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Organizational Changes

Purpose: These procedures describe the protocol for the maintenance and publishing of the official university organizational charts to ensure accuracy and access in support of university operations.
Operational Notes:
  1. Banner data will be used as the primary source of the data for the organizational charts, and will reflect information and changes that have been approved and properly reported to the Office of Human Resources.
  2. The Organizational Chart includes only UMW A/P Faculty and Staff. Full-time Teaching Faculty will also appear.  Student workers, Independent Contractors, or Volunteers will not appear on the Organization chart.
  3. Organizational Charts are hosted  in the University’s Document Repository and are published:
    – On each Division’s web site,
    – On the ‘About’ page of the University’s web site, and
    – On the Human Resources’ web site.
  4. Vacancies will be posted on the Organizational Charts; the primary resource for this information is the current Budget Report.  Questions about vacancies will be resolved by the Executive Director of Budget and Financial Analysis.
  5. Data will be transmitted to Cabinet Vice Presidents via email; approvals via email from the Cabinet Vice Presidents to the Office of Human Resources will be accepted.
  6. PDF and PowerPoint versions of Organizational Charts will be shared with departments; for purposes of consistent presentation, departments are encouraged to use these versions in presentations, post on web sites, etc.
General Processes / Procedures for Implementation:
  1. As Supervisors make changes in organizational structure, reporting structure, and / or titles of employees, changes must be communicated to the Office of Human Resources so that Banner data may be updated and its accuracy maintained.  Changes of this nature should be made to the employee’s EWP/PD in PageUp.
  2. After these change(s) have been made by the Supervisor and approved in PageUp, HR will make the changes in Banner.
  3. Staff in the Office of Human Resources updates the Organization Charts on a quarterly basis; additional updates may be made for major organizational changes at the request of Cabinet Vice Presidents and with the approval of the Vice President for Administration and Finance.