EPAWeb SPA to EPA Position Conversion Process

This process is used when a Unit, School or Division would like to convert an existing filled or vacant SPA position to EPA Non-Faculty status.

Note: if the position is filled, the Unit, School or Division should not discuss this with the employee except in general - that is, to relay looking into converting the position to EPA Non-Faculty status.  In some cases, the employee may be required to participate in the recruitment process in order to be considered for EPA Non-Faculty status.

This process is NOT used when a Unit, School or Division would like to convert an existing filled or vacant EPA Non-Faculty position to SPA Status.  Instead, the Employment, Classification & Compensation (ECC) unit within the Office of Human Resources would provide that process.  To determine the appropriate ECC Specialist for your Unit, School or Division, utilize HR Connect - the "Topic List" option is "Position Classification (SPA)".  Remember to enter either your Department Name or Department Number to ensure that you are directed to the appropriate contact.

When a Unit, School or Division would like to convert an existing filled or vacant SPA position to EPA Non-Faculty status, this will require consultation with EPA Non-Faculty Human Resources to discuss whether the position will meet EPA Non-Faculty requirements.   Either prior to or after the request is submitted within EPAWeb Position Management, additional consultation with the Equal Opportunity/ADA Office may be required in order to determine any potential recruitment requirements. 

The process may be initiated by either contacting EPA Non-Faculty Human Resources (#962-2897) to discuss before proceeding or by skipping to the next step, which is to submit the request within EPAWeb Position Management.

Submitting the request to convert an existing SPA position to EPA Non-Faculty status is done through EPAWeb Position Management.  From the drop-down menu for Position Management, the option to select is "Create Position", the "Effective Date" is the date submitting the action, and the "Position Request Type" will be either "2 - Convert Filled SPA to EPA" or "3 - Convert Vacant SPA to EPA". 

All information should be completed fully, keeping in mind that EPA RecruitmentWeb pulls certain information from Position Management without allowing it to be edited within EPA RecruitmentWeb.  Specifically, the Position Working Title, the Position Summary, Educational Requirements, Qualification & Experience Requirements, and the Approximate Salary Range.  FYI - EPA RecruitmentWeb does allow the user the option to list the salary range.

In addition, make sure to include an updated Organization Chart depicting where this proposed position would fall, as well as all positions that would report to the proposed position.  Each position should indicate employee name, SPA or EPA status, position number and either EPA working titled or SPA branch and role.  A solid line should be used to show direct reporting relationships between positions.

When the Create Position action is routed to and reviewed by EPA NF HR, additional modifications may be required to better justify why this request would meet EPA Non-Faculty requirements.  If the position will not meet EPA Non-Faculty requirements the request will be disapproved.

Click here to see EPA Non-Faculty Position Classification Guidelines.

After the EPAWeb Position Management Create Position action is approved, the next step is to address any recruitment requirements.

If the position is vacant, recruitment would be initiated through EPA RecruitmentWeb. 

If the position is filled, recruitment requirements would be determined by the Equal Opportunity/ADA Office.  If there were similar positions to the one converted, an internal recruitment may be required.  If there are no similar positions, it may be possible to submit a request for a Recruitment Waiver to allow the current employee the option to elect EPA status.  EPA NF HR will communicate to the Unit, School or Division that the request to convert the position was approved and how to proceed.  The Equal Opportunity/ADA Office (#966-3576) is the point of contact for the Unit, School or Division concerning how to proceed within EPA RecruitmentWeb.

In cases where the Equal Opportunity/ADA Office grants a Recruitment Waiver to allow the current SPA employee the option to convert his or her status to EPA Non-Faculty, it is important to note and follow the steps below.

Note: it is important that this option not be discussed with the respective employee until after a Recruitment Waiver is granted.  In addition, although this option may be referred to in general terms, EPA NF HR requests that Schools, Units and Divisions not relay specifics or offer details directly to the employee, but instead follow the process discussed below and relay to the employee that EPA NF HR will be contacting him or her shortly.

Step One - Recruitment Waiver

Provide a copy of the approved Recruitment Waiver to EPA NF HR through one of the following options:  via electronic mail attaching a scanned copy, by facsimile to 962-8677 attention EPA NF HR or by Campus Mail to EPA NF HR at CB# 1045.

Step Two - Department Notification of Details

After the Recruitment Waiver is received, EPA NF HR will prepare the form titled "Disclosure of Potential EPA Non-Faculty Appointment Details" and provide it to the Unit, School or Division for review and completion.  This form will provide the current SPA information, such as:  current job title, current position number, current salary, and longevity information.  It will also include the new EPA position title and number. 

The Unit, School or Division would need to complete the appointment terms portion of the form, which would include: whether the offer is "At Will" or "Term", if "Term" the length of the appointment, whether there is a funding contingency, and the proposed salary based upon 1.0 FTE. 

Return the completed form to EPA NF HR through one of the following options:  via electronic mail attaching a scanned copy, by facsimile to 962-8677 attention EPA NF HR or by Campus Mail to EPA NF HR at CB# 1045.

Step Three - EPA NF HR Contacts Employee

After receiving the completed "Disclosure of Potential EPA Non-Faculty Appointment Details," EPA NF HR will send the employee a notification letter with attachments for his/her consideration.  The Unit, School or Division will receive an electronic copy.

Within the notification letter, the employee will be asked to schedule a meeting with EPA NF HR.  At the meeting, a Benefit Specialist will also be present to help address any questions or concerns the employee may have.  Prior to this meeting it is critical that the employee review the attachments in order to better understand the distinctions between SPA and EPA Non-Faculty status.  It is important that the employee understands he/she is under no obligation to elect EPA Non-Faculty status and has the option to remain in SPA status while he/she remains in that position without a break in service.

Once the Employee makes his or her election - to either remain in SPA status so long as she or he remains in the position without a break in service OR to convert to EPA Non-Faculty status - EPA NF HR will communicate this to the Unit, School or Division.

Note:  the earliest effective date should the employee convert his or her status is the first of the month following his or her meeting with EPA NF HR.  Should the employee request additional time to consider his or her options and this leads into another month, the effective date may have to be delayed until the first of the following month due to deadlines and timelines for both benefits and payroll.

Step Four - Unit, School or Division initiates EPA Non-Faculty Status

The Unit, School or Division should then proceed with drafting the contract letter and any additional requirements from the School/Division level.  The only required documents are the following:

• contract letter 
• AP2 Recommendation for EPA Personnel Action
• AP-2a EPA Non-Faculty Appointee Certifications and Conditions of Employment
• Payroll Direct Deposit form (sent directly to Payroll Services, not submitted via EPAWeb) - the HRIS termination will also terminate direct deposit

Note:  the Crim Check and EEV/Form I-9 are not completed again, as they are not required when the position is converted.  Also, the employee should be offered new tax forms (NC-4 and W-4) - if there are no changes to the tax forms on file then no need to complete either of these again.  If there are changes, the completed forms are sent directly to Payroll Services, not submitted via EPAWeb)

Note about Leave Balances:  the employee's leave balances are transferred in full - there is no option for a leave payout.

It is important to note that converting an SPA employee to EPA Non-Faculty status requires first completing the required termination action within HRIS and then after fully processed/approved allowing the system to "sync" overnight before initiating the required action within EPAWeb.

Note:  the termination date within HRIS should be the last calendar day of the month preceding the first of the month when the employee will become EPA Non-Faculty.  There should be no break in service.

For assistance with the required action(s) within HRIS, contact the Help Desk at 962-HELP (962-4357) or submit a remedy ticket online.

Within EPAWeb, submit a New Employment action and attach required documents discussed above, as well as any additional documents required by the School/Division level.