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					THE MANCHESTER METROPOLITAN UNIVERSITY
FROM THE OFFICE OF THE DIRECTOR OF HUMAN RESOURCES



VACANCY CONTROL PROCEDURE - FINAL DOCUMENT


1.         Introduction

           The Vacancy Control Procedure is a measure to assist the University in
           achieving financial balance. It is predicated on the robust review of vacancies
           in order to appoint only to posts which are business critical and for which
           funds are available.

2.         Principles

           2.1         All recruitment to posts will be subject to consistent, robust scrutiny by
                       a panel chaired by the Chief Operating Officer and Financial Director
                       and including: the Director of Human Resources, and the two Deputy
                       Vice-Chancellors. The panel will meet on a weekly basis at 1pm on a
                       Monday before the meeting of the Executive or Directorate.

           2.2         The panel will consider all vacancies including new fixed term contracts
                       or extensions of existing fixed term contracts before advertisement in
                       order to enable control of expenditure, encourage robust workforce
                       planning and maximise opportunities for the effective deployment of
                       existing staff. The latter will enable business critical posts to be filled
                       internally and allow the scrutiny of lower graded posts which may not
                       be business critical.

           2.3         The panel will authorise recruitment to academic, support and senior
                       staff positions and in so doing will consider:

                                The submitted business case
                                The availability of funding for the post
                                The overall financial position of the department/faculty

                       The only exceptions will be appointments to catering and domestic
                       vacancies at grade 1 and 2 which are within approved establishment
                       numbers. Appointments to these posts will be controlled by the
                       manager in conjunction with HR.

           2.4         The University is undertaking a comprehensive programme of
                       restructuring and reconfiguration of areas of its business. Proposals
                       for and implementation of restructurings will be considered by the
                       panel.

3.         Operational Process

           3.1         The following process will apply to all vacancies covered by the
                       procedure prior to advertisement:


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THE MANCHESTER METROPOLITAN UNIVERSITY
FROM THE OFFICE OF THE DIRECTOR OF HUMAN RESOURCES



           Step 1

           3.2         The appropriate line manager in conjunction with the HR Advisor or HR
                       Business Partner and Faculty/Service Accountant, (the Vacancy
                       Control Team - VCT), will critically consider each vacancy. The VCT
                       will assess the business case to fill the position, exploring and
                       considering alternative resource solutions including other mechanisms
                       via which the need can be met using existing staffing.             The
                       Faculty/Service Accountant will provide specific advice in relation to
                       ongoing funding for the position. The responsibility for the production
                       of the business case lies with the manager assisted by the HR Advisor
                       and Faculty/Service Accountant. A list of areas the VCT’s should
                       consider is available at
                       http://www.mmu.ac.uk/humanresources/form/

           Step 2

           3.3         If it is agreed it is necessary to appoint a replacement member of staff,
                       extend a fixed term contract, or engage an additional member of staff,
                       the VCT should develop a business case to support the decision. The
                       business case should be discussed with the relevant Dean/Director.
                       Guidance on the development of the business case is available at
                       http://www.mmu.ac.uk/humanresources/form/

           Step 3

           3.4         If the case is supported by the Dean/Director, a vacancy control form
                       should be completed. The business case to support the recruitment
                       must be detailed on the form and a copy of the job description, person
                       specification, grading outcome and a structure chart for the team within
                       which the position fits, attached.

                       The vacancy control form is available to download as a word document
                       at http://www.mmu.ac.uk/humanresources/form/

           Step 4

           3.5         The HR Advisor will arrange for the completed Vacancy Control form
                       and attachments to be submitted to the Head of Operational Services
                       who will co-ordinate and arrange the weekly panel meetings.
                       Secretarial services to the panel will be provided by the HR
                       Department.

           Step 5

           3.6         Vacancy Control applications will be sent to the panel a week in
                       advance of the meeting in order to allow appropriate preparation and
                       for any additional checks to be made.

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THE MANCHESTER METROPOLITAN UNIVERSITY
FROM THE OFFICE OF THE DIRECTOR OF HUMAN RESOURCES




           Step 6

           3.7         The panel will decide whether the vacant post should be filled, on what
                       basis, fixed term or permanent, and what method of recruitment should
                       be followed, internal only or external advertisement.

           Step 7

           3.8         The decision of the panel will be communicated to the relevant
                       manager within two working days of the panel meeting. It may be
                       necessary for a decision to be referred to a full meeting of the
                       Executive where there is a matter of principle involved and no
                       unanimous agreement on the course of action.




SEPTEMBER 2009


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