Process for staffing decisions
The Resources Sub Group has been disbanded under new committee arrangements
agreed by Council. Some of its decision-making will be the responsibility of the new
Planning and Resources Committee (PRC), which will meet monthly and routine
decisions about staffing will be delegated and made on a continuous basis. The new
process for taking staffing decisions is as follows.
1. The previous REC1 and Establishment B forms are replaced with an
Establishment Control Form A (please see attached). This form should be
completed for all staff resource requests including staff recruitment, acting up
allowances, temporary cover, maternity cover and changes to contractual
hours. Once completed these should be sent to the relevant HR manager for
2. HR will allocate an establishment reference number, enter the request onto a
centrally held log, check grading and process is appropriate and e-mail to
3. Management Accounts will provide a costing and return to HR. Management
Accounts will identify any significant shortfall against planned income targets
or budget in their comments.
4. HR and Finance will endeavour to ensure that the above steps will be
completed within one week of receiving an Establishment Control Form with
all the required attachments and information.
5. HR will then submit the form for review to the appropriate member of the
senior management team (usually the Faculty Dean or Director of
6. Establishment C forms should continue to be used for posts funded by
research income under existing arrangements.
1. For straightforward decisions which are within the budget and establishment,
the Faculty Dean/Director of Operations will consider the request and confirm
whether it is approved or declined.
2. Requests requiring additional budget or additional resources in future years
will be reviewed by the Dean or Director of Operations with recommendations
forwarded to the Deputy Principal, who will either confirm or refer to PRC for
3. Requests for major reorganisations of a group or department or that have
implications for other areas of the College, even if there is no cost impact,
should be dealt with in the same manner as for requests requiring additional
budget or additional resources in future years.
4. The form should be returned by the Dean, Director of Operations or Deputy
Principal to HR who will notify the HoD and Management Accounts of the
5. Where requests are referred to PRC, the Secretary of PRC will return a list of
decisions to HR who will notify the HoD and Management Accounts.
6. A list of all delegated decisions will be submitted to PRC each month for
7. Non-staff requests requiring additional budget will also be considered through
the same process, though it is expected that such requests will be
exceptional, as the level of resources will be considered as part of the
planning and budgeting processes.
Academic Staff Replacement Criteria
The College main account budgeting assumes that there will be a certain level of
savings on staff-turnover and we need to ensure that this will be achieved. When
considering academic staff vacancies the following guidelines will be used:
1. Academic replacements will be made at lecturer level regardless of the
vacant post unless there are clear reasons why this should not be the case
i.e. REF planning, leadership needs in the department/school, higher level
programme management needs etc. Such cases should be approved by the
Deputy Principal (Planning, Resources and Partnerships), advised by the
2. Cover for sickness/maternity/in-year vacancies will be provided by hourly paid
staff unless other factors are prevalent e.g. post-holder held responsibilities
that cannot be covered by this route and other means, other key members of
staff on sabbatical and therefore cannot cover etc.
3. Where temporary teaching fellow posts are made, these should be for no
longer than 10 months unless there is a need to cover MA/MSc
supervision/marking over the summer months in which case up to 12 months
can be granted.
4. The Faculty Dean will consult with the Deputy Principal over the
appropriateness of filling vacant posts in departments identified during the
annual planning round as being in significant deficit and/or those departments
or services identified in year as being in danger of substantially failing to meet
The PRC will have to consider progress on achieving staff turnover savings during
the year and may have to take corrective action by asking the Faculties and central
administration to change their approach when they consider requests, as necessary.