Position Management Funding

 

Position Inventory Process Guidelines

In order to plan responsibly for the University's financial future, the University tracks employment growth, both in terms of dollars and faculty/staff headcount additions.

As we work toward an appropriate systems solution, a position tracking process has been established to help us gauge the size and growth of overall staff and faculty:

Recruitment of Budgeted Positions With Adequate Funding:

If a department has positions (filled and unfilled) and sufficient funds within their final approved budget, a faculty or staff member may be replaced or reclassified when the hiring manager obtains the approval through the Position Management process ( Forms - Office of Human Resources - University of Notre Dame). For faculty, this form must be completed and included in the Form R packet to be forwarded to the Office of the Provost. For staff, the Position Management Form (PMF) must be forwarded to the Office of Human Resources to begin the recruiting or reclassification process. Recruiting, on campus or externally, will commence only with this is completed and approved. The corresponding Staff Personnel Action Form must also be approved by the budget administrator and include the name of the employee being replaced.

Recruiting Without Budgeted Positions or Adequate Funding:

If a department does not have the unfilled position(s) and sufficient funds within their final approved budget, no new hires or reclassification may occur. If a department believes that a new position or reclassification is needed to retain an employee or to operate the department, the Position Management Form should be forwarded, along with an appropriate supporting documentation (see Forms - Office of Human Resources - University of Notre Dame). The Office of Budget and Planning will work with the department to review potential funding options and to seek appropriate authorization. Upon hire, the corresponding Staff Personnel Action Form must also be completed and approved. If a suitable funding plan for such a position is not identified, the position request will not be approved.

Splitting Existing Positions:

The practice of splitting budgeted salary funds to create two or more positions will be considered as adding to faculty or staff and will require approval through the Position Management process.

Converting Non-Regular Faculty or Temporary/On-Call Employees to Regular Full/Part-time:

Conversion of non-regular faculty or temporary/on-call employees to regular full and part-time status will be considered either additions or replacements as the situation dictates and will require approvals as noted in these guidelines.

NOTE: Budget administrators will be expected to meet their annual budget. Anticipated budget (over run) situations must be approved in advance. If an employment offer is made and accepted, and paperwork is received in the Office of Human Resources without the necessary approvals, it will be returned to the department with request for proper authorization prior to being processed which may delay pay to the employee.

Position Managment Forms are REQUIRED for:

  • New Hire (to replace existing employee)-if significant changes to PD
  • New Hire (to fill new position)
  • Rehire (to fill new or existing positions)
  • Position Reclassification
  • Conversion of Temporary/On-Call Position to Regular Full- or Part-time Position
  • Faculty Reappointments (not included in signed budget)
  • Faculty Rate Change (not included in signed budget)

 Forms and Instructions may be accessed at Forms - Office of Human Resources - University of Notre Dame. Questions should be directed to Human Resources at 631-5900 or contact your Human Resource Business Partner.