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Kansas State University

Key Terms

Position Description DA-281-2 (Special)
The official description of an individual classified position or job. The position description is the primary data collection document designed to gather information about the specific assignments and characteristics of a single position. It forms the basis for allocation and reclassification decisions and is also used to document information for purposes of employee selection, essential function determinations and the Fair Labor Standards Act. Every classified regular position must have an approved position description on file with Position Administration, Division of Human Resources. See PPM 4210 for assistance on completing this document.
Position Description for Unclassified Professionals PER-23
This form is to be completed for all unclassified professionals (not faculty) and is used to determine the overtime status (exempt/nonexempt) of positions.
Position
Specific duties and responsibilities assigned to and performed by an individual.
State Specifications for Civil Service Classifications (the "Specs")
The State’s official outline of a particular classification that indicates the title, job code and pay grade of a class; a generalized description of the work performed; and the minimum qualifications required to perform that work. These descriptions are guidelines for classification and are not to be used as task statements on position descriptions.
Minimum Requirements
The minimum amount of education and/or experience required for a class or position as determined by the State of Kansas and that appear in the State Specifications for Civil Service Classifications.
Budgeted
The process of adding a position to the budget as the first step in creating a position. After FTE (% of time) and funding have been identified or approved by the Budget Office, a position number is generated listing the requested classification, pay grade, and other particulars of the position as the final step in the budget process. This creates a "shell" of a position in preparation for use. Although it is considered budgeted, it is also considered unallocated at this point. The position is not approved for use until the allocation review process is complete.
Full-time Equivalent (FTE)
The term FTE refers to the percentage of time and the amount of that percent budgeted for a particular position. A full-time position is budget at 1.0 (100%).
Allocation
The review process of a newly budgeted position to confirm or reassign the requested position to the appropriate classification. When the approval process is complete, the position is considered established and ready for use. See Procedures for Allocation and Reclassification Requests.
Reclassification
Reassignment of a position to a more appropriate classification when duties and responsibilities have changed either in kind or level. See Procedures for Allocation and Reclassification Requests.
Update (of Position Description)
Position Descriptions are often updated when new tasks are added or there are changes in schedule, supervision or other modifications, that will be a permanent part of the position but that do not change the classification. The revised position description is considered an "update" but will be fully reviewed nonetheless to ensure the classification is still correct.
Physical Requirements
Those movements and requirements that are an essential part of the position, such as transporting supplies and equipment, sitting or standing for long periods of time, and so on.
Policy and Procedures Manual (PPM)
Position Administration has two PPMs specific to this unit: PPM 4210, Position Management, and PPM 4220, Fair Labor Standards Act.
Supervisory Roles
Lead worker: Has responsibilities for assigning work to classified employees and training new employees. A lead worker participates in the work being done and contributes to the evaluation of those led.
Supervisor: Hires and recommends disciplinary action and evaluates employee performance. Schedules and approves time off work.
Manager: Supervises other supervisors or managers. Develops and implements policies and procedures as part of their supervisory role. Plans and allocates the resources of people, time and money.