PS5010 – Position Vacancy Screen
Description
Use the Position Vacancy Screen to create position codes and define information about each open
position. Once a position is filled and this screen is updated (with a new employee's ID, name, and so
forth), the information will update the employee file (EMP-M data set) in the Employee (EMP) database.
If your college uses the Position Control module, however, this information will update the employee
file from the Position Table (PS9018).
See below for an example of the Position Vacancy Screen:
User Functions and Key Fields
Func
A
C
I
1
Add new vacant position information associated with a position number or code
entered in the Key1 field. If the position number already exists in the Position Table
(PS9018), the position information on PS5010 will be retrieved from the Position
Table.
Change the information associated with a position number entered in the Key1
field.
Display (inquire) all the information associated with a position number entered in
the Key1 field.
L
List all vacant positions based on the following sort options:
•
•
•
•
Sort by the position number in Key1.
Sort by position number in Key1 and job class number in Key2.
Sort by position number in Key1 and department code in Key3.
Sort by position number in Key1, job class number in Key2, and department
code in Key3.
Use the Prev (F5) and Next (F6) keys to move forwards and backwards through a
displayed list.
O
D
Re-open a previously filled position associated with a position number entered in
the Key1 field.
Delete the position record associated with the position number entered in the Key1
field.
Key1
Enter a Position Number
Key2
Enter a Job Class code (List function only)
Key3
Enter a Department Number (List function only)
Data Field List
Activity Date (display only)
Position Num (Key1)
Position Long Title (entry required)
Position Short Title (entry required)
Hiring Dept
Title (display only)
Campus
Mail Stop
Contact (entry required)
Phone
Exten
Job Class (entry required)
Job Class Title (display only)
Range (display only)
CIP
CIP Title (display only)
Loc
Term
Pct FT
Sched
Emp ID
Emp Name (display only)
Job Beg
Upd
Loc (display only)
Term (display only)
Pct FT (display only)
Job Class (display only)
CIP
Comments
Last Activity Date
Definition
Display only. A date generated by the system indicating when the last activity
occurred for this position.
Length
10 characters
Format
MM/DD/YYYY
Position Number
Definition
Key1 field. A code defined by colleges identifying an employment position.
Length
6 characters
2
Position Long Title
Definition
Entry required. The descriptive name defined by colleges associated with a position
number.
Length
30 characters
Position Short Title
Definition
Entry required. A college-defined, abbreviated or short title associated with a
position number.
Length
10 characters
Hiring Dept
Definition
A code defined by colleges identifying a campus department.
Length
6 characters
Edits
The department code must exist on the Department Table (PS9006).
Title (Department Abbreviation)
Definition
Display only. The abbreviated descriptive title for the department (from the
Department Table, PS9006).
Length
16 characters
Campus
Definition
A code defined by colleges identifying the home campus at a multi-campus college.
Length
3 digits
Edits
The campus code must exist on the SMS College Code Table (SM5014).
Mail Stop
Definition
A code defined by colleges identifying the work location at which work-located mail
should be delivered.
Length
7 characters
Edits
The mail stop code must exist on the Mail Stop Table (PS9022).
Contact (Hiring Authority Title)
Definition
Entry required. The name of an individual authorized to hire an applicant for this
position.
Length
28 characters
Edits
Name must be entered in Last, First, M sequence separated by commas.
Additional
Information
The default label assigned to the Hiring Authority Title field is Contact; however,
you can change this label to reflect your college's business practices. To customize
this field title, you need to update the Institution Parameter Table (PS9001) using
institution parameter 1611 (Hiring Authority Title). In the Character Parameter Value
field, type the field label that you want, for example, HR Mgr. The field label can be
up to 11 characters long.
Phone (Work Phone)
Definition
3
The telephone number of the individual authorized to hire for this position.
Length
10 digits
Exten (Work Phone Extension)
Definition
The telephone extension number of the individual authorized to hire for this position.
Length
4 digits
Job Classification
Definition
Entry required. A code defined by colleges identifying one or more positions that
have similar duties and qualifications.
Length
6 characters
Edits
The job class code must exist on the Job Class Table (PS9004)
Job Class Title (Job Classification Long Title)
Definition
Display only. The descriptive title defined by colleges for a job classification.
Length
26 characters
Range (Pay Scale Range)
Definition
Display only. A code defined by colleges identifying the pay range, or grade, of a
pay scale.
Length
4 digits
CIP (Classification of Instructional Programs)
Definition
The Classification of Instructional Program (CIP) code as defined by the Center for
Statistics.
Length
6 digits
Edits
The CIP code must exist on the CIP Table (CM5004).
CIP Title
Definition
Display only. The descriptive title of a CIP code.
Length
26 characters
Loc (Position Location)
Definition
A code defined by colleges identifying the physical location for a position.
Length
4 characters
Term (Position Term)
Definition
The number of months per year that a position is worked.
Length
4 digits, including 2 decimal places
Format
99.99
Pct FT (Position Percent Full Time)
Definition
The percentage of full-time for a position.
Length
5 digits, including 2 decimal places
Format
999.99
4
Sched (Position Scheduled Work Hours)
Definition
The description of the work schedule for a position.
Length
20 characters
Employee ID (Current and History)
Definition
A number assigned to an individual for the purpose of identification. This number is
usually the individual's Social Security number.
The CURR line displays the Employee ID, name, job begin date, and update
indicator for either:
•
•
an individual being hired for the position
-oran individual who currently holds the position (if hiring data was entered
through Applicant Tracking)
The HIST line displays the Employee ID and related information (including location,
term, and so forth), chronologically, for individuals who previously held the position
(if their hiring data was entered through Applicant Tracking).
Length
9 digits
Edits
The employee ID must exist in the applicant file.
An application to the position recruitment must be on file.
Employee Name (Current and History)
Definition
Length
Display only. The first initial and up to 16 characters of the last name of an
individual.
17 characters
This field is filled from the 30-character Applicant Name field on the Applicant
Maintenance Screen (PS5012) and is shortened (truncated) to 17 characters.
Job Beg (Job Begin Date)
Definition
The date on which a job becomes effective.
Length
6 characters
Format
MM/DD/YY (default is the current date)
Edits
Must be a valid date.
Upd (Update New Employee to EMP Database)
Definition
A code indicating whether information entered on this screen for new employees
should update the Employee (EMP) database.
Length
1 character
Values
Y
N
Additional
Information
5
Yes, update the Employee database with new employee
information.
No, do not update the Employee database with new employee
information.
If your college uses the Position Control module, institution parameter 1610
(Position Control Indicator) must be Y (yes, use Position Control to update the
Employee database).
Loc (Position Location)
Definition
Display only. A code defined by colleges identifying the physical location for a
position (as stored in a history record).
Length
4 characters
Term (Position Term)
Definition
Display only. The number of months per year that the position was worked (as
stored in a history record).
Length
4 digits, including 2 decimal places
Format
99.99
Pct FT (Position Percent Full Time)
Definition
Display only. The percentage of full-time for a position (as stored in a history
record).
Length
5 digits, including 2 decimal places
Format
999.99
Job Class
Definition
Display only. The class code defined by colleges associated with a position (as
stored in a history record).
Length
6 characters
CIP (Classification of Instructional Programs)
Definition
Display only. The Classification of Instructional Program (CIP) code for a position
(as stored in a history record).
Length
6 digits
Comments
Definition
Optional, descriptive text about an open or filled position.
Length
60 characters
6