Post Approval Process

Cognisant of the budgetary sign off requirement attached to new/replacement positions and the associated ECF implications, University Management Team (Operations) 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 (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 UMTO, 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 UMTO Post Review Template).


Posts for approval will be then forwarded to HR Advisor (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 UMTO (meetings occur on a fortnightly basis). The submission to UMTO 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 UMTO.


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.


The schedule of UMTO meetings (2019 & 2020) and deadline for submission to the HR Advisor are outlined below. Due to the number of review steps prior to submission to UMTO it is critical that budget holders comply with stated deadlines, submissions received after the deadline will be considered at the next meeting of UMTO.

UMTO Meeting

Deadline for Submission of Posts

(signed documentation to be submitted to HR Advisor (Recruitment & Contracts) by this date)

12th November 2019

1st November 2019

26th November 2019

16th November 2019

10th December 2019

29th November 2019

14th January 2020

3rd January 2020

28th January 2020

17th January 2020

11th February 2020

31st January 2020

25th February 2020

14th February 2020

10th March 2020

28th February 2020

24th March 2020

13th March 2020

8th April 2020

27th March 2020

21st April 2020

10th April 2020

5th May 2020

24th April 2020

19th May 2020

8th May 2020

2nd June 2020

22nd May 2020

17th June 2020

5th June 2020

30th June 2020

19th June 2020

14th July 2020

3rd July 2020

28th July 2020

17th July 2020

1st September 2020

22nd August 2020

16th September 2020

4th September 2020

29th September 2020

18th September 2020

13th October 2020

2nd October 2020

27th October 2020

16th October 2020

10th November 2020

30th October 2020

24th November 2020

13th November 2020

8th December 2020

27th November 2020

22nd December 2020

11th December 2020


Human Resources

Acmhainní Daonna

Ground Floor, Block E, Food Science Building, UCC