Human Resources & Workforce Diversity

Titling

The UW System has designed a job framework to organize job titles and create a shared set of job descriptions systemwide. Titling is based on the duties and responsibilities of the particular job, not on the qualifications held by an applicant or incumbent. All positions are assigned to a specific title and salary range. This assignment of positions to titles is based on “best fit” using the UW System standard job descriptions and guidance outlined within the UW-Green Bay Title Guidelines.

The full list of UW System titles with standard job descriptions can be found in the Title & Standard Job Description Library

Position descriptions are required for all positions at UW-Green Bay. Supervisors are encouraged to use the UW-Green Bay Position Description Template as a starting point in drafting any new or updated position descriptions.

Employee Categories

The University Personnel System is comprised of employee categories. Each of these categories is unique with regard to type of work performed, job security, and/or benefits package. Assignment to an employee category is based upon job title and the role of the position. Categories include the following:

Faculty: Persons who hold the rank of professor, associate professor, assistant professor, or instructor in an academic department or its functional equivalent in an institution, and such academic staff as may be designated by the chancellor and faculty of the institution.

Academic Staff: Professional and administrative personnel with duties and appointment types that are primarily associated with higher education institutions or their administration but does not include faculty or university staff.

Limited Appointees: Appointment to a designated administrative position, the holder of which serves at the pleasure of the authorized official who made the appointment. Certain positions must be designated as limited appointments under Wis. Stat. § 36.17(2) while others may be designated by the employer as limited appointments at the time of the appointment.

University Staff: University workforce who contribute in a broad array of positions in support of the University’s mission and are not exempt (hourly) from the overtime provisions of the Fair Labor Standards Act (FLSA).

University Staff Project Appointment: University staff appointment of up to four years; the need is project-based, and there is an established probable date of termination.

Temporary University Staff: University staff appointment of up to 1,040 hours within a 12-month period; the need for the position/duties is temporary in nature.

Student Assistants: Titles in the Student Assistant title group are used for graduate students who hold a fellowship, scholarship or traineeship; hold an appointment which is intended primarily to further the education and training of the student; are employed to assist with research, training or other academic programs or projects; and/or have been assigned teaching responsibilities in an instructional department under the supervision of a faculty member. Please see the Graduate Studies website for more information about assistantships.

Student Hourly: Student employment is intended to help meet the needs of the university, provide university students with financial support in pursuit of their academic goals, and provide opportunities for academic or administrative job experience. The job duties and responsibilities of student workers vary greatly and may or may not be related to their field of study.

SYS 1237: Student Employment
UW-Green Bay Student Employment Website

Titling Guidelines

Non-instructional academic staff, university staff and limited position titles are assigned titles to provide comparability of substantially similar positions across institutions, campus units, and external market. The developed UW-Green Bay Title Guidelines serve to provide direction regarding title methodology, business titles, and supervisory titles, and identify institutional practices in alignment with SYS 1276, Title Definitions and SYS 1257, Title Change.

Business Titles

In specific and limited situations, an institution may provide an employee with a business (working) title that is distinct from the employee’s title of record. UW-Green Bay will permit the use of a business title to be used in narrow circumstances as a result of a determination that a qualified, business need exists, rendering a business title necessary.

The title of record (UW System Title) and business title have equal weight in HRS and serve two different purposes; both together represent the work performed. However, it should be noted that the title of record serves as a market comparison tool or broad classification whereas, the business title serves to add more specificity about the relation of the individual role within the University setting.

Prior to being permitted to use a business title, an employee must demonstrate that the title is required to:

Clarify a position's role in the organization;
Describe the work being performed; and/or
Align with industry best practice

Business titles may not duplicate a title of record or mirepresent the authority of the position in any way. To request a business title, please complete a Business Title Request. Business titles must align with standards as outlined in the UW-Green Bay Title Guidelines.

Title Review Process

Non-Instructional Academic Staff, University Staff, and Limited Employees

As outlined in the Title Review Policy, changes may be made made to the title of record (UW System Title) due to position adjustments which involve a major change in job responsibilities, typically a result of a substantive change in duties and/or scope of responsibilities. A position must have evolved over time and changes must be related to, or an extension of, the functions initially assigned to the position.

A title change may not result in a vacancy. A change in job duties which results in the creation of a vacant position must be processed through the procedures outlined in the Recruitment and Hiring Policy.

Title changes may take effect at appropriate times throughout the fiscal year. Title changes (and any associated compensation adjustment) will take effect the first payroll following completion of the Position & Budget Control Process. Retroactive title and salary adjustments are prohibited.

Changes in the incumbent’s expertise, experience, applied ability, and responsibility within a title (without substantial adjustment in duties) are not reasons for title change, but may be reflected in progression of salary within a pay range in accordance with the UW-Green Bay Compensation & Pay Plan Policy.

To request a review of title, non-instructional employees may submit a Title Review Request with supporting documentation. For more information about the title review process, please see the Title Review Policy.

Faculty & Instructional Academic Staff

For questions about preparing for promotions, please see the Secretary of the Faculty and Staff website.

Resources for Instructional Academic Staff:

Titling FAQs

My job has changed and potentially warrants a revised title. What do I do to initiate a review of my title?

In accordance with the Title Review Policy, title changes may be made to the title of record (UW System Title) due to position changes which involve a substantive modification in duties and/or scope of responsibilities. A position must have evolved over time and changes must be related to, or an extension of, the functions initially assigned to the position. A title change may not result in a vacancy. A change in job duties which results in the creation of a vacant position must be processed through the procedures outlined in the Recruitment and Hiring Policy.

To initiate a title review, employees must submit an online Title Review Request through the Position & Budget Control Process with supporting documentation including:

Justification/Rationale for the request (which should include details regarding changes in duties and/or scope of responsibilities)
The most recently approved position description on file (prior to the job duty changes)
Copy of the most recent performance evaluation
Recommendation from the supervisor and/or dean/division head outlining their support and justification for the title change.

For more information about the title review process, including timelines, compensation information, and appeals processes, please consult the Title Review Policy.

What happens if I don't agree with the results of my title review?

If a title change request is denied, the employee will have the option of filing an appeal. Upon notification of a denial, the employee may submit a Title Appeal Request in accordance with the process as outlined in the Title Review Policy. Only title of record can be appealed. Pay range, FLSA exemption determination, compensation, and business title determinations cannot be appealed.