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OHR 2008-021 - Management of Certain Positions

Effective today, a new procedure is in effect for the management of certain positions at the Health Science Center.  It will be necessary for an administrative department to submit a written request to fill or make certain other changes to vacant positions to the Senior Executive Vice President and Chief Operating Officer prior to any action, if:

• The position falls within the portfolio of any vice president; and,
• The position is state funded.

PLEASE NOTE:  This procedure DOES NOT apply to:

• academic departments;
• non-state funded positions;
• any position which is posted and for which active recruitment is already underway;
• any job audit request which was received prior to 5:00 p.m., Friday, March 28, 2008, that could result in reclassification and salary increase.    

Effective immediately, an administrative department should submit a brief justification to the Senior Executive Vice President and Chief Operating Officer that includes:

• A statement outlining why the position or requested action is important; and,
• The impact to the department or unit if the requested action is not approved.

This process is in effect when a department wishes to undertake any of the following actions:

1. Filling positions (either through external recruitment or internal promotion) that are vacant or that will become vacant. 
2. Requesting new positions.
3. Changing titles including position reclassifications if there is a resulting salary increase.
4. Any other personnel actions using “unallocated” salary savings, including temporary savings. 

Please do not hesitate to contact me should you have any questions with respect to this change of procedure.