Blueprint to Create New Merit Position Description
11/1/2011
This blueprint will assist you in creating a new Merit position description (PD). The numbered headers correspond to the
red tabs in PeopleAdmin. Because not all tabs are needed, not all of them are included in this blueprint. *Required
information is denoted with an asterisk.
1. Action Justification
Are you going to fill this position?
Justification for Action
Other Comments to HR
(Employee or Supervisor comments)
Department Recommendations to HR
Department Comments to HR
(Manager or Department Chair comments)
College/Division Recommendations to HR
College/Division Comments to HR
Contact Person
__ Yes
__ No
Why has the need for a new position come up (Transfer, volume, etc…)
(select from list)
(select from list)
(person to contact regarding this request if other than supervisor)
Contact person phone
Contact person email
Exempt from P&S policies
FLSA Exempt
Confidential Position
2. Copy From Other Position
Search positions to Copy
Position Number
Employee First name
Supervisor’s Name
Primary Employing
Department (Select for list)
3. Proposed Title
Search Titles to
Assign to this
Position
Job Title (Select for
list)
Job Category
(Select for list)
No
Yes
No
This is an area in which you could use an existing PD to duplicate for
your current PD. For instance, if hiring more than one candidate into
an NOV.
Job Title (Select for list)
Employee Last Name
Title Code (Select for list)
(you must complete portion below before you can continue to next Tab.)
Title Code (Select for list)
Page 1 of 12
Blueprint to Create New Merit Position Description
11/1/2011
This blueprint will assist you in creating a new Merit position description (PD). The numbered headers correspond to the
red tabs in PeopleAdmin. Because not all tabs are needed, not all of them are included in this blueprint. *Required
information is denoted with an asterisk.
4 Position Information
You may save your work at any time by clicking on the View Action Summary or Preview Action
button below and choosing the Save without submitting status option.
Tabs with checkmarks contain fields that will populate the Notice of Vacancy.
Applicants will see information coded in blue
*Required information is denoted with an asterisk.
Position Number
Title Code
Pay Grade
Job Category
* Base of Employment
(For Merit positions select only E or H)
* Number of Months Employed Per Year
* Fraction
* Primary Employing Department
College or Division
Additional Employing Department 1
Additional Employing Department 2
Additional Employing Department 3
WORK ADDRESS
Where employee will be working, not
mailing address
On Campus Building (Pick one)
Room
Off Campus Location City
State
Zip
Work Phone (xxx-xxx-xxxx)
* Supervisor's Name
Supervisor's Title
Supervisor's Work Address
Supervisor's Work Phone (xxx-xxx-xxxx)
* Supervisor's Work Email
Supervisor's University ID
Account Number(s)
* Employees Authorized to Access
Position Description (Please select hiring
(select from list)
(select from list)
(select from list)
(select from list)
(select from list)
(select from list)
(select from list)
(select from list)
(select from list)
(select from list)
Page 2 of 12
Blueprint to Create New Merit Position Description
11/1/2011
This blueprint will assist you in creating a new Merit position description (PD). The numbered headers correspond to the
red tabs in PeopleAdmin. Because not all tabs are needed, not all of them are included in this blueprint. *Required
information is denoted with an asterisk.
4 Position Information
You may save your work at any time by clicking on the View Action Summary or Preview Action
button below and choosing the Save without submitting status option.
Tabs with checkmarks contain fields that will populate the Notice of Vacancy.
Applicants will see information coded in blue
*Required information is denoted with an asterisk.
supervisor and any others who need
access to the position description. Those
with department, college or HR access do
not need to be selected.)
Employee who should be able to access
this Position Description
* Job Summary
Briefly describe the basic purpose of the
position. (Information entered here will
default to the NOV to be used for
recruiting purposes.)
Qualifications
* REQUIRED QUALIFICATIONS
*These should always match up to the minimum
qualifications the position lists under its’ generic job
description.
PREFERRED QUALIFICATIONS
Special Qualifications: Please list special
qualifications in addition to require
qualifications for this classification.
KNOWLEDGE, SKILLS AND ABILITIES
Describe specific knowledge, ability, and
skill requirements of this position.
Training: Assuming that a new employee
on this job has the necessary education
and experience to qualify for the position,
what training is necessary to achieve an
acceptable performance level after the
employee is on the job?
5. Supervision
To add a new entry, click the Add a New Entry button below. To edit an existing entry, click the Edit
link. To delete an entry, click the Delete link.
Page 3 of 12
Blueprint to Create New Merit Position Description
11/1/2011
This blueprint will assist you in creating a new Merit position description (PD). The numbered headers correspond to the
red tabs in PeopleAdmin. Because not all tabs are needed, not all of them are included in this blueprint. *Required
information is denoted with an asterisk.
Existing Entries
Job Title
Supervised
Head
Count
Hire
5. Supervision- To Add New Entry
Select Add New Entry Button
Job Title Supervised (Select from the dropdown menu the job title of the employee
being supervised.)
Head Count (Number of people under job
title selected, being supervised.)
FTE (Full Time Equivalent – Example: Two
employees who work half time represent 1
FTE)
Hire (Are you responsible for making the
hiring decision for this positions?)
Discipline (Are you responsible for
enforcing adherence to work rules,
policies, and performance expectations?)
Sign Evaluation (Do you conduct and sign
the performance evaluation form for this
employee?)
Terminate (Do you have the authority to
terminate employment of this employee?
Train (Are you responsible for teaching the
skills needed to do this job?)
Assign work (Do you assign daily tasks to
this employee?)
Check Work (Do you make sure the
employee’s job is done according to
performance expectations?)
Discipline
Train
Sign
Eval
Termina
te
Assign
Work
Check
Work
(select from list)
_yes
_no
_yes
_no
_yes
_no
_yes
_no
_yes
_no
_yes
_no
_yes
_no
Page 4 of 12
Blueprint to Create New Merit Position Description
11/1/2011
This blueprint will assist you in creating a new Merit position description (PD). The numbered headers correspond to the
red tabs in PeopleAdmin. Because not all tabs are needed, not all of them are included in this blueprint. *Required
information is denoted with an asterisk.
6. Complexity
Please indicate total percent of time spent
supervising
Describe the nature of your responsibility
for money, machines, equipment, supplies.
What loss can occur through an honest
error? Losses include both dollar outlays
and non-monetary or human
considerations.
Records and reports: What records or
reports do you prepare which require you
to gather, analyze, and summarize data?
What is the source of the data for the
records of reports?
Does the position require work
knowledge beyond the duties of this job?
If so, state examples below.
Work in own department:
Work in other departments:
University policies:
Are externally imposed deadlines a routine
part of the duties of this position excluding
those established by one’s supervisor or
department head? If so, give illustration.
Is responding to questions and problems
on an immediate basis a regular daily
aspect of this position? Give specific
examples.
Checking of incumbent’s Work: How, by
whom, and with what frequency is your
work inspected, checked or verified?
7. Personal Interaction
Select Add New Entry Button
*Institutional Group
*Purpose of Contact
*Frequency
(select from list)
(select from list)
8. Equipment/Software
Select Add New Entry Button
Page 5 of 12
Blueprint to Create New Merit Position Description
11/1/2011
This blueprint will assist you in creating a new Merit position description (PD). The numbered headers correspond to the
red tabs in PeopleAdmin. Because not all tabs are needed, not all of them are included in this blueprint. *Required
information is denoted with an asterisk.
*Type of Equipment/Software
*Percent of Time During Average Day
*Is use of this equipment/software
Essential of Non-Essential
If essential, please list task frequency and
reason for use.
(select from list; essential or non-essential)
9. Proposed Job Duties
On this screen, please list in detail, the job functions and duties assigned to this position and estimate
the percentage of time given to each function. Percentages must add up to 100%.
To add a new entry, click the Add a New Entry button below. To edit an existing entry, click the Edit
link. To delete an entry, click the Delete link.
Existing Entries
Total Percent of Time:100
Essential
Duty?
Duties
% of
Time
No
Other duties as assigned (This should always be included in the duties.)
5
Add New Entry Button
*Required information is denoted with an asterisk.
*Is this an essential duty
_yes
_no
*Description of Regularly Performed Duty
(Examples are linked)
*Percent of Total Time
Page 6 of 12
Blueprint to Create New Merit Position Description
11/1/2011
This blueprint will assist you in creating a new Merit position description (PD). The numbered headers correspond to the
red tabs in PeopleAdmin. Because not all tabs are needed, not all of them are included in this blueprint. *Required
information is denoted with an asterisk.
10. Other Essential Functions
Describe the working conditions of your job,
including any unpleasant features like heat,
cold, exposure to chemical substances, etc.
Take into consideration lighting, temperature
extremes, noise or air pollution, work hazards
and the possibility of disease. Describe the
amount of physical dexterity of hand
operations or other coordinated motions
which the job regularly requires, e.g.
eye/hand coordination in operating a
keyboard or manual dexterity and exactness
in the use of hand instruments.
*There will be a checklist that follows. With
the headings; Lift, Pull/Push Activity, Physical
Requirements, Physical Surroundings and
Hazards. You are not required to fill it in;
rather you can use it as a guide to help
include physical activities, characteristics and
work environments that could be applicable.
Page 7 of 12
Blueprint to Create New Merit Position Description
11/1/2011
This blueprint will assist you in creating a new Merit position description (PD). The numbered headers correspond to the
red tabs in PeopleAdmin. Because not all tabs are needed, not all of them are included in this blueprint. *Required
information is denoted with an asterisk.
11. Documents
Attach Memo; Organization Chart, pre-planning tool, etc. A memo could be a paper PD, which is not
necessary for creating a new Merit PD. An organizational chart is required. PPT is also required and
used to show the action has the support from the entire unit as well as the budget needed.
Attach /
Document Type
Attached Document
View
Remove
Document
Memo
(optional)
Organizational Chart
(required)
Personnel Planning Tool/Pre-Hire Approval
Page 8 of 12
Blueprint to Create New Merit Position Description
11/1/2011
This blueprint will assist you in creating a new Merit position description (PD). The numbered headers correspond to the
red tabs in PeopleAdmin. Because not all tabs are needed, not all of them are included in this blueprint. *Required
information is denoted with an asterisk.
12. Vacancy Information
Tabs with checkmarks contain fields that will populate the Notice of Vacancy.
Applicants will see information coded in blue
Would you like to have a Guest User for this NOV?
If yes, provide a password of at least 6 characters.
Are you advertising as a series (multiple
classifications)?
Number of Vacancies
(options include; 1, 2, 3, pool)
If applicable, additional position numbers to be
used
Advertisement
Advertised Title
(select one)
Advertised Employing Department
Appointment Type
(select one)
Proposed Start Date
Proposed End Date for Term or Temporary
Positions
Hours/Days of Work (Merit Only)
Number of hours/week (Merit Only)
Shift (Merit Only)
Salary
Special Conditions
Application Instructions
Pass Message
Fail Message
To ensure consideration, submit application by:
Web End Date
Location (if other than Ames)
Recruitment
Type of Advertisement
Waiver of Advertisement & Temporary Hires
Rationale for Waiving Advertisement
Page 9 of 12
Blueprint to Create New Merit Position Description
11/1/2011
This blueprint will assist you in creating a new Merit position description (PD). The numbered headers correspond to the
red tabs in PeopleAdmin. Because not all tabs are needed, not all of them are included in this blueprint. *Required
information is denoted with an asterisk.
For waiver, name of intended hire(s)
Recruitment Planning
Affirmative Action Underutilization
Information
Recruitment Resources
List of recruiting resources that you
intend to use to advertise the
vacancy.
Indicate which specific website,
placement office, trade journal,
newspaper or other resource that you
intend to use.
Type of Application
___ ISU Employee
___ Website (other than ISU Employment Opportunities)
___ Placement Office
___ Trade Journal
___ Newspaper
___ Other
____ Employment Application with Education and Work
History
____ Employment Application
Documents which can be associated
with this posting
____ Resume/Curriculum Vitae
____ Letter of Application/Cover Letter
____ Reference Contact Information
____ Statement of Career Goals
____ Statement of Teaching and/or Research Interests
____ Other
Documents that must be associated
with this posting
____ Resume/Curriculum Vitae
____ Letter of Application/Cover Letter
____ Reference Contact Information
____ Statement of Career Goals
____ Statement of Teaching and/or Research Interests
____ Other
Background Check
When would you like to conduct the background
check?
If other, explain:
*Options are: -At interview approval (all finalists)
–At hire approval (selected candidate only) -Other
What type of background check would you like to
conduct?
*Options are: -Best practices –Best practices +
national sex offender –Best practices with credit –
Page 10 of 12
Blueprint to Create New Merit Position Description
11/1/2011
This blueprint will assist you in creating a new Merit position description (PD). The numbered headers correspond to the
red tabs in PeopleAdmin. Because not all tabs are needed, not all of them are included in this blueprint. *Required
information is denoted with an asterisk.
Credit only –India –Nepal
Descriptions and Costs of Background Checks
Note: Administrative positions (chairs, directors,
deans and higher) require a credit check per the
Employment Verification and Background Checks
policy.
Rationale for a credit check:
13. Screening Questions
You may create questions that will be asked of each applicant as a supplement to their application. A
closed ended question may be used as a disqualifying question or the answers may be assigned points
in order to rank applicants.
You may create questions that will be asked of each applicant as a supplement to their application. A
closed ended question may be used as a disqualifying question or the answers may be assigned points
in order to rank applicants.
*These should correlate to your preferred qualifications. You can search for existing questions by
keyword in PeopleAdmin for ideas. You will have the option of searching for existing questions by
Keyword.
-Select Add a Question
14. Points for Screening Questions
If you created a closed ended question in the
previous section, you may assign points to the
answers. You may also designate an answer as a
disqualifying answer.
Questions? Email Recruitment & Employment or
call 515-294-4800 or Toll Free: 1-877-477-7485.
Tabs with checkmarks contain fields that will
populate the Notice of Vacancy. Open-ended
questions will not be visible on this tab, but will be
visible on the summary page.
15. Next Reviewer
When starting an action, select the first approver's name from the drop down list, click on the View
Action Summary or Preview Action box and send the action to the next approver. If you are an approver
in the approval chain, add your initials and any comments in the box below, elect the next approver's
name from the drop down list, click on the View Action Summary or Preview Action box and send the
action to the next approver. To route to HR, add your initials and any comments in the box below, click
Page 11 of 12
Blueprint to Create New Merit Position Description
11/1/2011
This blueprint will assist you in creating a new Merit position description (PD). The numbered headers correspond to the
red tabs in PeopleAdmin. Because not all tabs are needed, not all of them are included in this blueprint. *Required
information is denoted with an asterisk.
the View Action Summary/Preview Action button and select action status of Submit for HR Review.
Next Approver
Approver Initials and Notes
Page 12 of 12