Carnegie Mellon University
Please note that the approval guidelines have been updated, effective September 16, 2021.

Staff Hiring Pause Approvals

These adjusted approval guidelines for staff hires took effect March 26, 2020 and will remain in effect until further notice.

Introduction

On March 26, 2020, Carnegie Mellon University implemented a hiring pause limiting staff hiring and fixed-term extensions to those positions deemed mission critical (i.e., those that must be filled to ensure university safety, compliance and core mission). The university asked that only mission-critical positions be considered for approval during this time and required justification and additional approvals.

Please note that the approval guidelines have been updated, effective September 16, 2021. While the university is removing the additional approvals for certain position types, CMU continues to ask that hiring managers review all open positions for criticality.

These guidelines establish the scope of the adjusted approval process for certain position types, as well as temporary hiring rules and procedures.

These guidelines do not apply to faculty, adjunct/instructional staff, or student workers. For information about hiring adjunct/instructional staff, please contact your HR business partner. Please direct questions related to the hiring of student workers to Pati Kravetz, Associate Director of Experimental Learning and Student Affairs. For faculty related questions, please contact the vice provost for faculty.

Promotions, transfers, reclassifications, and additional assignments are not covered by these guidelines, but they are subject to close review and approval during the hiring pause. Please consult your HR business partner for guidance before initiating any post-hire employment action that has or may have a budgetary impact on the university.

Temporary Processes — Updated 9/16/2021

As of September 16, 2021, additional approval steps that were implemented as part of the pandemic-related hiring pause have been removed for certain position types. Fixed term extensions and extensions to existing TES placements in a department will require justification and additional approval. Fixed-term positions for recent CMU graduates cannot be extended beyond the four-month maximum duration.

Positions that meet the following criteria will continue to require a staff justification form and additional COVID approvals:

  • New positions and the funding designation is General Operating Budget
  • Fixed-term and/or TES positions with a duration of more than six months
  • Replacement positions classified at a higher job grade or job profile

Before submitting a request, the hiring manager with the vacancy must establish criticality through the following:

  1. Explores all options to use internal employee resources to complete the work.
  2. Consults their supervisor, division head, dean and/or vice president to confirm criticality.
  3. The department completes the Staff Position Hiring Justification Form [pdf]
  4. The Staff Position Hiring Justification Form is sent to the appropriate department initiator (DI) or HR generalist. The DI or HR generalist submits the Position Hiring Request Form in Workday attaching the Justification Form. 
    1. Note: If the Justification Form is not attached to the request, the Office of Human Resources (OHR) will return the request to the transaction initiator.
  5. OHR creates the position and routes it for review to the HR recruiter, who inserts the job advertisement and then routes for approval by the supervisor, next-level supervisor, and financial approver, plus the temporary additional approvals of the dean, provost or vice president, and president. Each approver in the approval path is able to approve or deny the request, and each can delegate approval authority.
    1. If a position is approved, the HR recruiter reaches out to the hiring manager to begin the recruitment process.
    2. If the position is not approved via the denied or send back functionality, the HR recruiter will discuss with the hiring manager and/or approver to make corrections or cancel the requisition entirely. 

Positions that meet the following criteria no longer require a staff justification form and additional COVID approvals:

  • New positions funded by one of the following:
    • Designated Operating
    • Sponsored Projects
    • Auxiliaries/Recharge
    • Unrestricted Endowment
    • Temporarily Restricted Operating
  • Fixed-term and/or TES positions with a duration of six months or less
  • Staff replacement positions (using the same or lesser job profile/grade level)

Before submitting a request, the hiring manager with the vacancy establishes criticality through the following:

  1. Explores all options to use internal employee resources to complete the work.
  2. Consults their supervisor, division head, dean and/or vice president to confirm criticality.
  3. The job description is sent to the department initiator or HR generalist to submit the Position Hiring Request form in Workday.
  4. The Office of Human Resources creates the position and routes it for review to the HR recruiter, who inserts the job advertisement and then routes for approval by the supervisor, next-level supervisor, and financial approver. Each approver in the approval path is able to approve or deny the request, and each can delegate approval authority.
    1. If a position is approved, the HR recruiter reaches out to the hiring manager to begin the recruitment process.
    2. If the position is not approved via the denied or send back functionality, the HR recruiter will discuss with the hiring manager and/or approver to make corrections or cancel the requisition entirely. 

If a job offer exceeds the budgeted amount that was initially approved during the job requisition process, no offers (verbal or in writing) are to be extended until the offer is approved by the additional approvers. Your recruiter will assist with this approval (either VP/president or dean/provost approval) outside of Workday, via email.

  1. The HR recruiter generates the offer letter.
  2. The HR recruiter emails the offer letter to VP/president or dean/provost for approval.
  3. If the offer is approved, the HR recruiter will route the offer letter in Workday through the standard approval workflow (supervisor, next-level supervisor and finance approver).
    1. To adhere to the compensation guidelines [pdf], additional approvals may be added if a salary exceeds certain thresholds.
  4. If the offer is not approved, the HR recruiter will notify the hiring manager and discuss next steps.

Before submitting a fixed-term extension for a staff position, the supervisor establishes criticality through the following: 

  1. Explores all options to utilize internal employee resources to complete the work.
  2. Consults their supervisor, division head, dean and/or vice president to confirm criticality, as necessary.
  3. Before a fixed-term extension transaction is initiated, the supervisor will complete the Staff Position Hiring Justification Form [pdf] and email the form to the appropriate department initiator (DI) or HR generalist.
  4. The HR generalist creates a fixed-term extension offer letter using OHR approved templates. 
  5. The DI or the HR generalist submits the fixed-term extension transaction in Workday and attaches the justification form and the extension letter. Note: If the required documents are not attached, OHR will return the transaction to the transaction initiator.
    1. If the transaction is initiated by the DI, the HR business partner is responsible for ensuring the required approval documentation has been attached.
  6. The transaction routes through the standard approval flow and then the temporary additional approvals of the dean and provost or vice president and president. Each approver in the approval path is able to approve or reject the extension, and each can delegate approval authority. Note: The extension letter should not be shared with the employee until all approvers in the approval flow have approved the transaction. 
  7. Once the approvals are received, the supervisor sends the fixed-term extension letter to the employee for signature and then to the DI or HR generalist to upload to the employee’s Workday record.