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Managing Classified Positions

Classified Positions

A salaried employee whose terms and conditions of employment are subject to the Virginia Personnel Act, Code of Virginia Section 2.2-2900 et seq.


  1. Begin by logging into PAPERS. From the site, click Begin New Action.

  2. Select "Start Action" under Create new Classified Position.

  3. On the Proposed Role Title tab:

    • Select the title from the dropdown on which the position will be based and click on Search
    • Once you have identified the Role Title desired, click on Select Title and Continue.
  4. Review and edit the information on the Position Details tab. The information on this tab will be the foundation for recruitments when the positions become vacant.

  5. Complete appropriate entries on the remaining tabs using the Continue to Next Page button to navigate through the Request.

  6. On the View Summary screen, review the summary information provided. If the information does not need editing, you may:

    • Save without Submitting (no action will be taken on this unless you submit to the next level).
    • Submit to Budget Unit Director or Vice President (if you are the Budget Unit Director).
  7. Click on the Continue Button and then the Confirm Button. If you do not confirm, your request will not be forwarded to the next approval step.

If you want to redefine a classified position, you must first determine if the changes are substantial or minimal.

Go to jobs.odu.edu/hr, and, if the charges are minimal, select Update a Classified Position under Start New Action. These actions will come straight to Human Resources for review and approval.

If the changes are substatial, select Redefine a Classified Position under Start new Action, From there, you will select a role title (either the current role title or a new role title if you are requesting a role change). You will click on Continue to Next Page to move through the job description. Complete the Justification tab with as much supporting information as possible.

  1. Click on Continue to Next Page to move to the Position Details tab, where you will complete all fields, including benefit costs associated with a salary increase for the position incumbent (if an increase is being requested).
  2. Click on Continue to Next Page to move through each section of the position description. Edit all appropriate fields in each section, indicating all changes to the job description.
  3. Click on Continue to Next Page to move through each section of the position description. Edit all appropriate fields in each section, indicating all changes to the job description.

The Source of Funding tab must be completed.

Supplemental documents must be attached, and they include a current organization chart and a budget adjustment.

This action is initiated by the manager at the beginning of each evaluation cycle to determine the performance plan and development needs.

1.To approve the certification action, click on the Pending Actions likn in the Job Descriptions section of the navigation bar on the left of the screen.

2.Click View under the Position Title.

  1. You should scroll through each section of the position description using the arrow on the lower right side of the screen. Clicking on Continue to Next Page will move you to the next section. Please read all the information carefully, especially the Development Plan.
  2. Enter your comments and click on Continue to Next Page.
  3. The History Summary will appear, click on Continue to Next Page.
  4. You have the option to Save the action or Disapprove and Return the Position Description to the Supervisor for Editing or Approve and Submit Certification to Supervisor.

If you want to return to the position description to the supervisor for editing, click on Disapprove and Return the Position Description to the Supervisor for Editing.

The supervisor will receive an e-mail notifying him/her that the position description has been returned. It is recommended that you have a verbal discussion with the supervisor separate from this on-line system about the edits you are requesting rather than trying to enter all the information into the Comments tab. The supervisor will re-submit the position description to you after making the requested edits.

If you are ready to approve and submit the position description back to the supervisor, click on Approve and Submit Certification to Supervisior. Then click on Continue and then Confirm.

Once the critical need to make a competitive offer has been determined, the appropriate vice president, in conjunction with the Budget Office and Human Resources, must approve competitive salary offers. The competitive offer can match the outside offer, however, it cannot exceed the maximum of the affected employee's pay band.

Temporary pay can be provided to an employee who experiences a change in job duties and responsibilities for a specified period of time (i.e., assignment to a special project, reassignment during organizational changes, etc.). Temporary pay is not intended to cover brief recruitment periods, and should not last longer than six months. Extensions to the six month limit due to exceptional circumstances may be granted by the appropriate vice president.

When temporary pay is provided for assuming duties in a different role in a higher pay band, salary may be increased up to 15% above the employee's current salary, not to exceed the pay band maximum.

When temporary pay is provided for assuming duties in the same or different role in the same pay band or being assigned a special project, salary may be increased up to 10% above the employee's current salary, not to exceed the pay band maximum.

The appropriate vice president, in conjunction with the Budget Office and Human Resources, must approve requests for temporary pay.

The purpose of this policy is to provide guidance to hiring supervisors regarding the recruitment and selection procedures for classified and wage positions and to ensure compliance with Federal and State employment policies and regulations.

University Policy #6020

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