JDX Faculty Appointment Change Job Aid

This job aid provides detailed guide through using the JDXpert system to initiate and complete a Faculty Appointment Change workflow.

How to Access the JDXpert System:

  1. Open internet browser and go to Application Directory
  2. Select JDXpert (found on the Human Resources 'card')
  3. Log in to JDXpert using your net ID and password

JDXpert Faculty Appointment Change Overview:

  • Transaction Type – Faculty Appointment Change Workflow—Create a Job Description
  • Routing required – 4 Steps = Workflow Initiator, Unit HR Review and Sign-off, College Reviews Job Description, OAE Review and Sign-off

Add Job in JDXpert to Initiate Faculty Appointment Change Workflow:

  1. From the Main Dashboard, on the left-hand side click on "Actions".
    1. Select "Add Job".
      Main Dashboard Actions menu with Add Job option.
    2. Add Job – Choose a Template:
      1. Always choose "Select Base Job".
        Screenshot of the Add Job view highlighting the Select Base Job template.
  2. Search Search icon Content Library
    1. Enter a key job title word.
      Search Content Library interface.
    2. Select a Job Template from the list of Company Jobs (Job Descriptions created on campus and fully approved).
      1. If no job is found based on your title search, type in 'template' and use "*Faculty Appointment Change Template".
      2. NOTE: Use "*Faculty Appointment Change Template" will be common until there are more faculty appointment change templates in the system. You will be able to select your own prior templates or templates saved by others on campus.
    3. Select "Save and Close".
  3. Base Title – "Do you want to populate the Title from the selected Base Job?"
    1. Select 'NO' – you will enter your job title in the next step.
      Base Title dialog asking whether to populate title from selected Base Job.
  4. Add Job – Building your New Job.
    Add Job interface showing a dropdown of Workflow lists.
    1. Enter Your New Job Title.
      Warning message: This title will be used to name the job description and later to serve as the name of the job posting in Cornerstone.
    2. Select the "Faculty Appointment Change (4 steps)" Workflow from the "Select Workflow" drop-down list.
    3. Click on "Start Workflow" in the bottom right-hand corner of the screen.
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Choosing and Defining Approvers for Workflow Approval Route Stops:

  1. You will see the 4 steps – you must select an Approver for each of the 4 Steps.
    1. Click on '+' for Workflow Initiator.
      1. Will auto populate the person logged in starting the workflow and will have edit rights to the vacancy request/job description.
    2. Click on '+' for Unit HR Review and Sign-off.
      1. In 'Search', enter the Unit HR Reviewer's net ID.
      2. Click on the 'Emplid' you are searching for.
      3. Click on 'Add Participant'.
    3. Click on '+' for College Reviews Job Description.
      1. In 'Search', enter the College Reviewer's net ID.
      2. Click on the 'Emplid' you are searching for.
      3. Click on 'Add Participant'.
    4. OAE Review and Sign-off – auto populates.
  2. Click on 'Start Workflow'.
    Screenshot showing the Start Workflow interface.
    1. On the pop up, click on "Edit icon." (Edit Pencil) to complete the vacancy request/job description.
      Screenshot showing the Job Workflow Start Report.
    2. After you click on the Edit Pencil, you will be brought into the workflow on the Job Information Tab.
    3. At the top center of the page, the "Edit" toggle should be ON, if not, slide the toggle to ON.
      Job information workflow tab with edit toggle turned on.
    4. Please Note: Most of the information auto populates into the workflow from the Base Job/Template you selected.

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Completing the Workflow Tabs:

  1. Complete the Job Information Tab.
    Screenshot of the Job Information Tab.
    1. Job Location or Region – auto populates, defaults to 'Urbana-Champaign', can be changed by using a value from the drop-down list.
    2. Job Description Reason: auto populates from the base job.
    3. Appointment Type: select from the drop down if you know it, if not, leave blank.
    4. Position Number – will be assigned by IHR if unknown or for a new position.
    5. Position Class Code:
      1. Select from the list List icon if you know it, if not, leave blank and IHR will complete this field.
      2. Select a title from the list or enter a search string to find values.
      3. Click on "Select and Close".
    6. Employee Group – select from drop down if you know it, if not, leave blank.
    7. Employee Class – select from drop down if you know it, if not, leave blank.
    8. COA – defaults to '1 – Urbana'; should only be changed if this is a 'System Office' job.
    9. Organization Code – can be changed using the List icon
    10. Organization Name – auto populates based on Organization Code.
    11. College/Administrative Unit – auto populates based on Organization Code.
    12. Department Display Name – auto populates from Base Job, can be changed by keying in name you wish to have displayed. This will be used later for the job posting in Cornerstone.
    13. FTE – enter a value from 0.0 – 1.0.
    14. Shift and Work Schedule – only complete if relevant to the position (e.g. Shift: Days; Work Schedule: M-F 8-4:30).
    15. Ability to Work Remotely – this is for reporting and informational purposes and does not impact the job posting or ability for position to work remotely (or not).
    16. Flex Schedule – select appropriate radio button.
    17. Comments – used to convey information to IHR or other downstream reviewers. If pursuing a multi-level search, please enter the job code and title of the connected workflow(s).
    18. Is the position Security Sensitive? – select appropriate radio button.
    19. Is this a Protection of Minors position? – select appropriate radio button.
    20. Purchasing Authority of $5,000 or more? – select appropriate radio button.
    21. Supervisory Authority of 20 or more? – select appropriate radio button.
    22. Organizational Relationship – free text field.
    23. Click 'Save' to save information entered
    24. Click 'Next' to move to 'Proposed Appointee' Tab.
  2. Complete the Proposed Appointee Tab.
    Screenshot showing the Proposed Appointee Tab.
    1. Present Classification Code:
      1. Select from the list List icon if you know it, if not, leave blank and IHR will complete this field.
      2. Select a title from the list or enter a search string to find values.
      3. Click on "Select and Close".
    2. Employee UIN: Enter UIN of the person you wish to appoint.
    3. Employee Name: Enter the name of the person you wish to appoint.
    4. Employee Current Title: Enter the person's Current Title.
    5. Current Salary: Enter the person's Current Salary.
    6. Supervisor Name: Enter name.
    7. Who should IHR contact with questions? – free form text; enter contact name and contact information.
    8. Requestor's Email Address – Enter email address.
    9. Requesting approval for – Select from the drop-down.
    10. Does the position represent a new role for the proposed appointee? – Select appropriate radio button.
    11. Is there a significant change in job duties or responsibilities for the proposed appointee? – Select appropriate radio button.
    12. Is the unit going through a reorganization? – Select appropriate radio button.
    13. Will the appointment change create a position vacancy? – Select appropriate radio button.
    14. If yes, will the vacancy be filled through a search? – Select appropriate radio button.
    15. Was the proposed appointee hired through a search at any point in their employment at Illinois? – Select appropriate radio button.
    16. Please indicate date of last salary increase – select date.
    17. Please indicate amount of last salary increase – free form text.
    18. Are you requesting a mid-year or off cycle salary change as part of this request? – Select appropriate radio button (If yes, please complete the Off-Cycle Pay Changes tab).
    19. Justification: free form text; enter justification for request.
    20. Click 'Save' to save information entered.
    21. Click 'Previous' to move back to 'Job Information' Tab if you wish.
    22. Click 'Next' to move to 'Off-Cycle Pay Changes' Tab.
  3. Complete the Off-Cycle Pay Changes Tab (if needed).
    Screenshot showing the Off-Cycle Pay Changes Tab.

    Note: only complete this tab if requesting a pay increase as part of the appointment change.

    1. Employee Name – Enter the employee's name.
    2. UIN – Enter the employee's UIN.
    3. Position Number – enter the Position Number.
    4. Position Title – enter the Position Title.
    5. Requestor – enter the requestor's name.
    6. Type of Increase – select from the drop-down list.
    7. Current Salary – enter the employee's current salary.
    8. Date of Last Salary Increase – select date.
    9. Proposed Salary or Increment Amount – enter amount of increase.
    10. Proposed Service Basis – select from drop-down list.
    11. Percentage of Increase – enter percentage of increase.
    12. Proposed Effective Date – select date.
    13. Proposed End Date (if temporary) – select date.
    14. Justification – free form text entry.
    15. Approvals – (IHR Use Only)
      1. Reserved for IHR use only.
    16. Click 'Save' to save information entered.
    17. Click 'Previous' to move back to 'Proposed Appointee' Tab if you wish.
    18. Click 'Next' to move to 'Job Summary' Tab.
  4. Complete the Job Summary Tab.
    Screenshot showing the Job Summary Tab.
    1. Primary Position Function/Summary – This will auto populate from the Base Job selected.
    2. This is a free-text field of your job's primary function, or you can use the Search Library function.
      1. Click "Search Library".
      2. Use the search function at the top of the page to search for keywords related to Job Title or Job contents.
      3. Select a Job from the list. The Primary Position Function/Summary will appear on the right-hand side of the screen.
      4. Select 'Replace Text' or 'Add to Existing Text' in your job.
    3. Click 'Save' to save the information entered.
    4. Click 'Previous' to move back to the 'Off-Cycle Pay Changes' Tab if you wish.
    5. Click on 'Next' to move to the 'Duties & Responsibilities' Tab.
  5. Complete the Qualifications Tab.
    Screenshot showing the Qualifications Tab.
    1. Minimum Qualifications – free form entry. Will auto populate from the Base Job selected. Required to enter relevant qualifications in this field.
    2. Specialty Factors – free form entry. Will auto populate from the Base Job selected. Optional field, can be left blank if no special factors are desired.
    3. Preferred Qualifications – free form entry. Will auto populate from the Base Job selected. Optional field, can be left blank if no special factors are desired.
    4. Knowledge, Skills, and Abilities:
      1. Click on 'Add' in the top left or 'Add New Row' in the bottom left to add a knowledge, skill, or ability.
      2. Click on 'Global Search' to find knowledge, skills, and abilities in the Search Library.
        1. Search and select from the list.
        2. Click on 'Add to Job' to add desired KSA to the list for this job description.
    5. Click on 'Manage Rows' and select from the drop down the action you want to take (for example, move rows up or down, insert row above or below, etc).
    6. Click on 'Save' to save information entered.
    7. Click on 'Previous' to move back to the 'Duties & Responsibilities' Tab if you wish.
    8. Click on 'Next' to move to 'Physical Demands' Tab.
  6. Review the Approval and Comments Tab.
    Screenshot showing the Approvals and Comments Tab.
    1. The four approval steps (Approval Date and Step Status) will be updated as actions are taken.
    2. Reviewer Comments: All comments by any approver at any route stop are available to be viewed on this tab.
    3. Click on 'Save' to save information entered.
      1. If, when you click on 'Save', you get a list of errors, you may choose to "Continue Editing" to return to the Workflow and update the missing information or 'Close Form with Errors'.
    4. Click on 'Previous' to move back to the 'Physical Demands' Tab if you wish.

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Workflow Action Buttons:

  1. Workflow Action Buttons
    Workflow actions button view showing Spell Check, Preview Pane, Split Screen and Form Errors.
    Interface displaying workflow action icons and 'The Job is in Workflow: Action Required' message.
    1. You can review Form Errors by clicking on 'Form Errors' on the top left on the screen. These indicate where you have information missing within the Workflow.
      1. Once you have corrected any errors, click on 'Save' and you will get a message: 'Saved OK' Job Description Saved. Click on 'OK'.
      2. To close if you are not making any changes, click Form Errors again or the X in the top right corner.
    2. From the 'Preview Pane' you can download the job description to Word, PDF Format, view it in a popup HTML window or share with others (see icons in Preview Pane, top middle).
      1. To close, click Preview Pane again or the X in the top right corner.
    3. The Split Screen option is available to review your job description with another job description in the Job Library.
      1. Search for a job using the Search function. Select the job you wish to compare and click "Select and Close".
      2. This will show you a split screen of both workflows to view simultaneously.
      3. To close, click Split Screen again or the X in the top right corner.
    4. Click on Discard Draft to delete the workflow if no longer needed.
    5. Click on Workflows and then Workflow Details to review the approval steps and add or replace a participant with the same role in any step. See the Job Training Modules for more information.
    6. Select Compare Jobs to compare your job with another job in the Job Library that has already been approved.
      1. Primary Job: The workflow you are currently in and working on.
      2. Secondary Job: Select a job to compare your workflow to.
      3. Set toggle button to 'Only selections with changes' to compare your version and previous versions, either in a 'Merged Changes' format or 'Side-By-Side'.
      4. To close, click on the X in the top right corner.
    7. Click Show the Workflow Status to see the approval route stops and add or replace a participant with the same role in any step. See the Job Training Modules for more information.
    8. Click Show All Comments to see all comments by any approver at any route stop are available to be viewed on this tab.

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Approving and Rejecting/Returning a Workflow:

  1. Approving a Workflow
    1. To approve your workflow step, click on the green 'thumbs up' Thumbs-up icon icon in the top green Actions column.
    2. A Workflow Approval Step screen will appear where you can see yourself in the "My Step" box and the next approver in the "Pending Next Step" box.
      Screenshot showing the Workflow Approval Step screen.
    3. Send e-mail to the next step approver(s): is automatically checked to send an email to the next approver in the routing queue.
      1. Click on Add Comments to add any additional information to the email. These comments will be added to the end of the email template.
      2. Click on Preview Email to view the email.
    4. Send courtesy e-mail to other participants: will not be automatically checked but you can check this box to send an email to all approvers at every route stop to notify them you have approved the workflow.
      1. Click on Add Comments to add any additional information to the email. These comments will be added to the end of the email template.
      2. Click on Preview Email to view the email.
    5. Courtesy Email CC: You can add courtesy email participants, separated by a comma, here to be copied on the emails if they are not listed in the approval queue but need to be notified.
    6. Click 'Approve Step'. System will generate email to next level approver. Click 'OK' to close the wizard.
      1. Under Tasks on the main homepage, the approvers in routing queue will have the workflow for review.
      2. Once all approvers have approved the workflow, the job description will be reviewed and approved at the Classification stops and an email will be sent back to the Workflow Initiator indicating the workflow has been fully approved.
  2. Rejecting/Returning a Workflow
    1. Please Note: The Workflow Initiator will not have the option to reject/return the workflow as they are the one initiating the workflow and can use the Discard Draft if it's no longer needed.
    2. To reject/return your workflow step, click on the green 'thumbs down' Thumbs-down icon icon in the top green Actions column.
    3. A Return Workflow Step screen will appear where you can see yourself in the "My Step" box and the person you are returning the workflow to in the "Return to Step" box.
      Screenshot showing the Return Workflow Step screen.
    4. In the dropdown list, you can select which approver you wish to send the workflow back to. Please Note: If you do not make a selection, it will default to the Workflow Initiator and every approver at every route stop will have to re-approve the workflow.
    5. Send e-mail to the previous step approver(s): is automatically checked to send an email to the person you have selected to reject the workflow to.
      1. Click on Add Comments to add any additional information to the email. These comments will be added to the end of the email template.
      2. Click on Preview Email to view the email.
    6. Send courtesy e-mail to other participants: will not be automatically checked but you can check this box to send an email to all approvers at every route stop to notify them you have rejected/returned the workflow.
      1. Click on Add Comments to add any additional information to the email. These comments will be added to the end of the email template.
      2. Click on Preview Email to view the email.
    7. Courtesy Email CC: You can add courtesy email participants, separated by a comma, here to be copied on the emails if they are not listed in the approval queue but need to be notified.
    8. Click 'Return Step'. System will generate email to the person you have selected to return the workflow to. Click 'OK' to close the wizard.
      1. Under Tasks on the main homepage, the approvers in routing queue will have the workflow for review.
      2. Once all approvers have approved the workflow, the job description will be reviewed and approved at the Classification stops and an email will be sent back to the Workflow Initiator indicating the workflow has been fully approved.

Last Modified: February 8, 2024

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See Also


Keywords:
jdx, jdxpert, faculty appointment, faculty appointment change, faculty appointment workflow, job description, human resources, hr applications & information services, hiring process, appointment workflow, hiring manager, unit hr, classification review, faculty appointment change template, job information tab, job summary, duties and responsibilities, workflow actions, approving workflow, rejecting workflow 
Doc ID:
160867
Owned by:
Anisat A. in University of Illinois Human Resources
Created:
2026-04-23
Updated:
2026-04-23
Sites:
University of Illinois Human Resources