Position Justification Process

For all position actions (new, replacement, reorgs, reclasses, FTE changes) a Concept Statement Form will be sent to Human Resources (HR) - (M.A. Watson - mwatson@usm.maine.edu) OR for faculty matters - (Joan Boggis - boggis@usm.maine.edu) briefly outlining the reasoning behind the request for new hire, replacement hire, position reclassification, and/or increase in position hours/schedule.

• The Concept Statement must include confirmation that it has been vetted through Dean/Director and VP level within initiating Department.
• The concept statement must indicate where the department will find the funds to finance the action (chartfields not required at this point).
• HR will confer with Finance on the concept

TIME FRAME: HR will make every effort to contact Department with any recommendations/issues/concerns, including those of finance, within 3-5 business days of receipt

FOR NEW or REPLACEMENT POSITIONS:
NEXT, IF SANCTIONED TO GO FORWARD………….

If the position is new, you will need to create a Job Description and complete a PDQ (Position Description Questionnaire) and forward them to HR (mgelinas@usm.maine.edu) for rating.  Upon receipt of the rating determination and a new (if applicable) position number from HR, the initiating Department will complete a POSITION JUSTIFICATION Form (this ONE form will replace the prior Hiring Exemption Freeze and PAF forms)- this form must have appropriate signatures at all required levels

This form will be sent to HR (mwatson@usm.maine.edu – please note- a scanned and e-mailed copy at this point is acceptable).

HR will then route to the appropriate Finance area for approval (accurate accounting information will be required.)

TIME FRAME: HR will make every effort to contact Department with any recommendations/issues/concerns, including those of finance, within 3-5 business days of receipt.  Ultimately, time frame will depend upon accuracy of information and availability of required signatories.

The appropriate Finance area will provide approved actions to the Resource Review Committee for final vetting and recommendation to the President

TIME FRAME: Weekly Review

The President will provide final approval.  Upon final Presidential approval, HR will notify all parties of the outcome of the request.

TIME FRAME: Weekly review

FOR MANAGEMENT-INITIATED* POSITION REVIEW REQUESTS:
*Employee-Initiated Position Review Requests will automatically be reviewed per contract requirements

NEXT, IF SANCTIONED TO GO FORWARD………….

Department OR employee completes Request for Position Review (either hourly or salaried) and HR Completes a position review per applicable contract guidelines and provides results to department.

TIME FRAME: HR is contractually required to provide a response to request for review within 20 working days

Upon receipt of results of review from HR, Department decides to either:

• Proceed with reclassification
• Take away duties that are out-of-title

If process continues, HR and Finance approvals will be obtained via the Reclassification Authorization Form which is initiated in HR

HR will route to the appropriate Finance area for approval (accurate accounting information will be required.)

TIME FRAME: HR will make every effort to contact Department with any recommendations/issues/concerns, including those of finance, within 3-5 business days of receipt.  Ultimately, time frame will depend upon accuracy of information and availability of required signatories.

Approved actions will go to the Resource Review Committee for final vetting and recommendation to the President.

TIME FRAME: Weekly Review

The President will provide final approval.  Upon final Presidential approval, HR will notify all parties of the outcome of requests weekly.

FOR CHANGES IN FTE
NEXT, IF SANCTIONED TO GO FORWARD………….

Approved actions will go to the Resource Review Committee for final vetting and recommendation to the President.

TIME FRAME: Weekly Review

The President will provide final approval.  Upon final Presidential approval, HR will notify all parties of the outcome of requests weekly.

HR Liaison will then submit appropriate form to Payroll based on type of change as indicated by HR (M.A. Watson).