Position Funding

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.

A position tracking process has been established to help us gauge the size and growth of overall staff and faculty. Below are the steps to follow based on the current status of a position in your department/division.

Staffing of a Position (filled or unfilled)

If a department has positions assigned in the current compensation program with sufficient funds within their final approved budget, a faculty or staff position can be filled by contacting the HR Consultant or Recruiter and working with them to fill the position. Please refer to the Hiring Manager Toolkit for additional information.

Repurposing a Position (filled or unfilled)

If a department has positions (filled and unfilled) with sufficient funds within their final approved budget, a faculty or staff position may be repurposed. For faculty, the Position Management Form must be completed and included in the hiring packet to be forwarded to the Office of the Provost. For staff, the Staff Position Management Form must be completed and emailed to the Office of Human Resources (compteam@nd.edu) by the Business Manager for the department/division to begin the process to place the position into the compensation program. Recruiting, on campus or externally, will commence only when this process is complete and the position has been assigned in the compensation program by the HR Compensation Team and approved for budgetary purposes by the Budget Office. After this process is complete the guidelines for Staffing a Position (filled or unfilled) can be followed, refer to the Hiring Manager Toolkit for additional information.

No Open Positions or Adequate Funding (Creating a New Position)

If a department does not have an open position or sufficient funds within their final approved budget, no new positions will be approved. If a department believes a new position is needed to operate the department, the Staff Position Management Form must be completed and emailed to the Office of Human Resources (compteam@nd.edu) by the Business Manager for the department/division to begin the process to place the position into the compensation program. Once the position is placed in the compensation structure and an appropriate market reference range identified, the Office of Budget and Planning will work with the department to review potential funding options and to seek appropriate authorization. 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.

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

Conversion of non-regular faculty or temporary/on-call positions to regular full and part-time positions 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.

Staff Position Management Forms are REQUIRED for:

  • Creating a new Position
  • Repurposing a position
  • Conversion of Temporary/On-Call Position to Regular Full- or Part-time Position

Send us your comments and questions.