Create a New
Position: General
Non-Pooled University Affiliate
Take me to the Create a New Position section of HRMS. 
Help sections available for the Create a New Position process for non-pooled university affiliates:
Start | General | Purpose & Functions | Document Review
Information related to the non-pooled university affiliate position’s attributes is identified in the Create a New Position: General section. This section can be accessed by clicking General in the document navigation on the left side of the page.
Document summary information and a link that enables you to change your desk/view appear just below the page header.
The Create a New Position: General section is divided into the following subsections:
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General Information
- Position Type – Identifies the university affiliate type. (View more information about university affiliate types.)
- Privileges
Privilege codes refer to entitlements extended to incumbents assigned to university affiliate positions according to their role at the university. Privileges are not required and should be determined based on the role of the position. Privileges are chosen for the position during creation, and the incumbent assigned to the position inherits those privileges. Privileges for a position may be changed through a modify document. Privileges include:
- Treat Like an Employee (0% appointment)* – This privilege level conveys the same accesses and services that are provided to paid employees, including a standard UT ID card.
- Official Visitor* – This applies to individuals who have a short-term (up to 12 months) affiliation with a university agency or program and are sponsored by a department. Official visitors have access to many campus services. Selecting this privilege makes an incumbent assigned to the position eligible for a standard UT ID card.
- UT ID Card (building access) – Proximity cards are UT ID cards with a built-in reader element that allows access to restricted-entry buildings on campus. Select this privilege if incumbents assigned to the position only need a building access card. The cost of the proximity card is billed to the department on the position's incidental account.
- Public Network Access* - Allows incumbents assigned to the position access to the campus wireless network (restricted.utexas.edu). Select this privilege if incumbents assigned to the position only need access to the public network.
*Note: By default, the campus wireless network (restricted.utexas.edu) is not accessible to University Affiliate positions unless the position’s privileges include Treat Like an Employee (0% appointment), Official Visitor or Public Network Access. By selecting one or more of these privileges, the department is sponsoring network privileges for incumbents assigned to the University Affiliate position and takes responsibility for the incumbent’s actions on the network. This entitlement extends the same wireless access and bandwidth allocation as a full time benefits earning staff member (at cost to the university). Departments should only grant this access for uses consistent with the university's mission. Minors may not be granted access to the public network unless the sponsoring department maintains a written networking Release and Indemnification (.docx) form on file.
Visit the ITS ID Center website to read basic information on ID cards, requesting a proximity card, or information on upgrading a UT EID.
- Account for Incidental Expenses – Enter the account number used to cover incidental expenses, which may include a background check or charges for a building access card.
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Job Code Information
- Job Code/Title – The job code is the four-digit number derived from the Job Code system and assigned to a specific university job title. The job title is assigned to the job code in the Pay Plan.
- FLSA Status – University affiliate positions are non-exempt.
- EEO-6 Code – The numeric code assigned to each job title based on the Equal Employment Opportunity Commission (EEOC) job group definitions.
- Hours per week – The number of hours an incumbent assigned to the position would work. This field is optional and populates based on the number of hours entered at the time the position is created.
- Benefits Eligible – University affiliate positions are not benefits eligible.
The Proposed subsection displays the following attributes of the new non-pooled university affiliate position:
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Position Information
This subsection displays the following attributes of the new non-pooled university affiliate position:
- Position of Special Trust – Check this box if the position meets the university's guidelines for a Position of Special Trust.
- Origination Date – The date a position appears on the organization chart.
- Duration – Refers to the designation used to describe a position's longevity. Choices are "Expected to continue," "Terminates on ___" (provide date), or "Terminates on unknown date."
- Pooled – HRMS confirms that this is not a pooled position.
- HRMS advises you that recruiting is not allowed for university affiliate positions.
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Location
Information, presented in editable fields, is grouped by primary and secondary administrative locations.
- Building code – Building where the position is located. Click here for UT Austin campus buildings and codes.
- Floor – Building floor where the position is located.
- Room – Room within the building where the position is located.
- Phone – Phone number assigned to a position.
- Mail code – Mail code for the position. Click for a listing of UT Austin mail codes.
- Fax – Fax number assigned to a position.
- Pager – Phone number of pager assigned to a position.
- Work Location – Select the non-pooled university affiliate position’s work location from the drop-down menu. If you select Out of State, indicate the state or country (if not the United States) where the position will be located. Use the lookups to select the correct abbreviations.
Reporting Structure
The department's unit code and name are presented. Complete the Reporting Structure section by providing the department's URL, the Reports to position ID, and—if applicable—the secondary Reports to position ID. The name and phone number of the primary Reports to and Secondary reports to incumbents are provided; changes to this information are displayed after the page is saved.
- Reset clears all fields; any unsaved work will be lost.
- Save & Verify saves your work and alerts you to any errors or warnings on the page. You can correct the errors now or click Save & Continue and correct them later.
- Save & Continue saves your entries and takes you to the next section, Create a New
Position: Purpose & Functions, or you can resume work on the document at a later time.
NOTE: Any errors identified when you Save & Continue will be carried forward, but they must be corrected before the document can be approved and routed forward. The system will identify errors and warnings and prompt you to correct them after you click Save & Verify.
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