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Guidelines for Requesting Authorization to Recruit for Non-Teaching Positions
These procedures apply to departments requesting authorization to fill a new or existing non-teaching position.
PROCESS
I. Existing Positions
Once a department reports a resignation to the Office of Human Resources, Human Resources will generate and email a Position Request form with the title, account no., and salary details of the position to the department. Upon consultation with the area Cabinet Officer, the department may:
• Request Authorization to Fill a Position Without Changes to Job Duties, Title, or Range - If a department requests authorization to refill an existing position, the Position Request form should be forwarded via the area Cabinet Officer to the Office of Human Resources. A letter of justification and current copy of the job description must accompany the Position Request form. The letter of justification should include a detailed assessment and rationale for the staffing request, including organizational impact of not filling the position, and where appropriate, options considered for redistribution of job functions to create efficiencies, and salary savings. Human Resources will review the position to assure appropriate classification. Once Human Resources has completed their review, the Position Request form and supporting documentation will be forwarded to the Office of the Treasurer for budget review, then to Cabinet for review and approval.
• Request Authorization to Fill a Position with Changes - If a department requests authorization to reclassify and fill a position, they should first contact the Office of Human Resources to discuss the proposed changes. If the change to the vacant position directly impacts other positions within the department, it may fall under the umbrella of a reorganization, which requires a different review process. If there is no impact upon other positions, or Human Resources advises that the change to other positions are not significant enough to represent a reorganization, the department should follow the same procedures as when requesting authorization to fill a position without changes in job duties, etc.
• Choose Not to Refill a Position - If a decision is made to eliminate the position, this should be indicated on the position request form along with a letter of justification detailing the rationale for the position elimination, the resulting organizational impact, and the recommended action to address fulfillment of mission critical duties where applicable. The Position Request form along with supporting documentation should be transmitted as usual in order to assure that the budget and position management systems accurately reflect existing staffing structures.
II. Newly Created Positions
After consultation with the area Cabinet member, a department head may contact Human Resources discuss the creation of a new position.
• If the addition of this position directly impacts other positions within the department, it may fall under the umbrella of a reorganization, which requires a separate review process.
• If the addition of the position does not have a significant impact upon other positions or the general departmental structure, Human Resources will generate a New Position Request form to initiate authorization to create and fill a new position. The Position Request form will include information related to the title, account no., and salary details of the position. The Position Request form should be forwarded via the area Cabinet Officer to the Office of Human Resources. A letter of justification detailing the rationale for creation of the position, a job description, and organization chart should be included with the form. Human Resources will review the packet for appropriate classification. The packet will then be forwarded to the Treasurer for budget approval and to Cabinet for final approval.
EXCEPTIONS
1. Replacement of budgeted positions in the titles of Building Maintenance Worker, Campus Police Officer, Operating Engineer, and Security Officer will be processed automatically. For those titles, the posting and selection process will be initiated immediately upon receipt of notification of vacancy.
2. Replacement of budgeted positions in the titles of Area Director and Residence Director will be processed following approval of the Position Request form by the appropriate Cabinet Officer.
APPROVALS
Once all approvals are received, Human Resources will work with the departments to effect changes where appropriate and to initiate the recruitment process.
