Glossary of Actions

Acting Appointment Process

Steps: The STAFF ACTION REQUEST FORM (860k PDF) should be approved 30 days prior to the requested appointment period.  Once approved, submit to our office the completed/signed acting appointment form (1.1MB PDF) for an approval signature, then::

  1. Under the Position Management (orange) tab in ROCS, initiate a position request and upload the following documents:
    • approved SARF
    • approved acting appointment form
    • completed/signed acting appointment
    • signed/dated CARF
    • org chart
  2. Transition the position request through ROCS using the appropriate workflow (Auth 1 – Budget – Auth 2). Upon review, our office will transition the request to UHR.
  3. UHR will process the transaction and notify the department/SEBS-HR. Acting Pay will be effective based on the dates approved on the acting appointment form.

***Min/Mid/Max Ranges: 5–15%***

For more information read the University Policy on: policies.rutgers.edu/view-policies/human-resources-hr-section-60

Equity Review

Equity inquiries can only be requested by a supervisor. Our office may request that supervisors provide us with a current resume of the employee you are inquiring about to complete the equity review.

Job Description Review

Supervisors can prepare a new CARF to submit for review when making minor modifications/clarifications to an existing CARF. Such changes would not result in a new title/grade.

In-Grade Salary Adjustments (Additional Duties)

Steps: The STAFF ACTION REQUEST FORM (873k PDF) should be approved in advance of the requested action. Once approved, submit to our office the completed/signed in-grade salary form for review/benchmarking, and an approval signature, then:

  1. Department Initiator will access HCM to determine the employee’s current annual salary. The exact amount (including cents) will be required for the completion of the form. Under the Position Management (orange) tab in ROCS, initiate a position request and upload the following documents:
    • Current CARF with new duties (please make sure all fields are populated and well described in areas 1–7) and that the CARF is signed/dated by your Chair/Director
    • Org Chart
    • Completed Salary-In Grade Form
    • Salary In-Grade Questionnaire Responses
    • Updated Resume
  2. Transition the position request through ROCS using the appropriate workflow (Auth 1 – Budget – Auth 2). Upon review, our office will transition the request to UHR.
  3. UHR will process the transaction and notify department/SEBS-HR. This transaction becomes effective the payroll date following UHR's receipt of the submitted request in ROCS.

Employees can only submit an in-grade salary adjustment once every 12 months.

***In-Grade Salary Adjustment Range is up to 10%***

For more information read the University Policy on: policies.rutgers.edu/view-policies/human-resources-hr-section-60

Overtime

Steps: Overtime requests should be sent to SEBS-HR for review/approval.

  1. Email requests should include a spreadsheet detailing the following for review:
    • Days of Work
    • Hours of Work
    • Description of Work to be Performed
    • Is this a one-time request, indicate anticipated end date of work/project.
  2. SEBS-HR will review and respond by email with an approval or request for additional information (if applicable).

For more information read the University Policy on: policies.rutgers.edu/view-policies/human-resources-hr-section-60

Lateral Moves

Note: A minimum of 5% up to a maximum of 15% salary increase at the discretion of the hiring authority can be added to the employee’s current salary.

Promotions (Internal)

Note: A minimum of 5% up to a maximum of 15% salary increase at the discretion of the hiring authority can be added to the employee’s current salary.

Reclassification

Steps: The STAFF ACTION REQUEST FORM (873k PDF) should be approved in advance of the requested action. Once approved:

  1. Department Initiator will prepare a position request in ROCS under the Position Management (orange) tab that will include:
    • Current CARF
    • New CARF with (with all new duties/tasks highlighted in yellow for ease of review). Please make sure all fields are populated and well described in areas 1–7) and that the CARF is signed/dated by your Chair/Director
    • Reclassification questionnaire responses
    • Updated Org Chart
    • Updated Resume
  2. Transition the position request through ROCS using the appropriate workflow (Auth 1 – Budget – Auth 2). Upon review, our office will transition the request to UHR.
  3. UHR will process the transaction and notify department/SEBS-HR. This transaction becomes effective the payroll date following UHR's receipt of the submitted request in ROCS.

***Department Chairs/Director can submit Reclassification Requests on behalf of their Employees once every 12 months***

SEBS-HR reviews any potential salary increases that may result from reclassification/promotions to ensure pay equity across the school..

A bachelor's degree is preferred for any newly reclassified (MPSC) title that will supervise Class 1 employees. Completion of the Supervisory Certification Program must be completed within 90 days of the start of their newly reclassified appointment (visit the OneRed training portal).

Supervisors perform human resource duties, may recommend employee training, manage paperwork surround performance evaluations, worker grievances/layoffs, make hiring recommendations, and independently prepare job descriptions. Supervisors may coordinate projects, prepare/present reports and oversee budgets, making recommendations for expenditures.

Employers may hire supervisors without a bachelor’s degree if they have prior experience in a leadership role and can show courses in a business administration program that include management, organizational behavior and human resource management, which prepare the supervisor to direct and lead others in a work setting.

For more information read the University Policy on: policies.rutgers.edu/view-policies/human-resources-hr-section-60

Self-Initiated Classification Review

Steps: Department Initiator will prepare a self-initiated classification request in ROCS in the orange tab along with the following:

Determinations are made within eight (8) weeks and effective the date your email request was received by the classification team. UHR will notify employee/SEBS-HR of any processing changes.

This transaction becomes effective the payroll date following UHR's receipt of the submitted request in ROCS

***Employee can Reclassify once every 12 Months***

For more information read the University Policy on: policies.rutgers.edu/view-policies/human-resources-hr-section-60

Transfers

The processing of staff employee records for those who are transitioning into SEBS to accept new employment from other departments/units across the university will be handled by UHR. In this case, a staff offer letter is not required. However, if the transition is from a school that falls under Robert Wood Johnson/UMDNJ/or any of the associated medical schools, our office must be contacted well in advance of our office receiving a recommendation to hire packet so we can consult with UHR as these schools use different salary tables.