ACADEMIC AFFAIRS
AA
Position Management Process
Overview of Position Management:
Purpose: To request approval from the President and the Executive Team for new expansion positions or
to request approval to fill position vacancies. The purpose of this exercise is to objectively justify the
filling of all vacancies based on operational need.
Part-time faculty positions and casual faculty positions do not require approval before the vacancy can be
filled. All other positions must be approved.
Definitions:
Position Title: The title that has been assigned to a position reflective of the responsibilities and
duties of that position.
If a new position is requested, it would be defined by the
department/school and approved by the Human Resources Department.
Position #: A number created by the Budget Office to identify a specific position or positions.
Full-time administration, faculty, and staff have specific position numbers. Student employees,
part-time instructors, part-time instructional technicians, and casual employees have pooled
position numbers.
Exempt Employees - Employees who, because of their positional duties and responsibilities and
level of decision making authority, are exempt from the overtime provisions of the Fair Labor
Standards Act (FLSA).
Non-Exempt Employees – Non-exempt employees are employees who, because of the type of
duties performed, the usual level of decision making authority, and the method of compensation,
are subject to all Fair Labor Standards Act (FSLA) provisions. Non-exempt employees are
normally required to account for hours and fractional hours worked.
Fair Labor Standards Act - The Fair Labor Standards Act (FLSA), first enacted by the United
States Congress in 1938, sets standards for the basic minimum wage and overtime pay.
Grade Level - Job grades or levels are a part of a broad system of pay commonly known as a
salary schedule or pay schedule. Organizations that use job grade levels to associate pay with
particular levels of education, experience and skills typically do so to maintain equity in
compensation and to avoid potential discrimination.
Casual Position - Casual employment refers to work that's done on an irregular basis. Casual
workers are employed when and if needed by the employer and if they want to work. The work is
not scheduled beyond a finite period of time or specific job, which may last one day or several
months.
People Admin - CNM’s computer applicant tracking system.
Created 04/12
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Forms:
CNM Position Management Form (a Human Resources Form)
PROCESS:
1.
Position Management Form is prepared by the schools/departments (Dean and/or hiring official).
2.
Position Management Form is submitted to the Human Resources representatives via the following email
address:
position_management@cnm.edu. You will receive an automated verification upon receipt of the
Position Management Form.
3.
The Human Resources representative meets with the Budget Office and reviews the information for accuracy.
4.
The Budget Office updates the position control spreadsheet.
5.
If position meets necessary criteria, it is forwarded to the appropriate Vice President via email.
If position does not meet necessary criteria, the Human Resources representative follows up with the
school/department to rectify discrepancies.
6.
Vice President submits to the Executive Team for approvals.
7.
Approvals are submitted by the Vice President to the Human Resources Department by Thursday.
Vice President of Academic Affairs Administrative Coordinator will forward the Position Management Forms to
the schools via email and hard copies are forwarded to Human Resources.
8.
Once the form has been approved, the school may submit the posting in People Admin with the approved
Position Management Form uploaded in the documents tab.
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