OFFICE OF HUMAN RESOURCES

Position Request Guidelines

Beginning immediately, all staff and non-teaching faculty position hiring or change requests, as well as, all faculty and staff stipend payment requests must be approved in advance by a Position Review Team (PRT) made up of the Interim President, the Vice President for Finance/CFO, the Interim Provost, and the Vice President for Human Resources. The Position Review Team will meet to review and assess each request on a monthly basis. The PRT is working to identify a regular meeting time and will share that information with employees once it is confirmed. In response to urgent or critical requests that may affect the Colleges operations, the PRT may convene sooner.

Hiring managers should work with their respective senior division leader to determine the department?s current and future operational need before preparing a position description or submitting a request. Position requests must include an updated job description and completed Position Approval Request (PAR) form, attached to this message. Once approved, in writing, the requests are forwarded to Human Resources for a position compensation and classification review, as appropriate. This process must be completed before the job posting process or performance of work begins. Additionally, preference for all approved positions will be given to internal candidates unless indicated, in writing at time of approval. In accordance with the Employee Handbook, employees must obtain written consent from their primary supervisor before accepting a secondary position within the Colleges. Any supervisor who wishes to employ a current employee in a secondary position must ensure that there will be no conflict of interest or schedules between the two positions, and must obtain HR approval of additional internal employment within the Colleges. These guidelines cover all vacant general-fund positions until further notice.

Exceptions to these guidelines include:

  • Federal Work Study and student positions, regardless of funding source.
  • Positions fully funded by external grants, including sponsored programs or research grants.

Split funded Sponsored Programs/Research positions that require partial funding from the Colleges must adhere to the above hiring guidelines.

For your convenience, the below table outlines the approval steps needed to request position changes or permission to fill a position. Also, attached is the new Position Approval Request (PAR) form.

Questions should be directed to Human Resources (HR@HWS.edu).

Position Funding Source

Is a PAR needed to initiate the hiring process?

Is approval needed from the Senior Division Lead?

Is position request required to be submitted to the Position Review Team?

The Colleges

Yes

Yes

Yes

Federal Work Study

No, but you should submit a student authorization form

Yes

No

External Grant – Fully funded

Yes

Yes

No

External Grant – Partially funded

Yes

Yes

Yes

Stipends funded by the Colleges

Yes

Yes

Yes

Stipends funded by restricted funds

Yes

Yes

No


CONTACT

The Office of Human Resources
Gulick Hall, 1st Floor
Monday-Friday 8:30am-5:00pm
315-781-3312

 

Preparing Students to Lead Lives of Consequence.