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Introduction:
The post requisition and confirmation of approval process is to confirm HR, Finance, and UE approval of pre-approved roles. This process cannot be used to request net new permanent or net new temporary posts (excluding leave replacements).
The purpose of this section is to provide a guide to the procedural steps involved in requesting the confirmation of an approved post for recruitment and/or direct appointment.
The Post Requisition and Confirmation of Approval Process remains the formal mechanism whereby pre-approved resource requirements for new and replacement (permanent and temporary) posts are formally approved by the University so that they may be recruited for centrally or locally.
To clarify, the process is for:
- Requests with pre-approval through the annual staff planning process or UE approved papers with business cases related to staffing, or external non-research funding (e.g. HCI project funds).
- Requests for temporary direct appointments (up to 6 months) for pre-approved roles through the annual staff planning process or UE approved papers with business cases. Net new direct appointments require pre-approval and cannot be requested through this process.
- Request for temporary backfill of staff leave coverage, including:
- maternity leave Maternity Leave | Maynooth University,
- parental leave Parental Leave | Maynooth University, and,
- career break Career Break | Maynooth University.
The Post Requisition and Approval Process continues to exclude:
- Requests for temporary backfill of staff who have an approved research leave through the annual Sabbatical Leave Scheme. Sabbatical leave coverage can progress directly to recruitment and/or via direct appointment to HR Operations.
- All Research Posts (externally funded). These posts must be initiated for approval through the Research Development Office. All Research Posts should be requested for specific purpose contracts for the project and/or a particular phase of the project where the role is required. See link to locate Research Post Requisition forms: Recruitment | Maynooth University
- All Research Incentivisation Fund (RIF) posts. These posts require the approval of the Vice President for Research and Innovation and the relevant University Executive member prior to HR progressing the same.
Purpose and Scope:
This approval process applies to pre-approved resource requirements in respect of new and replacement (permanent and contract) posts for the following staff categories:
- Academic.
- Professional.
- Administrative.
- Technical.
Key Principles underpinning the Post Requisition Process:
- For like for like replacement (permanent or temporary) of established posts, the request will be confirmed based on workforce planning for the area and confirmation of budgetary provision.
- For new posts (Professional and Admin only), the proposed grade must be verified by HR (internal process EA to AO1; external process SAOIV & above). The job specification may be submitted either in advance of submitting to post approvals to your HR Partner for your area, or may be submitted at the time of post requisition submission. The request for new Professional and Admin roles cannot proceed prior to the job evaluation process to confirm the grade. To note, the job evaluation process to confirm grade may take up to four (4) weeks and cannot proceed for review and approval until complete.
- For fixed-term or specific-purpose contracts, the nature of the contract and objective justification for the contract will be confirmed by the HR Partner.
- For requests to modify an existing employee’s FTE (increase hours temporarily/permanently), prior approval may be confirmed as part of the workforce planning process and/or confirmation of budgetary provision for the area as part of this process.
- If a Hiring Manager/Requestor wishes to suppress and repurpose a post, please link in with your HR Partner before submitting a post requisition request.
Post Requisition and Confirmation of Approval Process Workflows:
Submitted requests through Post Requisition will move through review and confirmation of approval stages as set out below in the workflows.
Action to initiate the workflow:
To commence the process, the Head of Department/Budget Holder must first submit the post requisition request form via the post approvals inbox: [email protected] with attachments including job specification (using the Maynooth University job specification template: Forms & Templates for Recruitment & Selection | Maynooth University), financial supporting documentation, and a UE paper for new posts. This form must be signed by the Dean or VP for the area before being submitted.
Note: Job specification is required for professional and administrative post requests only.
Please see the section on Roles and Responsibilities prior to submitting a request for Head of Department/Budget Holder/Requestor.
Note - the workflow diagrams refer to “HR checks” the HRP will coordinate these checks but may need to engage other pillars e.g. organisational development for job sizing.
Indicative Timelines of the Post Requisition and Approval process:
Requests to be submitted via email to the post approvals inbox by the Hiring Manager/Requestor.
Requests are reviewed on a weekly basis. The process requires review and confirmation of approval by Finance and HR, and therefore, the process may take up to 4 weeks.
Once approved, the Hiring Manager/Requestor will be able to initiate recruitment with the HR recruitment team and/or a local recruitment for a direct appointment (up to 6 months).
The confirmation of the post requisition approval is for that specific post; if the Hiring Manager/Requestor would like to temporarily backfill pending a recruitment campaign, it is advised that non-pay budget for occasional staff and/or UniJobs may be explored.
The Hiring Manager/Requestor may request temporary coverage (6 months or less) for Academic roles that are required for teaching pending a recruitment process.
Roles & Responsibilities:
Head of Department/Budget Holder/Requestor
- Prior to submitting a request pre-approval is required from:
- Workforce planning process approved post(s), or,
- business case post(s) approved by UE, or,
- external non-Research funds, or,
- teaching buy-out approval, or substantive postholder is on an approved leave (excluding annual leave).
- Prior to submitting a request, please have a discussion with your Head of area and/or your University Executive member regarding the post.
- Completion and submission of a Post Requisition Form via the post approvals inbox: [email protected], with the required supporting documentation:
- Funding letters from external bodies.
- Business case.
- Role profile.
- UE date of approval for a new post.
Human Resource Partners
- Reviews the Post Request and checks against details of pre-approval.
- Confirms the nature of the contract and its objective justification.
- Liaises with the Requestor in relation to FTE and Grade specification, if required.
- Coordinates internally within HR for job evaluation to confirm grading up to AO1; (and externally within HR for job evaluation for SAOIV and above.
- Liaises with the HR Director or UE member regarding posts as required.
- HR Service Centre to collate all Post Requisitions for submission to the University Executive for noting on a quarterly basis.
Finance
- Assesses the Post Requisition to satisfy budget availability.
- Liaises with Requestor in relation to budget matters.
- Bursar makes a decision regarding the approval of the post, having regard for budget availability.
- Communicates the outcome of the budget assessment as part of the review process.
University Executive
- Approves annual budget allocation.
- Approves requests for additional resource budget based on previously approved UE paper and/or External non-Research funds.