Title Review Guideline for New or Vacant Positions (Academic Staff, University Staff, Limited Appointees)

This guideline applies to all University Staff (ongoing and project) and Academic Staff/Limited (administrative, research, instructional) positions. New and/or vacant positions will be analyzed and titled prior to recruitment. This guideline explains the requirements, roles, and responsibilities in the vacant title review process. Excluded from this guideline are Faculty positions (ranked Faculty and Instructors) and titles in the Executive Job Family (e.g., Chancellor, Provost, Vice Chancellor, etc.)

• Title determinations are made by Human Resources and are strictly based on the duties and functions of the position.
• A change in a position’s duties may or may not predict a change in title.
• Limited designations must be approved by the Associate Vice Chancellor for Human Resources.

1. Hiring Manager determines duties for a new or vacated position. Where warranted, a supplemental position description may be developed to detail responsibilities of the position.
2. The HR Business Partner reviews assigned duties and makes a title determination using “best fit” principles and in comparison to the UW System Standard Job Description (SJD) Job Library.
3. The following circumstances require title confirmation from Central Human Resources (CHR) Subject Matter Expert (SME):
   1. Change in position’s FLSA status.
   2. Positions titled within a director-level title series (e.g., Assistant, Associate, or Full), Officer title, or equivalent/higher positions.
   3. Positions in units that are not yet functioning under Shared Services.
4. Upon approval (if necessary), HR Business Partner may initiate action to fill the position (i.e., recruitment)
5. In circumstances where the Hiring Manager does not agree with the title assignment by HR (HR Business Partner or CHR), a title appeal request may be submitted.