State Universities Civil Service System
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5.5 Position Control Record Information Requirements

Manual: Classification Plan Management

Subsection: Position Control

Employers shall report the following information to the University System Office:

  1. INDIVIDUAL REPORTS AFFECTING EMPLOYEES, due immediately following their issuance, are required for the following transactions: layoff, demotion, dismissal, discharge, disciplinary suspension, and suspension pending discharge.
  2. MONTHLY REPORTS, due no later than 10 working days following the last working day of each month, shall include the following information:
    1. Number of Resignations during the month.
    2. Number of Other Separations:
      1. Retirement
      2. Death
      3. Inability to Return from Leave
  3. QUARTERLY REPORTS shall be due no later than 15 working days following the last working day of each quarter (September, December, March, and June), and shall include the following information for all classes in use listed in accordance with the Index of Classes:
    1. Position Control
      1. Class Spec. Code Number – Class Title – Occupational Area – Rate Type (R, N, P, and E)
      2. Position Number – Employee Name – Date of Appointment – Organizational location.
      3. If applicable, indicate the following additional employee information:
        1. Percent time of appointment if less than 100%
        2. If employee is on leave or layoff more than 30 consecutive work days
        3. If position is vacant
      4. Class Totals
      5. Number of occupied positions
    2. Occupational Area
      1. Number of employees by ethnic and gender within each occupational area (see Example 5.5a).
  4. EMPLOYEES SERVED CHART shall be due no later than 10 working days following the last working day of each quarter (September, December, March, and June), and shall include the following information for both state funded and non-state funded positions as reflected on the last working day of each quarter (see Example 5.5b for the Instructions and Form 5.5c for Reporting):
    • Number of Status Employees;
    • Number of Intern and Apprentice Employees;
    • Number of Temporary Employees;
    • Number of Extra Help Employees; ? Number of Provisional Employees; and
    • Number of Student Employees

Reference Civil Service Rule 250.30
Revised 5/16/2012