Electronic Requisition Approval Process

The Role of the Requisition Reviewer

During the creation of an electronic requisition, the Requisition Creator (submitting supervisor) must select the names of the individuals who need to review/approve the requisition before the request can be considered by the Staff Resources Committee.  These individuals are known as Requisition Reviewers.    At Middlebury, we have 6 individuals who will play a role in this review process:

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 Compensation Manager reviews the job description to establish an appropriate wage level and salary range; for a replacement request, 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.
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.

The Review/Approval Process

If you are one of the 6 individuals listed in this sequential review/approval chain, you will be notified by email when there is a requisition waiting for your review.  As a Requisition Reviewer, you will not be required to go into the OpenHire system to read the submitted request.  Rather, a copy of the entire requisition will be displayed within the body of the email.  When you receive such an email notification, it will be sent via OpenHire Customer Support and the subject line in your mailbox will be displayed as follows: Middlebury College: Job Requisition "Name of Requested Position."

I have included a copy of a sample requisition, as it would appear when you open your email.  Please refer to the attached list of requisition field names and definitions to become familiar with the information being captured on the requisition form.  Middlebury will not use every field provided on the OpenHire requisition form.  The attached guide will help you to know which fields you can ignore when reviewing the form.

In addition to providing you with a copy of the requisition, the approval request you receive will include the names and approval statuses of any other approvers that come before you in the approval chain, and an Approve and a Reject link.

When a reviewer clicks on the Approve link, the reviewer's approval status value is updated to "Approved", the date approved is recorded, and an email notification is automatically sent to the Requisition Administrator, which at Middlebury, is the HR Employment Manager.

When a reviewer clicks on the Reject link, the reviewer's status value is updated to "Rejected with Reason", and the reviewer is prompted to send a reason for the rejection back to the Requisition Administrator (Employment Manager).  The Requisition Administrator in turn, will forward the rejected requisition to the submitting supervisor for revisions.  When ready, the submitter will then resend the requisition to the reviewer who rejected it and if approved, the approver sequence will be automatically reinstated.

Once a requisition is routed and approved by all six individuals listed in the approver chain, the staffing request will be prepared for the next Staff Resources Committee meeting for final consideration.

RFP