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Division of Human Resources


Planning a Position

The first step of the hiring process — and perhaps most important — is to think through and plan for all of the steps required to fill a position.

Types of Positions

There are four types of positions that a manager might be required to fill:

  • Full Time Equivalent (FTE) - A numerical value expressing a percentage of time in hours and of funds related to a particular position authorized by the General Assembly. For example, one full-time 12-month position equals 1.0 FTE, while a 9-month faculty position equals .75 FTE.
  • Temporary (including Floaters) - A full-time or part-time non-FTE position created for a period of time not to exceed one year.
  • Research Grant Position (RGP) - A non-FTE position specified in and funded by a federal grant, public charity grant, private foundation grant or research grant under the Life Sciences Act.
  • Time-Limited Position (TL) - A non-FTE position specified in and funded by a federal grant, public charity grant, private foundation grant or research grant.

If you are not sure what type of position meets your needs, please contact the Salary Administration Office. For all academic positions, please refer to the Academic Hiring Packet [pdf].

New vs. Existing Positions

While every department or campus conducts the hiring processes a little differently, as a manager, there are several ways that will help you identify how to classify a job opening in your area. Ask yourself the following questions:

  • What kind of funding or budget is available for this position?
  • Is this an existing position that I need to refill? 
  • Is it a new position? 

New Positions

Once you have confirmed the need for a new position and have secured the funding and FTE approval, a new position description must be submitted to the Salary Administration Office for review and approval through the Position Description online system. A position description template [pdf] may help you get started. 

Existing Positions

If you have an existing vacant position that you wish to refill, you should update the position description to ensure its accuracy. You may log in as a hiring manager to update the position description.

Please contact the Salary Administration Office if you have questions concerning a position description, the online system or if you are not on the Columbia campus. If you have questions concerning funding or need to request a new FTE, please contact the Budget Office on your campus.

Analysis of FTE Baseline Allotment

As a State entity, the University must carefully evaluate and monitor the number of FTE positions that we create and employ. Therefore, it's important that you review your department's FTE baseline [pdf] before you create or change a position. If this action will cause your department to exceed your FTE baseline, you will need to work with your division or college business office, or your campus budget office before proceeding. If you are on the Columbia campus, you will need to complete either the FTE Request Form for Non-Academic Units [pdf] or the Academic Position Request/FTE Form [pdf].