Obtaining authorisation to recruit (and other contract changes)

Obtaining authorisation to recruit (and other contract changes)

Significant progress has been made towards creating core staffing establishments which will be updated annually and linked to the annual integrated planning and budget processes.

Any staffing request should be discussed with your Faculty/Divisional HR 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 team who will be responsible for ensuring that the appropriate approvals are obtained.

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

Dean, Finance & HR

Dean, Finance & HR

DVC/COO/CFO

Faculty Specific Support Staff

Dean (may delegate to Faculty Manager), Finance & HR

Dean (may delegate to Faculty Manager), Finance & HR

DVC/COO/CFO

Divisional staff including student administration staff

Divisional Head, Finance & HR

Divisional Head, Finance & HR

DVC/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 Dean or Divisional Head will have consulted on their plans in advance with either the Deputy Vice Chancellor or Registrar and 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.