The Staff Hiring Review Process requires departments to request approval to fill a vacant position or to hire temporary staff. This process applies to all academic and administrative staff positions, with the exception of those positions that are funded by external grants. Only positions deemed essential to support the strategic goals of the University or to maintain mission-critical operations will be approved.

The following factors will be considered in the review process:

• Critical role in supporting University’s mission and operations
• Special skills required to perform the work
• Short-term and long-term impact of not filling the position
  • Impact on faculty teaching activities
  • Impact on student support services
  • Impact on revenue
• Role position plays in ensuring community health and safety
• Role position plays in ensuring compliance

Process

1.Department heads should review each vacancy to determine if the hiring could be postponed to a later date.

• The review should include the following steps:
  • Review the job description to ensure it accurately reflects the work that must be performed;
  • Determine the direct impact on programs, services and operations if the position is not filled;
  • Consider other methods for accomplishing the work such as:
    • Redistribute the work to multiple positions across the department
    • Redistribute the work across the division ○ Reassign staff on a temporary basis (consult the Reassignment Guidelines)
    • Utilize seasonal/intermittent staff
    • Leverage central divisional operations or shared services
    • Discontinue or reduce services or programs
    • Determine if the major responsibilities can be combined with another position on a more permanent basis

University Human Resources is available to provide consultation.

2. If the department head determines that it is critical to fill the vacancy immediately or to hire a temporary employee to perform the work, a Hiring Request Form along with a job description and organizational chart must be completed and provided to the senior leader.

3. The senior leader is responsible for reviewing and approving or denying the request for a hiring exception. The senior leader should consider whether other divisional resources could be temporarily allocated to perform the critical responsibilities of the position.

4.  If the senior leader approves the request, the department is responsible for entering the position and/or requisition requests in Workday. Once the requisition is created, the Staff Hiring Request Form will present itself in Workday. This form must be completed before the req will route for approval. 

5. If a staff member is moving to a vacant position, HRBP will consult with UHR Recruitment and Staffing Operations to confirm that the staff member meets the qualifications and approve the salary. UHR will process the add/switch primary job and prepare a letter summarizing the employment details (manager, time period, and pay, if applicable).

1. Current manager and HRBP will meet with the impacted staff member to review the letter summarizing the details of the temporary reassignment of duties; and the staff member should also receive a job description that outlines the reassigned work.
2. If a staff member is temporarily reassigned to a new manager, the manager should reach out to schedule a time to meet; and the manager should also communicate to the department, or other staff, that the staff member will be performing work at another department or for another manager temporarily.
3. The HRBP should check in with managers and staff members periodically during the work reassignment time period.

6. The University Human Resources Recruitment and Staffing Operations team will communicate the outcome of the final review to the department.