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Organizational Development
 
The Organizational Change Process
Documenting the Organizational Change Process

 

The Organizational Change Process

Introduction
The below noted procedures are to be used whenever organizational changes take place with any of the following effects:

Changes to position titles
Establishment of new positions
Changes to reporting relationships
Changes in departmental and\or divisional affiliation
Job Closures
Employee termination or resignation

Resources To Plan and Implement Change
A number of staff resources are available to help with the organizational change process:

For planning of departmental reorganization - contact Dennis Stapinsky, Director, Compensation, Pension and Benefits
For design of new positions - contact Christine Ablack, Manager, Job Evaluation and Compensation Administration
For advice on YusApuY or CPM job evaluation processes - contact Christine Ablack, Manager, Job Evaluation and Compensation Administration
For advice on completing any ETF documentation - contact the Recruitment Team

 

Documenting the Organizational Change Process

An ETF must be submitted to Human Resources, for each organizational change.

A. Departmental, Location and/or Divisional change:

Renaming a Department – Name of department as well as names of individuals in current department must be provided
Create a new Department – New department name as well as names of individuals must be provided
Changes in Division – New Division must be provided e.g. VP Administration
Changes in Reporting Relationship – New reporting relationship must be provided e.g. President
Closure of Department – Name of Department, as well as names of individuals associated with department.
Relocation of a Staff Member or Department

B. Position change (only applicable to positions governed by Position Control):

In order for the changes to be accurately reflected in the HRIM system and thereby maintain the data integrity of the HRIM system. It is necessary to review the impact the reorganization has on an individual employee basis. The resulting changes must be noted on an ETF and processed within the applicable timeframe.

In order to determine whether the restructuring impacts the Employee’s HRIM record, the following factors must be taken into account.

1) Position Data: (only applicable to positions governed by Position Control)

Positions that are non-academic and associated with CPM, YusApuY, CUPE, CUPE 1 and IUOE require that position management information be maintained.

a) Has position closed?   If yes,

Notify Employee Relations
What is closure effective date?
If position is filled, assess impact on incumbent
Is incumbent transferring to another position?
Is incumbent Transferring to new or existing? If new position, refer to part (c) if not, existing position number and title is required
Is incumbent terminated? Then, termination documentation is required

b) Has position changed?   If yes,

Has status changed? Full-time> Part-time vice versa, sessional
Has title change? – new title must be provided
Has position band changed? – new band must be provided
Has department changed? – department name must be provide
Has funding changed? - new funding must be provided i.e. Account-Fund-Org Code
Has reporting relationship changed? – new reports to position number and title must be provided

c) Is this a new position?   If yes,

What is the new number? – A recruitment request must be submitted prior to a new position number created.

C. Job change: (only applicable to positions not governed by Position Control)

1. Job Data

For positions that are not governed by Position Control, the following needs to be determined.

a) Is Job redundant?   If yes,

Termination documentation is required

b) Has Job changed?   If yes,

Has status changed? Full-time> Part-time vice versa
Has title changed? – new title must be provided
Has salary changed? – new salary must be provided
Has department changed? – department name must be provide
Has funding changed? - new funding must be provided; i.e. Account-Fund-Org Code

D. Employee Termination or Resignation

Purchasing cards need to be returned to Purchasing when employees who are cardholders terminate their employment with York University permanently.

In addition, PCards may need to be returned or reconfigured when employees who are cardholders change their department or position title within the University. In the case of employee terminations - whether they are initiated by the employee or by York University - the manager or supervisor of the employee must obtain the employee's Purchasing Card(s) and return it to Human Resources immediately.

In the case of employee transfers to another department, or changes in an employee's position title within the University, the manager or supervisor of the employee must notify Human Resources if the employee holds one or more Purchasing Cards. Purchasing will converse directly with the manager or supervisor to determine if the Purchasing Card needs to be reconfigured or returned.

 

 

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