Request for Personnel Process

In this time of increased financial discipline, both replacement and incremental staffing requests are subject to the approval of the Staff Resources Committee (SRC), before recruitment for a position can begin.   In order to have a staffing request formally considered by the SRC, the requesting supervisor must follow the steps outlined in this document. The request for personnel process exists to ensure that the requesting department has taken the time necessary to conduct a thorough analysis of their current need before making a staffing request.  It also helps provide the Staff Resources Committee with the information necessary to make an appropriate determination on each proposal from an institutional perspective.

How to Initiate A Staffing Request

Replacement Positions

(A budgeted position that is vacated at any time during the fiscal year)

In order to have this type of request considered by the SRC you must complete and submit the items listed below, which are routed electronically to the appropriate approvers in preparation for the next Staff Resources Committee meeting:

1. A personnel requisition form that has been discussed with and thoroughly reviewed by your senior administrator.  The requisition form has designated sections for the hiring supervisor to:
1. Review/update the existing job description as appropriate; and
2. Write a position justification that incorporates the following:
1. An overview of departmental operations/goals, an analysis of existing departmental resources, and when possible, a quantification of the existing need.
2. A detailed description of the specific role of the requested position and how it impacts other positions within the department.
3. Demonstrate that alternative approaches to filling the position have been considered.
4. A description of the impact to the department if the position is not filled.
2. A departmental organizational chart to provide a visual context for understanding how the requested position fits within your existing department structure.  (Please Note: This document must be emailed separately to the HR Employment Manager but is every bit as important as the requisition form itself.  The dept. org chart should be sent simultaneous to submitting the electronic requisition through OpenHire.)

Members of the Human Resources team are available to aid hiring supervisors in drafting an effective position justification.

Incremental Positions

(A newly created position or a request to increase the FTE of an existing position that has not been budgeted for.)

The Staff Resources Committee will consider these types of staffing requests based on the six prioritization criteria listed below:

1. Result from reallocation of existing resources;
2. Reduce cost (e.g., positions replacing contracted services);
3. Are externally funded; 
4. Are required by new square footage;
5. Increase gifts or revenues to the College; or
6. Are critical to the educational mission of the College.

Though the formal steps for making an incremental staffing request otherwise includes those steps outlined in Section A for replacement positions, special emphasis should be placed in your written justification on identifying which of the 6 prioritization criteria identified by the SRC relates to your incremental request.

Routine Replacement Positions

(Facilities Management, Dining Public Safety, Snow Bowl, Golf Course)
Please note that the director of Human Resources has the authority to approve most replacement requests in areas that experience a high turnover rate in order to maintain the efficient operation of the College by ensuring that services are not unduly impeded.

The Electronic Routing Process for Replacement and Incremental Requests

Once the personnel requisition form has been completed, there is a place at the bottom of the electronic form for the submitting supervisor to select (from a drop-down menu) the names of the 6 individuals in the approver sequence, in the order listed below.  A brief description of the role of each reviewer follows.  Please remember that should any of the six reviewers determine that the information provided is inaccurate or insufficient, the requisition will be electronically returned to the submitter:

1. Senior Budget Administrator-reviews and considers the request for accuracy/relevance in relation to existing departmental operations and future departmental goals; ensures that due consideration has been given to the possibility of not filling the vacancy; decides whether request should be recommended to the appropriate Vice President;
2. Vice President-considers materials submitted by the department from a divisional perspective determining budgetary impact and relevance to divisional/institutional mission and strategic goals;
3. HR Employment Manager-reviews the requisition form itself for accuracy/completeness; reviews the position justification for thoroughness; and confirms that the department organizational chart has been submitted;
4. HR Compensation Manager- if the requested position is new, the Compensatioin Manager reviews the job description to establish an appropriate wage level and salary range; for replacement requests, the Compensation Manager reviews the existing job description to determine if changes have been made to the position and whether those changes are significant enough to impact the level/pricing of the position;
5. Budget Director-determines whether the requested position is budgeted for and if not, whether potential funding sources have been identified; and
6. HR Director- as Chair of the Staff Resources Committee, the HR Director gathers those requests that have been advanced by the Vice Presidents for presentation at the next SRC meeting.

Once routed and reviewed by all those listed in the approver chain, the staffing request will be prepared for the next Staff Resources Committee meeting for final consideration.

The SRC Meeting: The Final Stage of the Approval Process for Replacement and Incremental Requests

The Staff Resources Committee has committed to meeting once a month to ensure the timely consideration of all staffing requests.   Please visit the Human Resources Website to view a complete list of Committee members and their current meeting schedule. 

In order to give each staffing request proper consideration, in most cases, the hiring supervisor and/or senior administrator will be invited to attend the meeting at which his/her proposal will be considered. The Committee may or may not have specific questions about your staffing request but your appearance at the meeting will help to better educate the Committee on the department's operations, mission and goals. This would include a discussion of the department's role in overall College operations, strategic goals and objectives, and staffing (past, present, and future).

The director of Human Resources will notify a senior administrator regarding the decision reached by the Staff Resources Committee within 2 business days.