in the 2 pane window under Position Details of the position description.  If you still cannot access any pending actions, contact Human Resources at 348-8213 or 348-7735.

 

Can I print my employee’s approved Position Description?

You have the option of accessing a printable copy of the online position description.  Be sure the description is up-to-date and approved before printing.

 

I am logged in to the online position description system, but when I run a search, the search does not yield any position descriptions.  How do I get access?

First, make sure you are in Department View rather than User View.  While you are logged in, look at the top of the screen where a text box indicates that you are logged in with either Department or User view.  User view will only show the position descriptions that have been assigned to you as a Supervisor or Hiring Manager.  Department view will allow you to view the position descriptions for the organization you are assigned.  To change views, go to Change Default View on the left hand side menu, select Department View and click on Change for Future Sessions.  If you are in Department view and still cannot access any position descriptions, contact Human Resources at 348-8213 or 348-7735.

 

How do I provide a Supervisor or Hiring Manager access to a position description?

On the Position Details screen of the position description, locate the 2 pane box at the bottom of the screen.  Highlight the appropriate name from the left hand “Not Selected” pane, click “>” to add the name to the right hand “Selected” pane.  If you do not see the name of the individual you wish to add, make sure they are an approved user of the system.  To create a user account, go to http://jobs.ua.edu/hr and click on Create User Account in the upper left hand corner of the menu.  Once approved, the name should be available for selection on the Position Details box.  If a name was added to the right hand pane in error or if a name needs to be removed, highlight the name and click “<”.

 

How do I add or change Supervisor or Hiring Manager users for a position description?

On the Position Details screen of the position description, locate the 2 pane box at the bottom of the screen.  Highlight the appropriate name from the left hand “Not Selected” pane, click “>” to add the name to the right hand “Selected” pane.  If you do not see the name of the individual you wish to add, make sure they are an approved user of the system.  To create a user account, go to http://jobs.ua.edu/hr and click on Create User Account in the upper left hand corner of the menu.  Once approved, the name should be available for selection on the Position Details box.  If a name was added to the right hand pane in error or if a name needs to be removed, highlight the name and click “<”.

 

How can I view approved versions of a position description?

Log in to the online system by entering your username and password.  Click on Search Positions under the Position Descriptions menu.  You will see a number of search options to use.  The search will yield the position description(s) based on the search criteria you entered.  You will only be able to view only those position descriptions for which you are authorized according to your user status or job details assignment.  Select View Summary to see the position description details and to access a printable version of the position description.

 

Who is authorized to view online position descriptions?

Access to the online position description system may be granted to direct supervisors or other members of management within the assigned organization.  Currently, we are not granting access for individual employees to view or edit their own position description.  Employees may request to view or receive a copy of their position description through their direct supervisor.

 

Do individuals need to sign their position description?

No; however, if a department wishes to have a signed copy for their files they may print off a copy and have the employee and supervisor sign.

 

Will we (i.e. departments) continue to receive copies of the evaluation letters from Human Resources?

No.  As soon as the request if finalized by Human Resources, an email will be sent to the appropriate department officials.