Policies  |  Forms  |  Directory
U.Va. Human Resources
How to Establish a New Position

All positions (staff and faculty) must be established by University Human Resources (UHR) before any hire transaction can be processed in HRMS. A Position Action Form (PAF) must be used to establish all position types - staff, faculty, student, both salaried and wage. The steps for establishing a position are:
Position Review Process

Once a formal request to establish a staff position is received by UHR Compensation Management, the request is logged into a classification database and assigned a tracking number. A confirmation e-mail is sent to the department contact indicated on the PAF as a formal acknowledgement of receipt. For information on timelines for review of submitted paperwork, see Processing Priority and Time Guidelines.
The formal review includes a job analysis of three primary classification factors: (1) complexity, (2) results, and (3) accountability. Complexity of work describes the difficulty of tasks; scope and range of assignments; knowledge, skills and abilities; and nature of contacts. Results are the impact of actions; effect of services; and consequences of error. Accountability describes leadership; judgment and decision-making; and independence of action.
Requests are compared by these factors to role descriptions and comparable positions within the University and State of Virginia. In many cases, clarification of a request and/or additional information may be necessary to complete the review. On the basis of this analysis, UHR Compensation Management will determine the appropriate role title and pay band. Once a determination has been made, UHR Compensation Management notifies management of its findings.

Required Paperwork and Where to Send

Establish Staff (Salaried and Wage): Forward completed PAF, Employee Work Profile (EWP, Parts I & II), and Organization Chart to:
Messenger Mail Address:


UHR Compensation Management
914 Emmet Street
P.O. Box 400127
U.S. Mail Address:

University of Virginia
Charlottesville, VA 22904-4127

Establish Administrative General Faculty (AGF) and Professional General Faculty (PGF): Forward PAF, Position Justification and Position Description (including anticipated salary and funding sources), and Organization Chart to the Office of the Vice President and Provost for initial review. The Provost's Office routes forms to UHR Compensation Management for additional review and final processing.
Messenger Mail Address:

Office of the Vice President and Provost
P.O. Box 400308, Booker House
U.S. Mail Address:

University of Virginia
Charlottesville, VA 22904-4308

Establish Faculty (Teaching & Research and Clinical), Professional Research Staff, and Student: Forward PAF only to UHR Employee Records Management.
Messenger Mail Address:


UHR Employee Records Management
914 Emmet Street
P.O. Box 400127
U.S. Mail Address:

University of Virginia
Charlottesville, VA 22904-4127

UHR and/or Office of the Provost
  • Reviews request
  • Notifies School or Department of approval/disapproval of request
UHR
  • UHR assigns position number and enters information into HRMS
  • UHR notifies the school or department contact that the position is established in HRMS and confirms the position number
Once a position number has been confirmed, a department or school may initiate the recruitment process. For positions hired through University Recruitment and Staffing Division, see Guide to Hiring Classified Staff. For faculty positions, see Hiring and Recruiting on the Office of Equal Opportunity Programs website.