Position Management

Position Management

Positions are used to indicate roles/describe a set of tasks within the University. Attributes of each position include the grade, title, classifications, FT/PT status and academic rank as well as a job description, and other descriptors.  Position management is the process by which departments determine how jobs are defined, how many positions are needed, and what the organizational structure should look like.


Whenever there are changes to the existing organizational structure, consult with your Client Manager to establish that positions are set up properly and that any position changes are documented and processed correctly.

Good position management reflects current staffing levels of the University as well as provides an accurate historical account of incumbent data.

For information on how to obtain new administrative or academic position numbers, access the How to Obtain a Position Number job aid.

Reference the Position Management Chart for position numbering structure, job codes, classified indicator, academic rank and position hierarchy.

Review the Multiple Position Summary Chart for information on valid combination of positions for an employee.


For new hires in new administrative positions, consult your Client Manager to obtain a new position number to indicate on the PAF.

For existing positions, submit changes to existing positions via a PAF after consulting with your Client Manager.

  1. Generate an Active PAF for the employee from the Employee Personal Information page in the Manager Self-Service section of the People @ Columbia system. For information on how to print PAFs, access the MSS guide
  2. Enter the Action / Reason codes and effective date at the top of the PAF (see the chart below)
  3. In the appropriate sections of the PAF, draw / type a single line through information that needs to be changed and print / type the new information in the updated fields. Verify that the form is complete, sign it, attach the appropriate documentation and route it to the appropriate office for approval, along with the required supporting paperwork for the transaction

Reference the “How to Complete a PAF” job aid for information on field entry.

Action / Reason Codes (Manage Positions)

Below are the applicable action / reason codes for Position Management.  Enter these on the top of the PAF form to indicate the purpose for the submission.


PAF / HRPCAction CodeReason CodeReasonDescription
PAFPOSJRCJob ReclassificationReclassify a position
HRPC ONLYPOSNEWNew PositionCreate a new position.
HRPC ONLYPOSSTAPosition Status ChangeChange position status (e.g. Active to Inactive).
PAFPOSTILTitle ChangeChange the position title.
PAFPOSUPDPosition Data UpdateChange the position data (e.g. FT to PT).
PAFPOSXFRTransferMove position to another department.

Click here for a complete listing of Action / Reason codes.