Obtaining authorisation to recruit (and other contract changes)

 

Significant progress has been made towards creating core staffing establishments linked to the annual budget setting process and academic review and therefore the process of approval for recruitment and staffing requests generally has now been updated.

The authority levels for recruitment activity and other staffing changes are as detailed below:

Staff Type (Core Funded)

Authority Level Within Establishment (no change to establishment e.g. like for like replacement)

Authority Level Within Establishment (no change to overall establishment, or agreed budget, but change in allocation of establishment)

Authority Level Outside of Establishment (increase to establishment  or budget)

Academic

Dean

Dean

Establishment Review Group

Support Staff (Faculty Specific)

Faculty Manager

Dean

Establishment Review Group

Technical Staff

Faculty Manager

Dean

Establishment Review Group

Divisions (Including Student Services and Information Services)

Process Owner / Divisional Head (up to a certain grade)

Registrar

Establishment Review Group

Finance Services

Finance Director

Finance Director

Establishment Review Group

 

  1. Any changes to establishment, including movements between schools / departments with no increase in overall FTE but within budget.
  2. Like for like requests.
  1. Any changes to establishment, including movements between Divisions or ‘subsets of’ with no increase in overall FTE but within budget.
  2. Like for like requests.
  1. Any changes to establishment within Finance services with no increase in overall FTE but within budget.
  2. Like for like requests.
  1. Like for like requests (up to a certain grade).
  1. Any requests with budgetary increase implications.
  2. Any requests requiring an increase to the agreed FTE establishment irrespective of budgetary implications.
  3. Significant restructuring proposals as judged by Registrar / DVC.

All externally funded posts are authorised at Faculty level.

Any staffing requests should be discussed with your Faculty/Divisional HR and Finance teams in the first instance.

A two-part staffing request form (ERG Staffing Request 1 (Office document, 29kB)ERG Staffing Request 2 (Office document, 18kB)) should be completed for all requests, (core funded academic and support posts and externally funded post) and forwarded to your Faculty/Divisional HR team who will be responsible for ensuring that the appropriate levels of approval are obtained.

If the request increases the establishment or agreed budget, your HR Team will arrange to submit this to the Establishment Review Group for approval. The Group meets monthly and consists of the Deputy Vice Chancellor, Financial Director, Registrar, HR Director.

Maternity Cover

Like for like cover approval is with the Dean, Faculty Manager, and Process Owner/Divisional Head as appropriate (as above). If the cover increases the establishment then approval is required from the Establishment Review Group.

Temporary Staff

Arrangements for up to two months approval is with the Dean, Faculty Manager, Process Owner/Divisional Head as appropriate (as above). Arrangements of over two months should be reviewed on an individual basis with the HR/Finance team and fixed term contracts should be used as an alternative wherever possible.

We expect to review this approach on a regular basis and will update the web site accordingly. Please always use the version of the Staffing Request Form available from this web page.