In order to update our approvals process, some HR forms will be unavailable between 28-31 January

We have now agreed on a much simpler approval workflow for staffing and recruitment approvals. Our key goals were:

  • a simpler, standardised process that works across all departments (central and faculty)
  • eliminate the need for bespoke workflows

Consequently there will be a period of downtime next week while the system is updated and requests will not be processed.

Process

Level 1 approvals

Tickets will be sent concurrently to the HOD, HR, Finance and/or Research Support (the latter for any funding coming from R, GR and RG workorders).

In academic faculties, the 'HOD' role is fulfilled by:

  • the Directors of Faculty Operations for support posts
  • the departmental HOD for academic, research or teaching posts

Any requests which only involve a change in the funding of a post will be sent to Finance and/or RGC but not to HR or HoDs/DFOs.

Once all required level 1 approvals are received, the ticket will be pushed for level 2 approval.

Level 2 approvals

Tickets will be forwarded to the relevant UEB member for level 2 approvals:

  • For externally funded roles on R, RG and GR codes - no level 2 approval will be required
  • For reductions in contracted hours - no level 2 approval will be required
  • For requests only involving a change in funding - no level 2 approval will be required
  • For all other tickets:
    • Roles in academic depts will go through to the relevant Dean for level 2 approval
    • Roles in central PS and the Vice-Chancellor's Office will go through to the CFOO or CASO for level 2 approvals (and to the DVC for Strategic Planning and Performance)

This approvals process applies to all workflows except TRAs and role reviews, which already sit outside the current process and are simpler - the process for these will be reviewed separately, once the new workflow is in place.

A diagram of the process (updated 18 February 2025) is available.

Next steps for implementation - system downtime

The HR Systems team is working to implement this new workflow from 1 February 2025/

To enable this, there will be a period from Tuesday 28th to Friday 31st January when some staffing requests cannot be made. This includes:

  • Direct Appointments / Named Researchers
  • Secondments and Internal Appointments
  • Contract variations

During this period, recruitment requests can still be submitted via eRecruiter but they will not be processed until the new approval process is in place (ie processing will begin on 1st February).

HR will review any existing tickets already in the system and update them to go forward under the new process.

Confirmation will be provided as soon as new process workflow is live.