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Hiring Pause: Frequently Asked Questions

Will it be necessary to secure additional approvals, beyond what is normally required, before a position can be posted on the University’s employment system, and/or filled?
Yes.  All hiring authorities must secure approval from the appropriate senior vice president, vice president, or chancellor to which the unit reports prior to submitting a requisition to OHR for posting.  In the case of positions currently posted and not yet filled, the hiring authority must also have approval from the president, senior vice president, vice president, or chancellor, as appropriate, to continue with the search and to fill the position(s).
Can we continue to use the no-search options that we currently use in filling vacancies?
Yes, but all new or vacant positions to be filled must first be approved before a no-search process is initiated.
How does my unit document that it has received the appropriate approvals to fill a job?
You will receive direction from the appropriate senior vice president, vice president, or chancellor, to whom your unit ultimately reports about the process for gaining approval for the posting and filling of positions. Approval must be for specific positions and should be documented in writing to avoid confusion. 
How will the posting of positions be monitored?
OHR will provide weekly reports to the president and other senior officers which list all new position postings by unit in order to ensure that all searches have been approved.
My unit has a position that was already posted, and the search process is quite far along.  Do we need to abandon this search, or can we continue to search for and hire into this position?
Approval must be obtained to continue current search processes and the filling of vacancies before proceeding.
Should we expect delays in getting our positions posted on the employment system?
The required approval process may impact the time it takes to get a position approved prior to submission to OHR. OHR will continue to process the posting of approved requisitions in a timely manner. 
What if I have approval to fill a P&A position, but OHR says that the position description is for Civil Service or bargaining unit work? Can OHR over rule the prior approval?
Appropriate classification decisions still rest with OHR.
I am merely refilling a vacancy. The position has existed for 20 years. Do I still need to get approval?
Yes, all position vacancies will have to be re-evaluated and approval granted before the vacancies can be filled.
My unit received funding through the compact process to hire for particular positions. Do we still need to get approval to fill those?
Yes, the posting and filling of all positions must be re-evaluated at this time. You will need to confirm that you have approval to fill each position according to this process.
My unit needs to fill a position that is funded through a research grant. There are deadlines we must meet in order to satisfy the requirements of the grant, so leaving this position vacant is not an option. Do we still need to get approval before posting the position?
Yes, all requisitions must be approved prior to posting. The source of funding will be a factor for consideration, but the approval process will remain the same for the posting and filling of all positions.
My unit uses blanket postings for certain types of jobs. We file one requisition for several openings to be filled throughout the year. Are these postings treated any differently?
Your unit will need to discuss this hiring approach with the appropriate senior vice president, vice president, or chancellor.  If you plan to continue with this approach, you must ensure that the process and the number of positions to be filled have been approved by the appropriate senior vice president, vice president, or chancellor.
What about re-posting of a position that was removed from the electronic posting system, but for which there is an active requisition?
Such re-posting will need to be approved in the same way that a new vacancy would need to be approved. A re-posting will be reported as a posted position on the weekly monitoring reports.
If I was granted approval to post a position in X classification, but that resulted in a failed search, can I assume that this approval can be used for some other position?
No, you need to get appropriate approval for each distinct position you wish to fill.  The approval criteria apply to a particular position, not to a total FTE count.
Is assistance available to restructure positions or reassign work in lieu of adding FTEs or filling vacancies?
Yes, you should begin by contacting your local HR manager or director for assistance.
Does the approval process apply to the posting of student jobs?
No, the hiring pause does not apply to undergraduate or graduate student positions.

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