DISTRIBUTION:
BNEXT REVIEW DATE: March, 1996
POSITION RESPONSIBLE FOR REVIEW: Director of Business Operations
PURPOSE: To establish a policy and procedures for creating new positions and/or filling vacant positions.
BACKGROUND: The university limits the authority to create new positions and to fill vacant positions as a means both of preserving opportunities for productivity and quality improvement, and of maintaining its annual expenditures within established budgets. Similarly, the AVP manages FMS operating expenses within budget, subject to expected revenues, by reviewing plans to create new positions and to fill existing vacancies. The university's budget office administers guidelines related to this process.
POLICY: It is FMS policy to obtain budgetary review and funding approval to create and fill new positions, and to fill existing vacant positions, whether the need occurs during the course of the fiscal year or during the university's fiscal year budget planning and preparation cycle. FMS policy requires directors to request and justify to the AVP the creating and filling of new positions and also the filling of existing positions as they become vacant. The AVP decides on all requests. In the event the AVP concurs in the request, it is FMS policy to obtain university approval to create and fill positions that do not appear in the approved fiscal year budget for FMS.
PROCEDURES:
Creating New Positions
1. A director who plans to create and fill a new position discusses the need for the position with the AVP before proceeding. This discussion ordinarily occurs during the planning process for the director's budget for the next fiscal year. The director's justification for creating a new position also addresses alternatives to creating the new position, such as consolidating or eliminating functions, or reassigning them to other positions, reorganizing existing processes, and any other options that may obviate the need for a new position.
2. For a new position to be created during the fiscal year, the director's justification considers the budget/fiscal status of the group and alternatives such as using an existing vacancy in another area rather than creating a new position; the director of Business Operations will research the availability of positions in the department and will consult with any other directors involved.
3. To propose to create a new position, the director prepares a personnel requisition and a position description form including a proposed revised organization chart. The director obtains from the director of business operations a statement of the fiscal suitability of the proposed new position, to accompany the proposal to the AVP. The deputy assists the director in deciding to seek approval or pursue available alternatives.
4. The AVP decides on the request. The AVP or the deputy communicates the decision promptly to the requesting director and to the director of business operations. If the request is disapproved, the communication to the director who submits the request includes the reasons for disapproval.
5. For approved requests, the AVP seeks approval for the new position from the VP of Business Affairs and University Planning.
6. For requests approved by the VP, the director of Business Operations forwards the personnel requisition and position description form to human resources for position classification and recruitment assistance. The requesting director receives copies of correspondence pertaining to the job classification decision by HR-Compensation and copies of job postings or advertising by HR-Employment.
Filling Existing Vacancies
1. When a vacancy occurs, the director evaluates the need to fill the position as it currently exists, considering the group's position requirements, projected workload and budget/financial status. To proceed to fill the vacancy, the director submits a copy of the existing position description form, a personnel requisition form, and a written justification, documenting the circumstances of the vacancy and the alternatives considered. The deputy assists the director in deciding to seek approval or pursue available alternatives.
2. The AVP decides on the request. The AVP or the deputy communicates the decision promptly to the requesting director and to the director of business operations. If the request is disapproved, the communication to the director who submits the request includes the reasons for disapproval.
3. For requests approved for existing positions, the requesting director submits the position description form and the personnel requisition form for the existing vacancy to HR-Employment to request recruitment assistance.
RESPONSIBILITIES:
1. Directors are responsible for closely monitoring their position needs and for preparing justifications, in accordance with the preceding paragraphs, to fill existing vacant positions or to create new positions to meet those needs. Directors are responsible to carry out selection procedures to fill new or vacant jobs.
2. The director of Business Operations is responsible for providing assistance and guidance to the directors on budget/fiscal justifications for filling existing vacant positions or creating new positions, and for coordinating with HR on classifying new positions approved by the VP for Business Affairs and University Planning.
3. The deputy is responsible to monitor the organization’s position needs and budget considerations, and to recommend approval or disapproval of requests.
4. The AVP is responsible for deciding on requests to create new positions, for seeking concurrence from the VP for approved position requests, and for deciding on requests to fill vacant existing positions.
REFERENCES: None
1. Human Resources: A Guide, effective September 1, 1994
2. AGREEMENT between CMU and SEIU Local 29, dated February 10, 1994
3. FMS Memorandum, "Policy for Filling Vacant Craft Classification Positions," dated May 17, 1994
CANCELLATIONS: None
SIGNATURE:
Gary E. Robinson
Director of Business Operations
ATTACHMENTS: None
1. Personnel Requisition Form
2. Position Description Form
3. Approved Staffing Level