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Using Positions to Assign Registration Roles

Some departments or offices might find it convenient to use positions to assign roles.

The idea is this: Instead of assigning individuals to a role, you assign them to a position, and you associate the position with all the roles it needs.

Benefit of Using Positions to Assign Roles

When there's turnover, you can assign the replacement hire to the single position rather than to all the roles that position needs.

How To

This approach involves defining and maintaining positions, assigning users to positions, and assigning the positions to roles. The instructions for defining positions depend on whether your school is licensed for J1 Human Resources.

Define Positions and Assign Users (If Licensed for J1 Human Resources)

Note

If your school is licensed for J1 Human Resources (HR), positions must be created on the Organization Positions window in Desktop. Positions created in Desktop are available on the J1 Web Assign Positions page.

Note

If your school is licensed for J1 Human Resources (HR), users must be assigned to positions in the Desktop HR Employee Master via Personnel (or Payroll) window. Users assigned to positions in Desktop appear on the J1 Web Assign Positions page in the Employees in Position pop-up.

  1. On the Desktop Organization Positions window, right-click in the Position Code field and select Add Row.

  2. Enter a Position Code (up to 10 characters) that is descriptive of the position. Examples: AVADMIN, REGOFFICE.

  3. Enter a Position Description. This could be the same as the position title, or a general description of the position's activity.

  4. From the Type drop-down, select from the following options: Hourly, Workstudy, or Salary.

  5. Click the Save icon in the toolbar.

  6. To assign users to the position:

    1. In either the HR Employee Master via Personnel or HR Employee Master via Payroll window, enter the user ID number.

    2. In the Positions tab, right-click and select Add Row.

      Tip

      If the Positions tab is disabled, make sure there are values in the Group Code and Subgroup Code fields on the Header tab.

    3. Click the Select Position Code icon i_select_position.png to search for and select the position the person should be assigned to.

    4. Click the Save icon in the toolbar.

Define Positions (If Not Licensed for J1 Human Resources)

Note

If your school is not licensed for J1 Human Resources, you can create positions from the Assign Positions page in J1 Web. Positions created in J1 Web are available only in J1 Web.

To create new positions in J1 Web, you must be in the System Administration role with "Can create and edit positions" permission.

  1. In J1 Web, in the User Management hub, access the Assign Positions page.

  2. Click Create position. The Create Position Definitions pop-up appears.

  3. In the Position Code field, enter a unique code for the new position.

  4. In the Description field, enter a brief code description.

  5. From the Active drop-down, select Yes or No. Active positions are available for associating to users and roles. Inactive positions are unavailable.

  6. From the Associated Permission Roles drop-down, start typing the name of the role to be associated with the role and select the appropriate ones that appear.

  7. To create another position definition, click Save and create another and repeat steps 3–6. To finish creating a position, click Create and Done. The Create Positions Definition window closes.

  8. To assign users to the position:

    1. From the Assign Positions page, click the Expand icon for the position you want to associate with users.

    2. Click the Employees in Position Manage Associations link. The Manage Employees in Position pop-up opens.

    3. In the Employees field, enter and select a name.

    4. Repeat Step 3 to add as many names as needed to the position.

    5. Click Update. The pop-up closes and the number of employees for the position updates.

Assign Positions to Roles

  1. In J1 Web, from the User Management hub, access the Assign Positions page.

  2. Find the position you want to assign roles to using the filter and sort options.

  3. Click the Expand + icon.

  4. Click the Manage Associations link next to the Associated System Roles field. The Manage System Roles pop-up window appears with any existing associations shown.

  5. In the Add Associations field, start typing the name of the role to be associated with the role.

  6. Select the appropriate role from the ones that appear.

  7. Repeat steps 5 and 6 as many times as needed.

  8. Click Update. The Manage System Roles pop-up window closes and the changes are shown on the Assign Positions page.

FAQ

When is it best to use positions instead of assigning users directly to roles?

It may be useful in most circumstances, but we suspect it's especially useful when a position might have multiple roles. For example, in some schools, the advising administrator might also be the registrar and the registration reporting manager. You can assign that person to a position that encompasses all the roles needed. Then if the person is ever replaced in that role, you can simply assign the new person to that position, and the roles will follow automatically.

We'd be glad to hear how your school uses roles and positions, and where you find advantages and disadvantages.