ADMIN - Promotion of Administrative Officer or Support Staff Member
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Active PAF
(via MyColumbia Portal)
See "Process" below.

Policy

Columbia University's policy is to ensure opportunity for internal mobility consistent with the University's commitment to equal employment opportunity and affirmative action.  Promotions may result from an upward reclassification of an existing position or from an employee applying for, and becoming the successful applicant for, a new position posted either internally or on the Jobs @ Columbia web site.  Check with HROS, the CUMC HR Office or the Harlem Hospital Affiliation HR Office with specific questions.

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Process

Obtain HROS or CUMC HR approval either on the reclassification of the position or the selection of the employee as the Selectee for a posted position.

Print an Active PAF for the employee from the People @ Columbia system. Draw 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. The Final Approver in HROS or CUMC HR will forward the form to the HRPC.

Active PAF: The form is available through the People @ Columbia system:

  1. Log into the MyColumbia portal (www.my.columbia.edu/) and go to the “Administration” page. Under the Tools menu, click on the People @ Columbia — Self Service, then click on Manager Self Service. This takes you to “People @ Columbia.”

  2. On the left navigation bar in “People @ Columbia,” click on the following folder path: Manager Self Service > Job and Personal Information > Employee Personal Information.

  3. Click on the employee name.

  4. On the “Employee Information” page, click on Generate PAF for Employee. This will generate a PAF with the fields populated for the employee’s information.

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Workflow

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Required Steps & Field Descriptions

Step 1 – Top

Eff. Date, Action, Reason: Indicate Action (e.g., PRO) and Reason from the above table, along with the Effective Date for this Action/Reason.

Step 2 – Position /Salary Information

Position Number: Enter the position number if different than current.

Title: Enter the employee’s title. This can be different from the Job Code title, which is a generic title, especially for administrative employees.

Position Entry Date: Enter the date that the person entered their new position.

Grade: Enter the appropriate grade.

Salary Plan: Select the appropriate value from the list below if there is a change:

1199: 1199 Clerical
211A: Local 2110—Prior to 10/1/97
211B: Local 2110—From 10/1/97 to 3/31/04
211C: Local 2110—On or After 4/1/04
32BJ: 32B-32J Salary Plan
CAFA: Cafeteria Employees—Prior to 1/1/99
CAFB: Cafeteria Employees—On or After 1/1/99
HHT: 1199—Harlem Hospital Tech
L100: Local 100—Faculty House
L95: Local 95—Head Start
MARI: Maritime Crew
NUSS: Non-Union Support Staff
SSA: SSA Plan
SSUG: Support Staff—Ungraded
TWFA: TWU—Facilities—Prior to 3/26/99
TWFB: TWU—Facilities—On or After 3/26/99
TWSA: TWU—Security—Prior to 3/26/99
TWSB: TWU—Security—On or After 3/26/99
XMPT: Exempt Employee Plan

Comp. Rate: Enter the employee’s salary. The amount entered should be the exact amount the individual will be paid from the Appt./Comp. Rate Effective Date to the Appt./Comp. Rate End Date.

Salary Type: Select the appropriate value from CNTRCT (Contract), NAANNL (Annual), NAHRLY (Hourly). Contract (aka Period) Rate is for any finite pay with an end date, and Annual Rate is for ongoing pay.

Appt./Comp. Rate Eff. Date: Enter the date that the person’s compensation rate changed.

Appt./Comp. Rate End Date: Enter the date that the position ended.

Type Sal. Change: Enter PRO or POS.

Reason Sal. Incr.: Select either ORP, PRO or JRC.

FLSA: DO NOT COMPLETE THIS FIELD. It defaults in the People @ Columbia system based on the Job Code.

FT/PT: Select either Full Time or Part Time.

Hours/Week: DO NOT COMPLETE THIS FIELD. It defaults in the People @ Columbia system based on the position data set up for the position.

Step 3 – Authorization/Approvals

Name, Title, Date: The names, titles, and dates of approval of you, any other approver in your department, and the Final Approver for your campus.

HRPC, Title, Date: FOR HRPC USE ONLY.

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Exercises

Exercise 1
Sample Completed PAF (Coming Soon)

Scenario:

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