Guidelines for Position Requests - Position Recruitment Tracker (PoRT)

Position Request and Funding Approval Guidance 

It is essential to maintain the established high standards for submitting and approving position requests. As the school transitions to the new campus budget approach while redefining its funding flow, it must restrict hiring to only those critically needed roles. Each new hire brings significant budget implications for a unit. Units have a duty to identify sustainable funding through the entire life cycle of the position, including layoff notice periods when applicable.   

The position review process has two components: position justification and funding approval

Position and Extension Requests 

• Many requests will involve replacing positions due to employee retirements or departures. However, replacing a position following a departure or retirement is not automatic. Similarly, extensions and reappointments are not automatic. Units must clearly articulate why the position is essential and how it enhances effectiveness, especially considering recent budget reductions. 
• Over time, HR will introduce and assess staffing ratios by department to further inform position requests. 
• Faculty positions will continue to be approved through the comprehensive faculty position review processes. 
• Student help, student assistants, and post-docs will continue to be hired through their regular processes. 

Position Funding 

• New positions will only be considered if they are extramurally funded. Requests for new positions using discretionary funds will be considered only under exceptional circumstances.

MST Funds

101, 136, 132 Funds- Position Cap

150 and 101 Funds - Critical Approval

Justification Content 

All position requests, unless otherwise excluded, must include a robust business justification. Requests should clearly articulate the need for the position and how it aligns with organizational goals and objectives. 

Position request submissions must address the following questions: 

• Which critical functions or responsibilities will not be completed if this position is not filled?
• What efforts have been taken to streamline and automate internal unit processes to avoid need for additional FTE? (e.g., simplifying tasks, automating repetitive actions, leveraging existing technology, prioritizing projects)
• Is this position included in your budget contingency planning? If yes, please explain.
• If the grant funding or other funding source goes away, what alternative plans do you have in place to fund this position throughout a potential layoff notice period?

Justifications must also include responses to the following: 

• What is the specific need for this position? Detail the gap or challenge this position will address.
• How does this position align with our strategic goals? Explain how filling this role supports our tripartite mission and contributes to our overarching objectives.
• What are the anticipated outcomes of filling this position? Describe the expected impact on productivity, service delivery, or other key performance indicators.
• What resources are required? Provide a clear outline of the budget, materials, and support needed to successfully onboard and sustain this position.
• How will success be measured? Define the metrics or benchmarks that will be used to evaluate the effectiveness of this role once filled.
• How does this request align with our financial realities? Given the recent 5% budget cuts, explain how your position request fits within our current financial constraints and strategic goals.
• Where does staffing for this function in your unit fall relative to SMPH peers? Describe how your unit's staffing levels compare to similar units within SMPH, as this context will help inform the necessity of your request. (Soon, staffing ratio data will be available to assist in developing your requests. Until then, addressing staffing ratios relative to peers is not necessary.) 

Submission Process 

Position requests must be submitted through the unit’s HR Business Partner using the SMPH Recruitment/Waiver Intake Form

Timelines 

Please note current timelines for submission, review, and approval of position requests. To avoid delays in processing a request, ensure that all relevant data, including budget implications and impact on service delivery, is included in the justification. 

• All position requests must be submitted by Friday at 12:00 p.m. to be included in the upcoming review cycle.
• Low-risk requests will receive approval by Wednesday at 12:00 p.m.
• Intermediate- and high-risk requests will undergo HR review by Wednesday at 12:00 p.m., followed by fiscal review completed by Friday at 12:00 p.m.
• Once reviews are complete, requests will be presented at the Monday committee meeting (typically at 3:00 p.m.) for final determination.

Expectations Regarding Follow-Up 

• Given the increased scrutiny around position requests, the Position Requisition Committee may have follow-up questions or request additional information regarding a submission. This practice is not intended to cause frustration; rather, it ensures that all justifications are thoroughly evaluated. Cooperation in providing detailed responses will help facilitate a smoother approval process and contribute to the overall effectiveness of the organization.
• Positions approved by the Position Requisition Committee that require Dean’s review and approval will undergo further scrutiny. Please be prepared for additional questions and analysis. 

Adhering to the Process 

It is essential to understand that there is no shortcut to the designated approval process. While garnering leadership support is important, the Position Requisition Committee will evaluate each request, including its proposed funding, consistently and fairly based on established criteria. Please ensure that all submissions follow the formal approval process to maintain transparency and integrity. 

Review Criteria

The following criteria will be used by the Position Requisition Committee to evaluate a request: 

• Alignment: How does this position support the school’s tripartite mission and strategic priorities? How does staffing for this function in the unit compare to peers?
• Impact: What are the anticipated outcomes of filling this position? How will it benefit the unit and SMPH as a whole?
• Resources: Has a clear rationale been articulated for the funding and resources required for the position, including the anticipated starting compensation range and potential need for a hiring bonus to secure the hire? 

Each submission will undergo a thorough review. Only those requests that meet the outlined criteria will be considered for approval. High-quality submissions are crucial for ensuring that the school’s limited resources are allocated effectively. If a submission is not approved, feedback will be provided to help strengthen future requests.