Reorganizations and Name Changes

• 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 DESCRIPTION/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.

Contact the Controller’s Office at 330-672-2392 or tslusser@kent.edu for the following:

• Department, college or division name change.
• Creation of a new department, college, or division.
• Department movement from one college or division to another.
• Change to account(s) in which labor dollars are charged for salary and wages paid to employee(s).
  • Complete the Salary Redistribution Workflow. Note that the Salary Redistribution Workflow is used to correct past labor changes. 
  • Future changes requires assistance from HR Records or Academic Personnel.

Contact Curriculum Services at 330-672-1628 or curriculum@kent.edu for assistance with:

• 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.

Notify the Budget Office for the following:

• New base funding or transfer of budget.
• Request for/questions regarding position number(s).
  • Include information such as the position numbers, organizations, and indices. 

Changes in unit hierarchy structure (such as a departments 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 Acquisition 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
• TUITION FEE WAIVER – Form 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.
• CHROME RIVER – Form is used to request and approve travel and expense management. 
  • Contact Accounts Payable at apcustomerservice@kent.edu.

• VIDESKTOP – System is used for performance management for all staff (classified and unclassified). 
  • Contact Employee Relations at erelations@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. 
• BANNER SECURITY ACCESS – Request specific access to Banner forms/screens.
• FLASHLINE LEAVE REPORTING FOR EMPLOYEES PAID SEMI-MONTHLY – Send HR Records an organizational chart.
• TIMECLOCK PLUS FOR EMPLOYEES PAID HOURLY/BIWEEKLY AND THEIR SUPERVISORS – Contact CampusWorks for student employees.
  • For hourly non-student employees, contact HR Records to be sure that the changes are reflected in Banner.

Contact Lin Danes to coordinate:

• Telephone directory updates.
• Organizational chart web updates.

You may also submit a website name change request, which 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 department.
• 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 necessary updates to those pages in your site that have been impacted by the name change.

For other digital considerations, please reference the following:

• NEW DEPARTMENT LOGO – Request new logo from UCM.
• SOCIAL MEDIA HANDLES – Update social media handles if applicable.
• LISTSERVS – Update names of listservs.

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