Key Contacts

If you have questions, please contact your Department Human Resources Representative. 

Applicability

This policy applies to any non-grant funded Merit System or regular Professional & Scientific (P&S) staff position.

Process Purpose and Description

When a department/unit has determined there is a need for an additional position, or a replacement position, this process outlines the steps to request authorization to fill the position. Requests for replacement positions can be made throughout the year, however requests for additional positions will only be considered during the annual budget planning process. 

Definitions

Non-grant Funded – any position that is funded by non-grant funds (050, 240, 260, 450).

Regular – P&S positions that are not temporary.

Procedure

New Position

During the annual budget planning process, if a department/unit has determined there is a need for an additional position beyond what has been funded within their current budget, the hiring manager should initiate a New Position Request form in workflow which includes the information listed below.

New Position Request Form

• An explanation of how the requested position fits with the strategic or operational plan of the department/unit.
• A description of what good faith efforts have been considered to create efficiency in the department/unit, considering things like streamlining processes to eliminate unnecessary efforts, and sharing of resources across departments/units, where possible.
• An explanation of the need – is this new work, or shifting of work from others and, if so, document where and why the work has shifted.
• Other considerations relevant to the request, such as capability and/or capacity challenges.
• A description of the strategies that will be taken to recruit a diverse pool of applicants, and what steps will be taken to reduce implicit bias in the interview process.
• New positions will be considered in conjunction with the annual budgeting process.

Authorization Approval Level

• The department/unit chair, department/unit Associate Dean or Senior Leader, and Dean.

Replacement Position

When a department/unit has a position vacancy, the department/unit chair should consult with their respective Senior Leader regarding their replacement plan.  If the determination is made to replace the position in the same or different classification, the hiring manager should initiate a Replacement Position Request form in workflow which includes the information listed below.

Replacement Position Request Form

• An explanation of how the requested position fits with the strategic or operational plan of the department/unit.
• A description of what good faith efforts have been considered to create efficiency in the department/unit, considering things like streamlining processes to eliminate unnecessary efforts, and sharing of resources across departments/units, where possible.
• A description of the strategies that will be taken to recruit a diverse pool of applicants, and what steps will be taken to reduce implicit bias in the interview process.
• Replacement positions will be considered throughout the year as they occur.

Authorization Approval Level

• The department/unit chair, and the department/unit Associate Dean or Senior Leader.

Forms

New Position Request Form
Replacement Position Request Form

Frequently Asked Questions

Are P&S temporary positions included in this process?

No, this process is for P&S regular or specified term and Merit positions only.

What does Grant-funded position mean?

Any position that is solely funded by MFK’s that are 500-525 (CURRENT FUNDS RESTRICTED).  These MFK’s identify current funds which are restricted by donor or outside agencies as to specific purposes for which they may be expended.

What if I have a need for resources that are provided by another organization, or department/unit other than my own?

The department/unit chair should discuss the need with their Associate Dean or Senior Leader and collaborate on a solution.

What if someone’s position changed significantly, or someone is working at a different level than currently classified?

The supervisor should discuss the situation with their department/unit chair, and department Human Resources and Finance Representative, where necessary.

Related Information

Revision History

10/10/22