Last Updated July 14, 2017

Purpose

Position control is being implemented for all staff positions to ensure there is a bona fide need for the position that fits within the strategic goals of the university, and that the funds are available. The goal is to ensure that campuswide staffing costs are reduced by $50M (approximately 500 positions) within the next 36 months, by the end of FY19.

Positions affected

Included:  

All non-represented and represented staff positions in any type of appointment, excluding contract and grant funded and academic positions. 

Excluded:

  • Student appointments.

  • Contract and grant funded positions, unless they are moved to central funds for more than 6 months.

  • Academic titles: all faculty, as defined in APM 110-4(15) (e.g. ladder ranked faculty, adjuncts, Professors in Residence, all the Unit 18 titles such as lecturers, etc.).

  • Researchers, Project Scientists, and Specialists (except where hired on non-grant funds).

  • Positions funded by resources directly controlled by the faculty, as identified by chart fields 1 and 2 (e.g. start-up package, retention, etc.).

  • Chairs, Academic Directors, and Deans.

  • Specialists and Advisors in Cooperative Extension.

  • Academic Coordinators (currently reviewed by the Academic Personnel Office).

  • Librarians (currently reviewed by the unit head).

  • Post docs.

  • GSIs and GSRs.

  • Extension instructors.

  • Readers and Tutors and other routine seasonal bulk hires.

Process

For new and/or replacement staff positions that do not meet the criteria for exclusion from the position control process, the following procedures apply.

  1. Advanced approval is required to fill all affected new/replacement positions. Please see the list of those who have delegated authority and designated communicators to approve positions to be filled. Those with delegated authority are expected to:

    1. Develop an approval process for their unit, and disseminate information about the approval process to all affected managers or unit heads.

    2. Ensure that decisions are based on compelling justifications.

    3. Ensure that alternatives have been considered, such as restructuring and changes in business processes to reduce the number of positions needed.

  2. Decisions of those with delegated authority may be:

    1. Proceed with hire.

    2. Do not fill the position.

    3. Delay hiring until the date indicated, e.g. until natural attrition occurs.

  3. Requisitions for recruitments should be submitted via ServiceNow with an approval email from the designated approver.

  4. CSS will begin the recruiting process once they receive approval of the Chancellor, EVCP, Vice Chancellor, Dean, CFO, or University Librarian or their designated approvers. Units not supported by CSS, will need to establish a similar process for tracking approvals to hire.


Positions with Delegated Authority

This is to clarify the delegation for position control management that was included in recent budget allocation letters for FY18. This delegation will reside with deans, vice provosts, vice chancellors, and the University Librarian. Please note that some divisions were delegated this authority when position control was introduced in 2016; this new delegation will now extend to all unit heads at the L2 and L3 levels.

Please note that this delegation cannot be redelegated without written authorization from the Chancellor, and that the original parameters of position control are still in place.

Each division should have or develop its own internal process to manage position control, which should include the role of communicating approval decisions on behalf of the dean, vice provost, etc. We ask that each division identify a Designated Communicator, who will be tasked with communicating the approval of positions.

Monitoring by Central Review team

Monitoring and oversight of campus staffing will be provided by a small central team with representation from both the CFO and CHRO. This team will monitor overall progress toward meeting the campus goal of reducing staffing costs by approximately 500 positions by the end of FY19.

Responsibilities of the Central Review team:

  • Provide post-review of all recruiting activity on a regular basis by unit to evaluate the impact of strategic initiatives, opportunities for lower-cost staffing alternatives that may cross organizational boundaries, and progress on reducing staffing cost campuswide.

  • Review shifts of positions from contract and grant funds to other funding sources.

  • Flag units that are not meeting their budget cuts and are continuing to fill staff positions. For units that don’t achieve their level of reduction, campus leadership will be informed so that action can be taken. It may require a management conversation with the executive in some cases, the activation of a hiring freeze, or other appropriate measures.

  • The group will be small so that it can work quickly in response to budget fluctuations, and will include:

Rosemarie Rae, CFO and Associate Vice Chancellor

Jo Mackness, Interim Assistant Vice Chancellor - Human Resources

Phyllis Hoffman, Chief of Staff to the EVCP

See the Frequently Asked Questions on this topic for more information. Any further questions should be forwarded to your manager or control unit administrator.