View Position Details
Pooled Student

Take me to the View Position Details section of HRMS. go_button

The View Position Details page, shown below, serves as a portal to extensive position-related information. You can access this page by selecting the Position|Details tabs from any page header.


  1. To view details for a specific pooled student position within your department, enter the position ID in the text field, using the lookup as needed, and select a View as of date (the default is today's date) by clicking the calendar icon or by entering the date manually using the MM/DD/YYYY (month/day/year) format.
  2. Click Go.

The following information appears on the View Position Details page. NOTE: Click the Help icon (help_link) for details about a specific block of information. If applicable, the [edit] link enables you to modify and save specific information. If the position's purpose or functions have been revised/updated, a history icon (see legend below the Navigation Menu) will be displayed. Click the icon to view the corresponding history of changes.

    Information in this section provides basic attributes of the position:

    • Position ID (status) – The unique ID number assigned to a position when it is created. A position has one of the following statuses: Pending, Active, Inactive, Future, Ended (Expired), In Process, or Cancelled. (Click here for more information.)

    A job code is a unique four-digit numeric designation assigned to a specific job title. The Job Code System at The University of Texas designates, preserves, and maintains the university’s job titles as they relate to the official pay plan. A standardized job description—which includes job code, job title, purpose, requirements, and other relevant attributes—is available for certain job codes.

    Terms appearing in this section:

    • Job Title (code) – The title as listed in the Pay Plan along with its corresponding numeric designation.
    • Job Category – Job Category is used to group job codes for reporting, routing, and auditing purposes. (Click here for more information.)
    • FLSA Status – The Fair Labor Standards Act (FLSA) of 1938 applies when an employee is on leave without pay (LWOP) and has FMLA coverage due to a Workers' Compensation Insurance injury. The act also requires that covered non-exempt workers receive overtime pay at 1.5 times the employee's regular pay rate for all hours worked over 40 hours in a seven-day workweek. In addition, employees must be paid at least the federal minimum wage.
    • Basis – The duration of an employee’s assignment—typically nine or 12 months.
    • Security Sensitive – Security-sensitive positions are those that require a criminal background check.
    • Recruiting – HRMS notes that recruiting is not allowed for student positions.
    • Background Check Account – The departmental funding source that subsidizes the costs of criminal background checks. NOTE: The university requires that criminal background checks be run on all applicants hired for security-sensitive positions. (Click here to view university policy.) The cost of background checks is subsidized by a departmental funding source. When creating an assignment for a security-sensitive position, you must enter an account number so that the background check can be requested. If no account number is entered, the assignment document cannot be processed.
    • Work Study Eligible – Indicates whether student meets the requirements for work study employment.

    A reporting structure identifies the hierarchical relationships among university entities (e.g., people, positions, departments). The structure is often represented graphically as a chart that shows who reports to whom. In some cases, a position might report to more than one supervisor or department. In addition to maintaining the university’s chain of command, the reporting structure ensures a process for efficient information sharing.

    Terms appearing in this section:

    • Owning Unit (code) – The name and code of the position's originating unit.
    • Primary Reports To – The following information is displayed:
      • Job Title (Position ID) – The title and assigned position ID number of the Reports to supervisor.
      • Incumbent Name (EID) – Reports to supervisor's name and EID.
    • Secondary Reports To – If applicable, this information is displayed:
      • Job Title (Position ID) – The title and assigned position ID number of the secondary Reports to supervisor.
      • Incumbent Name (EID) – Secondary Reports to supervisor's name and EID.

    The objective of a position refers to the role that the position plays in helping a department achieve its goals. The position's function alludes to the necessary duties, activities, and efforts that must be performed to ensure that those goals are achieved.

    Terms appearing in this section:

    A position embodies the attributes of a specific job and is referenced by a unique six-character alphanumeric ID number. The position occupies a place on the department's organizational chart.

    Terms appearing in this section:

    • Incumbent – Identifies the student as being in a pooled position. Click the link to view the position's Incumbent List.
    • Max Number of Assignments Allowed – Number of assignments allowed for the pooled position.
    • Nbr Incumbents in Position – Number of incumbents currently assigned to the pooled student position.
    • Source Document ID – The document that was last processed on the position.
    • Origination Date – The date the position is available to be filled for the first time—recognized as the date the “box” shows up on the organizational chart.
    • End – The date on which a position terminates. (Click for more information.)
    • Recurring – Designated when the position is created, this attribute identifies the begin and end dates that an incumbent may be assigned to the position throughout each yearly cycle. (Click here for more information.)

    • Pay Type The rate by which the incumbent's salary is paid: monthly or hourly.

    • Hours per Week (percent time) Number of hours assigned to the incumbent. Percent time equals the percentage of an assignment's total hours in relation to a 40-hour work week. (Click here for more information.)

    • Workdays Work days assigned to a position for each work week. (Click here for more information.)

    • Position of Special Trust – Any position that gives incumbents special privileges or elevated access to systems or Category-1 data. (Click here for more information.)

    • Pooled Position – Identifies the position as being poolable.
    • Benefits Eligible – A position that requires more than 20 hours of work per week and spans more than 134 days makes it eligible for health insurance, paid leave, etc.

    • Retirement Plan – Identifies the retirement plan selected by the incumbent.

    • Drive U.T. Vehicle – Indicates whether driving a university vehicle is an essential function of the position.

Take me to the View Position Details section of HRMS. go_button