School of Technology Permission Approval Process

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.

Vacancies 1

New Needs 4

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

Papers Due by

School Office Meetings

Appendix B:

STRATEGIC JUSTIFICATION

To be completed by Departments:

Please tick the following:

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?

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Office Note: School of Technology

To: Secretary, Resource Management Committee

Proposal for the filling of a vacant officer-level post/office

School of Technology

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:

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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

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Office Note: School of Technology

HR Form:

Criteria for fixed term contracts:

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.

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[1] All posts including unestablished academic, unestablished academic-related and assistant staff posts.