Position Opening Approval Process

Overview

This procedure applies to the review and approval of new or vacant positions prior to selection and hiring.

Objectives

The objectives of this procedure are as follows:

  1. Ensure that strong budgetary controls are in place for budgeted positions.
  2. Provide for process that records and reports new or replacement positions and use of attrition or salary savings.

Steps

  1. The requestor must first consult with Human Resources (HR) regarding employee type, job classification and salary placement. HR provides appropriate guidance on the selection and hiring process.
  2. The department or division prepares and processes the TMCC Position Opening Approval form.
    • The requesting department is responsible for completing the form and obtaining necessary approvals, including written approvals of the appropriate Vice President (VP), HR and the Budget and Planning Office.
    • Review from HR and Budget and Planning Office is required prior to obtaining approval signatures.
  3. After the President approves the position, the form is returned to HR.
    • For new positions, Cabinet approval is required as well.
  4. HR contacts the department and makes arrangements to begin the search to fill the new or vacant position.

Timeline for New Positions

Regular Approval: Requests received prior to regular meeting will be processed for approval at the next scheduled meeting.

Rush Approval: If approvals for requests are necessary within a day, or for emergency reasons due to compliance or contractual commitments, the President may approve the request. Such approval will be shared to PEC members at the next scheduled meeting.

Statement of Need/Justification Guidelines

In preparing your statement of need on the Position Opening Approval form, please consider the following guiding questions:

  • If the position is grant funded: please describe the grant, grant requirements and length of position.
  • If the position is state-funded or funded by a self-support account: please describe the position and its function.
  • If the position is a replacement position: how long has the position been vacant and how are tasks covered during the vacancy?
  • Describe the impact if the position remains unfilled or is eliminated or reallocated. Include critical functions that this position would fulfill.
  • Can the position be filled at a lower level?
  • What potential savings can be anticipated with this position?

Definitions

Administrative: Full-time exempt position that requires the performance of work directly related to the management of the educational and general activities of the institution, department or subdivision. This position exercises discretion and independent judgment and generally directs the work of others. This position requires advanced learning and experience acquired by prolonged formal instruction and/or specialized work experience (temporary - issued a contract for a period of up to a year).

Academic: Full-time exempt position that has responsibilities directly related to instruction and curriculum development. This position is tenure eligible or non-tenure track (temporary; issued a contract for a period of up to a year.)

Classified: Non-exempt position that requires the performance of work directly related to the support of the institution, department or subdivision (temporary/casual labor intended to meet short-term, temporary needs).