From the Human Resources screen, select the Maintenance menu, Positions, and then Positions.
At the Positions screen, click the New Record button.
Note: For any field equipped with the repeat function, click the Repeat button or press the Ctrl+R keys to repeat the previous entry for the specified field. The repeat function is only available after your initial entry.
Enter the ID of the position title to add as a position within the school district in the Position Title ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Note: Only the position titles with a Position Type Usage of Internal or Both can be entered or selected for this field.
Enter a description for the specific position assignment in the Position Description field, if desired. The description can be up to 50 characters in length.
Enter the ID of the site where the employee holding the position will be located in the Site ID field, if desired. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Enter the ID of the building where the employee holding the position will be located in the Building ID field, if desired. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Enter the ID of the department for which the position is included in the Department ID field, if desired. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Enter the FTE for the position in the Position FTE Value field, if desired. The number for the FTE can be up to 6 digits long (including the decimal point) and will be rounded to 4 decimal places by the system if capable.
Note: If the position will be split amongst two or more employees who are sharing the job, enter only the total FTE for the position in this field; then when tying the employees to the particular position, the FTE for each individual employee can be specified.
Enter the phone number by which the employee holding the position can be reached in the Office Phone Number field, if desired. The system will automatically add the dashes for the phone number using the following formats: 1) ### - #### if 7 digits are entered, 2) ### - #### x ## if 8 or 9 digits are entered, 3) ### - ### - #### if 10 digits are entered, and 4) ### - ### - #### x ## if 11 or more digits are entered.
If applicable (and only if not entered as part of the phone number in the Office Phone Number field), enter the extension by which the employee holding the position can be reached in the Extension field, if desired.
If applicable, enter the cell phone number associated with the position in the Cell Phone Number field, if desired. The system will automatically add the dashes for the cell phone number using the following formats: 1) ### - #### if 7 digits are entered, 2) ### - #### x ## if 8 or 9 digits are entered, 3) ### - ### - #### if 10 digits are entered, and 4) ### - ### - #### x ## if 11 or more digits are entered.
Select the Active field to stipulate the position is currently available within the school district and is either filled by an employee or open (vacant) and waiting to be filled. A checkmark will appear in the box if the field is selected. When adding a new position, this field is selected by default.
To tie an employee to the position, complete the following:
In the blank line (indicated with an asterisk) at the bottom of the Position Employees List (located in the upper right corner of the screen), enter the ID of the employee holding the position in the Employee ID field. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature.
Enter the ID of the evaluation type used for the employee in the specified position in the Evaluation Type ID field, if desired. If the ID is not known, click the down-arrow button to select the correct one, or press the Ctrl+F keys to access the search feature. The evaluation type as entered for the particular position title in the Position Title File will appear as the default, but can be changed if needed.
Enter the FTE for the particular employee for the specified position in the Position Employee FTE Value field, if desired. The number can be up to 6 digits long (including the decimal point) and will be rounded to 4 decimal places by the system. The FTE for the position will appear as the default, but can be changed if needed.
Note: If the position is split amongst two or more employees who are sharing the job, enter only the FTE for the particular employee here, and then enter the additional employee(s) to the position with the remaining FTE value(s).
Enter the date when the employee started working in the specified position in the Position Start Date field. Use the mm/dd/yyyy format or click the down-arrow button to select the correct date.
Leave the Position End Date field blank when adding an employee who is currently in the specified position.
Note: Only complete the Position End Date field if the employee is no longer working in the specified position or the employee will stop working in the position on a certain date in the near future (as will indicate the position is open and waiting to be filled). If entering an end date, use the mm/dd/yyyy format or click the down-arrow button to select the correct date. The date entered in this field must be on or after the date entered in the Position Start Date field.
If applicable, repeat these steps until all the employees have been tied to the specified position.
Note: If desired, employees can also be tied to a position from within the Employee File (on the Positions screen).
Click the Save button.
Note: If a position does not have an employee assigned, or there are employees assigned but with both the Position Start Date and Position End Date fields completed, the position is considered open (vacant).