Office Note: School of Technology
School of Technology Permission Approval Process
The feedback from the Planning meeting is such that the School should demonstrate that it is taking a more considered approach to the filling of vacancies and new needs. Therefore, it is proposed that the School revises the permission approval process:
As previously agreed, the same process should apply to posts funded on all sources of funds with the exception of those funded directly on research grants.
Procedure to be changed under new proposalsVacancies 1
/ Established / UnestablishedPermanent 2 / Unestablished
Fixed Term < 5 yrs
Academic / Needs Committee / Needs Committee / School Office 3
Academic related / Needs Committee / Needs Committee / School Office 3
Assistant / n/a / Department 6 / Department 6
New Needs 4
/ Established / Unestablished Permanent 2 / Unestablished Fixed Term < 5 yrsAcademic / Needs Committee / Needs Committee / School Office 5
Academic related / Needs Committee / Needs Committee / School Office 5
Assistant / n/a / School Office 5 / Department 6
1 Vacancies: Like for like filling of existing posts.
2 Permanent: Any period with a total duration for 5 years or more.
3 School Office: Up to grade 9: approval by the Secretary of School. Grades 10+ : approval by the Head of School.
4 New Needs: This involves any request that incurs expenditure additional to current staffing commitment.
5 Approval is by the Head of School on the advice of the Secretary of the School.
6 Departments are now required to report termly on filling of assistant staff vacancies and new needs.
The guidance from the RMC officers states:
“Requests to create or fill an Office or a Chest-funded post should be accompanied by a brief statement explaining the purpose of the role along with details from the … School Finance Manager of the funding arrangements, including confirmation that the post is included in the current plan and that the cost is manageable, taking into account stress-testing for additional sensitivities such as the current requirement to consider the impact of a further 2% and 5% cut in funding in 2011-12.”
The Needs Committee has agreed that it would normally consider vacancies and new needs on a termly basis.
Likewise, the School Office would normally consider requests from Departments on a monthly basis.
Under exceptional circumstances, requests could be processed outside the timetable.
Appendix A summarises the information required from the Departments.
Shui Lam, 23 April 2019
Appendix A:
Information required of Departments:
1.Strategic justification giving background and information about the case of need (i.e. why the post must be filled and the contribution it makes to the teaching, research or administration of the Department),
2a. for new posts: completion ofCHRIS 1 (academic-related or assistant staff) or CHRIS 2 (academics)
2b. for vacancies:completion of VAC 1
3for fixed-term posts: completion of the HR form with input from the HR Business Manager.
All the completed forms (1, 2a or 2b, and 3 mentioned above) should be emailed to
at the same time to avoid delay. If any paperwork is missing, this may cause a delay in consideration of the request.
For 2011-12 the timetable for the Needs Committee and School Office meetings is as follows:
Papers Due by
/Needs Committee
/Council of the School
27 September 2011 / 11 October 2011 / 21 October 201103 January 2012 / 17 January 2012 / 27 January 2012
10 April 2012 / 24 April 2012 / 04 May 2012
19 June 2012 / 03 July 2012
Papers Due by
/School Office Meetings
24 August 2011 / 7 September 201128 September 2011 / 05 October 2011
26 October 2011 / 02 November 2011
30 November 2011 / 07 December 2011
04 January 2012 / 11 January 2012
25 January 2012 / 01 February 2012
29 February 2012 / 07 March 2012
28 March 2012 / 04 April 2012
25 April 2012 / 03 May 2012
30 May 2012 / 06 June 2012
27 June 2012 / 04 July 2012
25 July 2012 / 01 August 2012
Appendix B:
STRATEGIC JUSTIFICATION
To be completed by Departments:
Please tick the following:
Vacancy: please complete VAC 1New Needs: please complete CHRIS 1 (academic-related or assistant staff) or CHRIS 2 (academics)
Established office:
in perpetuity
for one tenure
for ……………… years (e.g. ADRs)
Unestablished post[1] (if the role is new, please carefully consider whether a fixed term post would be more appropriate in the first instance, contacting the HR School Team for advice if you have queries)
permanent
open ended
Fixed term post1(please complete the HR form)
Please answer the following questions:
1. What is the role? If academic-related or assistant staff, please provide a summary of the PD33. If academic, please give some background to the research area, and indicate the approximate division (%) of duties anticipated from the post-holder, e.g. Teaching / Research.
2. What are the consequences of not filling/creating this post?
3. What is the income-generating potential of this post? Please outline in terms of research income, development of research centres, third-stream activity, new student income, or other potential.
4. How is the post to be funded?
4a. Please provide details of existing vacancies or known future vacancies over a three-year period that can be left unfilled in favour of filling this post and ensuring a potential saving against financial difficulties.
4b. If there are no vacancies that can be left unfilled, what financial contingency would be in place to manage the cost of this postin the eventof furtherUEFfunding reduction in 2012/13?
Alternatively, if the post is funded by non-UEF funds, what financial contingency is in place if there is a reduction or cessation of the funding/activities of the post?Is the Department willing to underwrite the post from Departmental funds?
S:\SHUI\vac, new needs\2011-12\Approval Process 2011-12.doc
Office Note: School of Technology
To: Secretary, Resource Management Committee
Proposal for the filling of a vacant officer-level post/office
School of Technology
Faculty/Department / Post Title (and field where known) / Established, Unestablished or fixed term / Vacated Position
Ref. No. / Previous post holder / Date office vacant / Level/grade at which office to be filled (and ID) / Date Permission Applies from / Post duration / CUFS code / Comments
Ref: T/………/…………………………………… ACD:……………………………………….
I confirm that the School/Sub-Committee has taken full account of its current and future financial position when making this proposal.
Form to be copied, by RMC office after authorisation, to:
S:\SHUI\vac, new needs\2011-12\Approval Process 2011-12.doc
Office Note: School of Technology
Chairman of Faculty Board/Head of Department
Faculty/Department/Institute Administrator
School/Sub-Committee Secretary
Finance Manager
Financial Planning and Analysis
HR Business Manager – Sarah Botcherby
Personnel Systems and Administration
Reporter Editor
Recruitment Policy Officer – for advertisement
Academic Division – for Professorships
RMC Report
S:\SHUI\vac, new needs\2011-12\Approval Process 2011-12.doc
Office Note: School of Technology
HR Form:
Criteria for fixed term contracts:
Objective Justification / Departmentrecommend / HRBM confirm
Limited funding (for a specific purpose)
Rotating appointments
Specific project (to be undertaken within a limited timeframe)
Temporary cover (maternity)
Temporary cover (sickness)
Temporary cover (not sickness or maternity)
To provide training for the job holder
Transitional duties during reorganisation
Proposed duration ………….. years
If funding is limited, please enter the CUFS code …….…………………….…(for School office use).
As appropriate, please provide additional explanation, for example about the reason for the fixed term contract, or information about complex HR considerations:
Signed by ……………………………………………………… (Department)
This part of the form should be completed by the Department and then sent to the HR Business Manager with the strategic justification for confirmation.
------
HRBM comments:
Signed by ……………………………………………………… (HRBM)
Date …………………………………………………………….
Once confirmed by the HRBM, the Department should send this to the School as part of the required paperwork.
S:\SHUI\vac, new needs\2011-12\Approval Process 2011-12.doc
[1] All posts including unestablished academic, unestablished academic-related and assistant staff posts.