Post Approval Process

Cognisant of the budgetary sign off requirement attached to new/replacement positions and the associated ECF implications, University Management Team agreed, at its meeting on 30th October 2019, that any request for a new/replacement position will be subject to a revised post approval process as outlined below.

Posts will progress through the normal local approval process within the College/Central area and the relevant Post Approval form (PF3) must as part of the local process be considered, reviewed and approved by the relevant hiring manager and HR Business Manager with final approval required by Head of College/Central Area as evidenced through formal sign off. The local approval and review process must give due regard to the ECF ceiling and budgetary constraints. Specifically, budget holders are reminded that:

  • Where a budget holder identifies a critical post to be approved by UMT, but is not within the ECF, then consideration should be given to filling this as a non-exchequer post if the relevant funding stream is identified;
  • In proposing any further positions for recruitment, all senior managers must carry out a review of the need for/level of the post and maximise the potential for the consolidation of service delivery through reassignment, redeployment and new models of working. Evidence of this review should form part of any request to UMTO to approve an appointment (through completion of the UMT Post Review Template).

Posts for approval will be then forwarded to HR Co-ordinator (Recruitment & Contracts) for a budgetary/ECF consideration by a Finance/HR group in the first instance. Following the initial review a strategic review will be undertaken by a group consisting of the President, Deputy President & Registrar, Bursar and Director of Human Resources with onward recommendation for decision under ‘Staffing’ at each meeting of UMT (meetings occur on a fortnightly basis). The submission to UMT will clearly identify for each post the relevant funding source and associated ECF implications. This process will comprehend all proposed posts, irrespective of duration, new or replacement status or funding source and will provide full oversight for UMT.

HR Business Managers have been briefed on the requirements of the revised process and will work with budget holders to ensure the requirements are met and the necessary needs review takes place. 

It is anticipated having due regard for budgetary and ECF constraints outlined, that the number of posts that will be considered under the new post approval process will be small, reflecting a critical University need.


UMT Sub-group Meeting Deadline for receipt of PF & UMT Post Review Template*

UMT Sub-group meeting Deadline for receipt of PF3 and UMT Post Review Template
27th January 2021 20th January 2021
10th February 2021 3rd February 2021
24th February 2021 17th February 2021
10th March 2021 3rd March 2021
24th March 2021 16th March 2021
7th April 2021 31st March 2021
21st April 2021 14th April 2021
5th May 2021 28th April 2021
19th May 2021 12th May 2021
2nd June 2021 26th May 2021
16th June 2021 9th June 2021
30th June 2021 23rd June 2021
14th July 2021 7th July 2021
28th July 2021 21st July 2021
11th August 2021 4th August 2021
25th August 2021 18th August 2021
8th September 2021 1st September 2021
22nd September 2021 15th September 2021
6th October 2021 29th September 2021
20th October 2021 13th October 2021
3rd November 2021 27th October 2021
17th November 2021 10th November 2021
1st December 2021 24th November 2021
15th December 2021 8th December 2021

*PFs received after the deadline will be put forward for consideration at the next meeting of the sub group

Human Resources

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