STEP 1: Establishing a Need and Identifying Resources

There are typically two ways in which positions become available: 1) an existing position is vacant, or 2) a new staffing need has been identified and funding is available.

1. VACANCY

When a current position becomes vacant due to resignation, retirement, termination, a personnel action form along with supporting documentation (e.g., resignation letter) must be forwarded to the attention of the Personnel Administration Office within the Department of Human Resources (HR). When a position becomes vacant due to an inter-University promotion and/or transfer, the department responsible for forwarding the personnel action form is the one to which the employee is being promoted and/or transferred. Regardless of the reason for departure, it is critical that we be informed immediately concerning an employee's last date of employment. Documentation must contain the incumbent's last day of employment. Prior to beginning any work of filling a vacancy, you must determine when the resources for restaffing, promotions, and/or transfers will be available. As soon as you have an indication that you will be refilling or taking action on a position, you can begin the work with HR. However; no recruitment efforts will be made or transactions processed which involve State or Permanent Trust Fund positions until HR receives the go ahead from either the Deputy Chancellor or the Provost.

2. NEW FUNDING/NEW FUNCTION

When the Controller's Office verifies that new money has been identified to fund a position (e.g., grant, trust funds, state-line items, etc.), an account number must be provided as well as information concerning whether there are sufficient resources to cover benefits. For state and trust-funded positions, HR must receive authorization from either the Deputy Chancellor or the Provost prior to beginning a recruitment effort.

Be certain you have the resources, including the revenue to support fringe benefits if it is a non state funded, benefitted position.

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