Getting approval to recruit
Any staffing request should be discussed with your Faculty or Divisional HR Business Partnering and Finance teams in the first instance.
The Staffing Request Form in MyERP should be completed in all cases including when recruiting like-for-like replacements. Completed forms will be sent via MyERP workflow to your Faculty/Divisional HR Business Partner to review and approve.
Recruitment controls for projects, change, marketing and communications
To ensure that spending in the above domains is aligned with our strategic objectives, and to the design principles of the Professional Services Transformation Programme (PSTP), an additional approval step will apply to all hiring in the following areas:
Staffing requests related to these areas will be flagged to Strategic Planning and Transformation and Strategic Communications and Marketing respectively, as functional authorities for approval.
If you’re unsure whether your request fits within this framework, or if your request is time critical, please contact your HR Business Partner prior to completing a staffing request.
Staff changes should be managed within existing salary budgets
The expectation is that Faculties and Divisions will manage resource requests within existing establishment and budgets with any increases being managed through the integrated planning process.
Authorisation levels
The authority levels are summarised below. Further detail can be found here in the paper: Managing the Staff Establishment Post the Establishment Review Group (PDF, 84kB)
|
Core Funded Staff Type (any proportion) |
Authority level for staff changes made within existing salary budget |
Authority level for staff changes made using non-salary budgets |
Authority level for staff changes outside of IPP that cannot be accommodated within existing budgets |
|
Academic |
Faculty PVC (may delegate to Dean), Finance & HR |
Faculty PVC (may delegate to Dean), Finance & HR |
DVC/CFO |
|
Faculty Specific Support Staff (including student administration staff) |
Faculty PVC (may delegate to DFO), Finance & HR |
Faculty PVC (may delegate to DFO), Finance & HR |
DVC/COO/CFO |
|
Divisional staff |
Executive Director or Divisional Head, Finance & HR |
Executive Director or Divisional Head, Finance & HR |
COO/CFO |
Restructures
Restructure plans that meet the above budget requirements and approvals will not need further Executive authorisation but it is expected that the Faculty PVC or Divisional Head will have consulted on their plans in advance with the Deputy Vice Chancellor, Registrar or Chief Operating Officer as appropriate.
Externally Funded Posts
All requests for posts that are 100% funded externally can be approved by the Appropriate Manager in conjunction with Finance and HR.
Maternity Cover
Like for like cover approval can be authorised in line with the above guidelines, factoring in the available funding from the central University maternity budget. Note that the central funding is based on statutory maternity pay and may not cover the full cost. Any shortfall will need to be factored into Faculty and Divisional budgets.
Temporary Staff
Requests for temporary staff are made through the University Temporary Staffing Service (TSS) who will seek authorisation for the request from the relevant finance team.
Other Exceptional Circumstances e.g.over/under recruitment of students
If there is a significant over or under recruitment of students, causing a large over or undershoot in income, this is something that will be taken account of when considering staffing requests. Other large changes in income (e.g. research income) will have a similar effect. This will depend on the exact circumstances which should be discussed with your local HR and Finance team along with any other exceptional circumstances.
