Policies and Procedures
Classified and Unclassified Employees
Managing Position Descriptions in GUS
(updated 08/11/2011)

 

Position descriptions for classified and unclassified positions are accessible in GUS.  The following instructions will help supervisors manage the documents electronically.

 

To access the Position Description through the Electronic Position Description menu:

  1. Log in to GUS
  2. Access the Payroll and Personnel Information menu
  3. Access the Electronic Position Description menu for the department, if necessary.
    1. You will see a table with positions that report to you.
    2. The table will have an x in the column Official Job Desc if the position has an Official Position Description - the official PDF file of the signed document.
    3. Click on the Position Number link.
    4. Click on the Official Position Description link to view the signed copy of the position description.
  4. Click on the Position Number link to see details about the position.
  5. Click on the View Attachments link at the top of the page.
    1. Click on Position Description in the Download Documents box.  This will open the Word file that can be updated.
    2. Click on the Official Position Description in the Download Documents box to view the PDF file that will have supervisory signatures.
  6. The employee will have access to the Official Position Description only.
  7. If you update the Word file, be sure to upload it to the Position Inventory and obtain signatures on the paper copy.  See instruction below.

 

To access the Position Description through the Position Inventory:

  1. Log in to GUS
  2. Access the Hiring Process V2 Menu
  3. Access the Position Inventory menu and select the department, if necessary.
    1. From the drop down box, choose the Position Type you want to view - All, Classified, Unclassified, Graduate Assistant or Student.
  4. Locate the position on the Position Inventory and click on the Position Number link to see details about the position.
  5. Click on the View Attachments link at the top of the page.
    1. Click on Position Description in the Download Documents box.  This will open the Word file that can be updated.
    2. Click on the Official Position Description in the Download Documents box to view the PDF file that will have supervisory signatures.
  6. The employee will have access to the Official Position Description only.
  7. If you update the Word file, be sure to upload it to the Position Inventory and obtain signatures on the paper copy.  See instruction below.

To upload a new or revised Position Description and other documents in GUS:

  1. Follow step #1 to #5 in To Access the Position Description through the Position Inventory.
  2. Click on Position Description in the Upload Documents box.
  3. Click on Browse to locate the Word file on your computer.
  4. Select the Word file and click Upload.

Follow these same steps to upload an Organization Chart and other documents by selecting the appropriate document type in the Upload Document box.

 

Printed copy of the Position Description:

The supervisor must print a paper copy of the position description and route for signatures.  The document reviewed by HRS and EEO as needed.  A copy of the document with signatures is scanned into a PDF file and loaded as the Official Position Description by HRS.  The employee will have access to the Official Position Description only.