Reorganizations and Name Changes

• GENERAL CONSULTATION – Contact Betsy McCafferty (emccaff6@kent.edu) and/or Donna Sansonetti (dsansone@kent.edu); through the consultation process, the processes/units in PCB that need to be included will be determined. Completion of these steps may take a maximum of 6 months.
• POTENTIAL JOB ELIMINATION(S) AND/OR DOWNGRADE(S) OF A POSITION – Contact Employee Relations at 330-672-4636. Due to the sensitivity of the information, do not email details.
• CHANGES TO JOB DESCRIPTIONS/CREATING NEW JOB DESCRIPTIONS – Contact Compensation at compensation@kent.edu. Revised or new job descriptions can be submitted at https://apps.kent.edu/JobDescriptions/ 
• UNCLASSIFIED PROMOTIONS AND PAY INCREASE REQUESTS – Complete the Salary Offer Worksheet (SOW) and return to Compensation. 
• POSTING OF NEW POSITIONS - Contact Talent at employment@kent.edu. 
• Some of these actions may require Presidential Approval, using the exception approval form (PDF), as well as Strategic Hiring Committee review/approval. 

• DEPARTMENT/COLLEGE/ DIVISION NAME CHANGE – Contact the Controller’s Office at 330-672-2392 or tslusser@kent.edu.
• CREATION OF A NEW DEPARTMENT/COLLEGE/DIVISION - Contact the Controller’s Office at 330-672-2392 or tslusser@kent.edu.
• DEPARTMENT MOVEMENT FROM ONE COLLEGE/DIVISION TO ANOTHER - Contact the Controller’s Office at 330-672-2392 or tslusser@kent.edu.
• COLLEGE NAME CHANGES FOR ACADEMIC UNITS ONLY – submission and approval of a proposal through the Curriculum Information Management (CIM) software. Note that final approval is by the Board of Trustees and approval can take four to six months from the submission date. Contact Curriculum Services regarding questions at 330-672-1628 or curriculum@kent.edu.
• CHANGE TO ACCOUNT(S) IN WHICH LABOR DOLLARS ARE CHARGED FOR SALARY AND WAGES PAID TO EMPLOYEE(S) - Contact the Controller’s Office at 330-672-2392 or tslusser@kent.edu with questions. Complete the Salary Redistribution Workflow. Note that the Salary Redistribution Workflow is used to correct past labor changes. Future changes require assistance from HR Records or Academic Personnel. 
• NEW BASE FUNDING OR TRANSFER OF BUDGET - Contact the Budget Office if there are any shifts in budget associated with the reorganization or if Kent State executive leadership has agreed to new base funding. 
• REQUEST FOR/QUESTIONS REGARDING POSITION NUMBER(S) – Contact the Budget Office and include information such as the position numbers, organizations, and indices.
• CAPITAL EQUIPMENT - The organization code is the primary driver behind capital equipment reporting. A change in status form should be completed and returned to Mike Farina in the Controller's Office so that your inventory can be moved to the new org of record.
• CAPITAL EQUIPMENT COORDINATOR - If a new contact needs to be assigned as the equipment coordinator, please reach out to Mike Farina in the Controller's Office so that changes can be made. The Equipment Coordinator is the point of contact responsible for your department's capital inventory.
• CAPITAL EQUIPMENT DISPOSALS - If any capital equipment is being disposed of as a result of a chart change, a Disposal Form would need to be sent to the Controller's Office so that the items can be removed from your inventory report.
• PETTY CASH CUSTODIANS - If a reorganization is causing a change in petty cash custodian, a request for petty cash/change fund form should be completed and sent to the Controller's Office so that we can update our Master Log. 
• GRANT FOP/PERSONNEL - If your reorganization is going to alter the FOP Structure of a grant or change who will be serving as the PI, please contact grants@kent.edu so that we can ensure the grant FOP/Financial Manager is correct and up to date.
• COPI PRINTERS - No changes are made to the index of record for printing costs unless the Controller's Office is notified. Please let the Controller's Office know if a new index code is needed or if the machine will be moved to a new location.
• PURCHASE ORDERS - if you have open PO's on the existing FOP, those PO's will need to be closed and new ones reissued on the new FOP. Please work with Procurement to close the PO and reissue.  Once the PO is updated, the chart change can proceed.
• P-CARD RECONCILER/APPROVER CHANGES - If there is a change to the reconciler or approver for a pcard, the cardholder will need to submit a Pcard Maintenance Form (PDF) to pcard@kent.edu. 

Changes in unit hierarchy structure (such as a department's movement from one college and/or division to another) require notification for a variety of workflows as listed below. The information will be used to update the routing of the workflows.

• POSITION REQUEST AUTHORIZATION (PRA) – Form is used to initiate the hiring process for the job to be posted or for a request for waiver of posting. Contact Talent at employment@kent.edu to update the routing of the workflow.
• EMPLOYEE TRANSACTION WORKFLOW (ETW) – Form is used to initiate a variety of transactions for existing employees. Provide a new organizational chart to HR Records at hr-records@kent.edu.
• TUITION FEE WAIVER – Form is used is used for the employee, spouse, domestic partner, and/or eligible dependents to request a waiver of specific fees related to tuition. Contact Benefits at benefits@kent.edu.
• EMBURSE/CHROME RIVER – To request changes to org-based approvers for Pre-Approval/Expense or Flashcart/e-Payables, follow the instructions on this Accounts Payable page. For pre-approval report routing, supervisor changes must be updated in Banner. Email hr-records@kent.edu for staff and academic_personnel@kent.edu for faculty and GAs.
• SALARY REDISTRIBUTION WORKFLOW (SRW) - This workflow is used to update indexes where labor expenditures post. This workflow is manually maintained by the Controller's Office and is not connected to Banner or any other HR process. Please reach out to Mike Farina or fupload@kent.edu to update approvers and to add/subtract orgs from the approver queue.
• COST TRANSFER WORKFLOW (CTW) - This workflow is used to move expenditures on or off of a grant index. This uses the same manually maintained approval queue as the SRW. Please contact Mike Farina or grants@kent.edu to update approvers and to add/subtract orgs from the approver queue.
• DETAIL CODE WORKFLOW (DCW) - Approvers, code descriptions, and accounting information might need updated. Please contact Student Accounts Receivable at SRA@kent.edu to discuss what steps are needed for these updates. Some changes may need to be routed through Student Financial Aid.

• Pageup System is used for performance management for all staff (classified and unclassified). No actions are required; if there is an issue then contact Talent at employment@kent.edu.
• DEPARTMENT SYSTEM ACCESS – When requesting access to Information Technology Systems you may need to request the approval of your Department Security Administrator. Additionally, if you require assistance with an access form, please reach out to your Department Security Administrator for help. Click here for a list of Department Security Administrators.
• BANNER SECURITY ACCESS – Click here to request specific access to Banner forms/screens.
• FLASHLINE LEAVE REPORTING FOR EMPLOYEES PAID SEMI-MONTHLY – Send HR Records an organizational chart at hr-records@kent.edu.
• TIMECLOCK PLUS FOR EMPLOYEES PAID HOURLY/BIWEEKLY AND THEIR SUPERVISORS – Supervisor changes must be updated in Banner. Email campusworks@kent.edu for student employees and hr-records@kent.edu for hourly non-student employees.

• TELEPHONE DIRECTORY - Update the department’s Unofficial directory listings if applicable by contacting Lin Danes at ldanes@kent.edu.
• ORGANIZATIONAL CHART
  • Organizational charts hosted by the Office of the President’s website - update the organizational chart on the web by contacting Lin Danes or Emily Vincent who will coordinate with PCB.
  • Unit organization charts hosted on your unit website – update the organizational chart on the web by contacting the person responsible for in your unit for the website.
• WEBSITE NAME CHANGE - Submit a website name change request. This request updates:
  • Your website address/URL and add the necessary redirects.
  • The A-Z Index in the site-wide search. 
  • The university’s main colleges and schools page, if your site is an academic one.
  • Other www.kent.edu site references.
  • The campus map listing.
  • Coordinate the name changes with respective teams in charge of:
    • The social media directory
    • Calendar event form
    • University directory
    • University catalog
  • Provide your identified departmental contact with a Siteimprove report so that they can make the necessary updates to those pages in your site that have been impacted by the name change.
• NEW DEPARTMENT LOGO – Request a new logo from UCM.
• SOCIAL MEDIA HANDLES - Update social media handles if applicable.
• LISTSERVS – Update names of listservs.

• STANDARD BUSINESS AND MARKETING MATERIALS - Click here to order new business cards, letterhead, name badges, table covers, etc.
• BUILDING SIGNAGE - Update directional signage via your building curator.