Vacancy authorisation
Procedure for seeking approval for new posts, the filling of vacancies and the extension of fixed term contracts
Terms of Reference of the Staff Vacancies Review Group
The Staff Vacancies Review Group (SVRG), consisting of the Deputy Vice-Chancellor, University Secretary, Director of Finance and the Director of Human Resources, will consider requests to fill vacancies and the extension of fixed term contracts with the exception of wholly externally-funded research contract posts. In the case of wholly externally-funded research posts Heads of Department will be responsible for ensuring that due consideration has been given to internal redeployment before seeking external applicants.
Requests to establish new posts, with the exception of wholly externally-funded research posts, should be brought forward as part of the Annual Planning process. In exceptional circumstances, proposals for new posts may be submitted to the Director of Human Resources who will advise whether the request should be submitted to Staff Vacancy Review Group or a business case should be submitted directly to the Vice-Chancellor’s Group.
Posts funded by special initiative funding (e.g. HEFCE special initiative funding) will be considered by Staff Vacancies Review Group.
The recommendations of the Staff Vacancies Review Group will be subject for formal approval by the Vice-Chancellor’s Group.
Procedure for filling vacancies
All posts must be recommended in writing by the head of the organisational level above that of the post proposer e.g. posts at academic department level must be recommended by the Dean of Faculty.
Grading of all posts is determined by the appropriate HR Manager using the HERA job evaluation scheme. Posts should be evaluated before submission to Staff Vacancy Review Group.
All proposals for permanent and fixed term posts should be submitted to the PA to the Director of Human Resources for consideration by the Staff Vacancies Review Group.
The Staff Vacancies Review Group has responsibility for:
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seeking confirmation that all options for covering posts through internal restructuring or resource sharing have been considered;
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agreeing the establishing of a post but not its substantive grade;
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seeking confirmation that the funding for any post under consideration has been explicitly addressed within the planning process for the relevant department or alternative sources of funding have been identified;
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seeking further information or clarification from the originators of proposals;
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ensuring that the University's contribution to research bids in relation to staff appointments has prior approval of the Pro-Vice-Chancellor Research and the Director of Finance.
The Director of Human Resources will not take action to advertise, or appoint to, any posts until the appropriate written approvals have been obtained.
All requests to fill a vacant post, create a new post or extend a fixed term contract should be submitted using the Staff Appointments Pro Forma EP4.
The Staff Vacancies Review Group meets weekly to consider applications. The deadline for submission of applications is normally Tuesday at 2.00 pm.
Supported requests to work beyond their planned retirement age
Supported requests for staff to work beyond their planned retirement age should be submitted to the Departmental Human Resources Manager,who will be responsible for consulting the Pro-Vice-Chancellor Research in the case of academic and research posts prior to submission to the Staff Vacancies Review Group.
