Effective: August 1, 2015
Approval Guidelines for Hires, Promotions, Increases to Percent of Assignment, Pay
Increases, or Reclassifications
When personnel actions occur, managers work with their Area Vice President, Area Executive,
or College Dean on how best to proceed. Personnel actions are vacancies, promotions,
reclassifications, or other personnel actions affecting salary. The guidelines below provide the
necessary process that must be followed in order to fil the vacancy.
Fundamental Concepts:

• Existing FTEs and budgeted (general fund, research and auxiliary) personnel actions
require confirmation from the Budget Office or the Office of Research Administration
(ORA) that sufficient labor base budget exists before any action can be undertaken.
o The Provost, Vice Presidents, and Deans have authority to reallocate continuing
labor budget within their respective departments, divisions or colleges.
o The requestor must ensure that sufficient funds exist if the position is funded with
gift funds.
• New FTEs must be requested pursuant to the annual budget process. FTE requests
outside of the annual budget process wil be considered on a case by case basis only
under extenuating circumstances and must be requested pursuant to the quarterly budget
forecast process as described in the university’s Financial Management Guidelines.
o For positions funded through sponsored research or Special Programs and
Continuing Education (SPACE) contracts, budget authorization for vacancy
announcements, hires, transfers, promotions, and other job assignment
changes must be obtained through ORA or SPACE before an action can
proceed.
• For promotions or other salary changes that are higher than the position budget, the
respective Vice President has the authority to reallocate salary funds from within their
existing salary pool. If sufficient funds do not exist, the respective Vice President can
request additional funds pursuant to the quarterly budget forecast process as described
in the university’s Financial Management Guidelines.

Budgeted position vacancies may be advertised and internal promotions may be made as
described below.
Academic Affairs
The Provost wil establish with the Deans the protocols within Academic Affairs for
proceeding to fil vacancies, make promotions, and establish reclassifications.
Subject to and consistent with the protocols established within Academic Affairs and in
general unless otherwise restricted:
1. Tenure track faculty and teaching faculty position deployment is determined within
Academic Affairs. Positions in terms of departmental location and area of
expertise are approved by the Provost. Once approved, these positions are
advertised and hired by the Dean.

2. Tenured faculty, Department Head/Division Head, Chaired positions, and Dean
hires may be advertised and hired as determined by the Provost after consultation
with the Dean. Under ordinary circumstances, except for the hiring of a Dean,
management of the hiring process wil be by the Dean, with the Provost having
final decision authority on the Dean’s recommendation.
3. Administrative faculty, adjunct faculty, and classified staff may be hired as
determined by the Dean. These positions may be moved within Academic Affairs
as required to meet the support staff needs within Academic Affairs.
4. Temporary (non-adjunct) positions may be fil ed at the discretion of the hiring
department as long as sufficient budget is established prior to hire.
5. Classified Staff positions may be submitted to Human Resources for
reallocation/reclassification with prior authorization from the Dean. Deans must
confirm that budget for a change in classification is available prior to requesting
reclassification.
6. Promotions for Academic Faculty are covered by the promotion procedures as
defined in the Faculty Handbook.
7. Except for Academic Faculty, all pay actions must follow the Salary Administration
Procedures in consultation with Human Resources.

Al other areas

1. Budgeted vacancies may be advertised and hired with approval of the area Vice
President.
2. Temporary positions may be fil ed at the discretion of the hiring department as long
as sufficient budget is established prior to hire.
3. Increases to percent of assignment may be made with prior approval of the area
Vice President only with identified and available budget.
4. Classified Staff positions may be submitted to Human Resources for
reallocation/reclassification with prior authorization from the area Vice President.
5. All pay actions must follow the Salary Administration Procedures in consultation
with Human Resources.

See attached “RAF Signature Routing Procedure” chart.


Recruitment Authorization Form (RAF)
Routing Procedure for
Academic Faculty, Administrative Faculty, Classified and Research Support Positions
ACADEMIC AFFAIRS


Academic Faculty*
Administrative Faculty
Classified Staff
Research Support

Budgeted
New Position
Budgeted
New Position (no
Budgeted
New Position
Budgeted
New Position
Position or
(no budget
Position or
budget exists)?
Position or
(no budget
Position or
(no budget
Vacancy?
exists)?
Vacancy?
Vacancy?
exists)?
Vacancy?
exists)?
YES
NO
YES
NO
YES
NO
YES
NO
Initiate RAF

Initiate RAF

Initiate RAF

Initiate RAF

Signature




Routing



Department
Head/Director
X

X

X

X

Col ege Dean
X

X

X

X

Budget Office
X

X

X

X**

ORA






X**

Provost
X





X


Completed form routed to HR
Completed form routed to HR
Completed form routed to HR
Completed form routed to HR
* Academic Faculty = tenured/tenure track faculty, non-tenure track (teaching faculty), Department/Division Head and Chaired positions
** Depending on funding source(s), RAF wil need to be routed to Budget and/or ORA for signature.

For any new position, additional forms and authorizations are required before initiating an RAF [job descriptions, exemption forms and
President’s signature]. Please consult with Human Resources regarding the necessary paperwork and procedures.

Recruitment Authorization Form (RAF)
Routing Procedure for
Administrative Faculty, Classified Staff, and Research Support Positions
FINANCE & ADMINSTRATION, STUDENT LIFE, R&TT, and STRATEGIC ENTERPRISES


Administrative Faculty
Classified Staff
Research Support

Budgeted
New Position (no
Budgeted
New Position
Budgeted
New Position
Position or
budget exists)?
Position or
(no budget
Position or
(no budget
Vacancy?
Vacancy?
exists)?
Vacancy?
exists)?
YES
NO
YES
NO
YES
NO
Initiate RAF

Initiate RAF

Initiate RAF




Signature
No further
No further
No further
Routing
action
action
action
Director
X

X

X

Budget Office
X

X



ORA




X

Vice President
X

X

X


Completed form routed to HR
Completed form routed to HR
Completed form routed to HR

For any new position, additional forms and authorizations are required before initiating an RAF [job descriptions, exemption forms and
President’s signature]. Please consult with Human Resources regarding the necessary paperwork and procedures.