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St. Cloud State University

St. Cloud State University

Position Descriptions

Position Descriptions Overview

In an effort to better manage and maintain current position descriptions, the Human Resources department developed an online “Position Description Tracking System.” To access the current SCSU position descriptions that have been submitted to HR electronically, click on this link SCSU Position Description Tracking System or go to http://scsusp02/default.aspx .   This program allows current employees to view all current, non-faculty position descriptions which can be easily sorted by employee or supervisor name, position title, position number, or plan/bargaining unit.

For instructions on how to create new or update existing Position Descriptions (PDs), refer to the appropriate section of this website (MSUAASF, Administrator or Classified).

Following are some general reminders regarding position descriptions:

  • Positions descriptions may be created by the employee or supervisor; however, they must be approved by the supervisor, reviewed and approved by the Vice President or President as required, and approved by the Human Resources department. Substantial changes require a review by the Human Resources department. Position descriptions must be well-written using current Forms.
  • Position descriptions are public data and if poorly written, they could open the employee or department to public scrutiny.
  • HR must also evaluate positions correctly for placement in the appropriate bargaining unit or plan.
  • Position descriptions must not be too general or incomplete; they should not be written or tailored to an individual, but should focus on the position.
  • The Human Resources department will return incomplete or unsigned position descriptions.
  • HR staff are continuously working to ensure that all position descriptions are current. Supervisors need to review their employees’ position descriptions annually to make sure they are current and accurate. PDs should be updated at every new hire, after any major change to a position, or at least every three years.
  • If a position description is in the PD Tracking System but needs to be updated, it can be “downloaded” to a computer by clicking on the position control number (under the “Name” column). You will be able to save the file to your computer and make changes. Once a description has been changed, email it to humanresources@stcloudstate.edu so it can be reviewed and uploaded in the PD Tracking System. HR also needs a signed hard copy for filing.
  • The official position description is the one HR approves and uploads into the PD Tracking System and has a signed hard copy in the HR file.  If a supervisor/employee has a more current version of a PD than what the PD Tracking System indicates, make sure to notify HR.

Contact HR if there are any questions regarding the PD Tracking System or about revising a position description. If an update or correction is needed in the PD Tracking System information, email a humanresources@stcloudstate.edu or call, x8-3203.

For additional instructions on using the PD Tracking System, go to http://www.stcloudstate.edu/humanresources/documents/PositionDescription_manual_000.pdf .