Staffing Needs (New and Existing Post and Grade Reviews)

Applicable to employees of the Central Academic Bodies and central activities of the University of London (the "central University").

Please refer to section on Recruitment Freeze, Recruitment and Temporary Staff prior to making a ‘Staffing’ request. 

1 Monitoring/Establishment Control 
2 Permanent and Temporary Vacancy Approval Process   
3 Appointments of Temporary Staff for 5 days of less   
4 Preparation of a Request for Vacancy Approval and Subsequent Recruitment Exercise  
5 Establishment Control/Staff Grade Review

 

1 Monitoring/Establishment Control

1.1
A new Vacancy Approval process was introduced from September 2012 to enable the central University to plan more closely the deployment of staff.

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2 Permanent and Temporary Vacancy Approval Process

2.1
Approval will be required before any action will be taken to appoint.

2.2
When a vacancy arises, the department with the requirement should send an email to a dedicated Email account staffing@lon.ac.uk
 
The email should state:

  • Established Post Number (if new post state ‘new’, if unknown, Human Resources will supply);
  • Job title;
  • Location;
  • Proposed Grade (subject to job evaluation where appropriate);
  • Nature of Vacancy (i.e. permanent/open-ended, fixed-term, temporary);
  • Reason for vacancy;
  • Justification for filling;
  • Consequences if left unfilled;
  • Name and email address of a Nominated Administrator (the individual within the department who will be HR’s administrative contact on the job description, advertising media, shortlisting and interview panels etc).

2.3
The email request should come from or via the Director or Department COO.  The process to clear requests is:

  • If it is a replacement of an existing post (e.g. as a result of resignation, redundancy, maternity leave etc.), then it can be approved by Director of HR;
  • If the post was included in the annual planning and budget round, and provided it comes with evidence to that effect (a statement by the Director), then it can be approved by Director of HR;
  • If it is a new post that was not included in the annual planning and budget round, then it must be submitted with a business case and at levels 1 – 6 Director of HR can approve it; at academic levels 7-9 the relevant Dean can approve it; and for non-academic levels 7-9 Director of HR must take it to VCEG for approval.

Please see the process to authorise filling of posts chart  for more information. 

2.4
Special Arrangements for School of Advanced Study:  The COO and Deputy Chef Executive of SAS will act as co-ordinator for all requests for approval to fill vacancies in the School, i.e. requests for approval should be sent to COO and Deputy Chef Executive of SAS initially and s/he will forward to staffing@london.ac.uk for processing of the request.

2.5
Special Arrangements for Lecturer, Senior Lecturer and Professorial Vacancies:  The Institute Director shall be responsible for the approval of Lecturer/Senior Lecturer vacancies.  Vacancies at the level of Professor shall require the approval of the Vice-Chancellor. 

Where the vacancy is approved, the approval is copied to the HR Recruitment Adviser who will initiate the recruitment procedures (where Human Resources involvement is required).

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3 Appointments of Temporary Staff of 5 days or Less

3.1
Appointments of temporary staff lasting five days or less are exempt from these requirements.

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4 Preparation of a Request for Vacancy Approval and Subsequent Recruitment Exercise

4.1
Wherever a job description has changed, where a new post is created, or where you wish to fill a vacancy at a lower or higher grade than previously, it is essential that you establish the correct grade of the post.   Please discuss your job evaluation needs with the Pensions and HR Manager in the first instance.

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5 Establishment Control/Staff Grade Review

5.1
Directors, Department COOs or the individual employed in a post may request a review of the grade of that post.  Managerial support is not required for a review to proceed and the outcome of a review may be subject to an appeal.

5.2
Copies of the old and new job descriptions are required for the purposes of the review.  For further details of the procedure for the request, please contact the Pensions and HR Manager.
 
Note:  Please also see the section on Job Evaluation and on Recruitment

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