Position Review Policy and Procedures
POSITION REVIEW COMMITTEE (PRC)
This policy and procedure is currently on hold and aligns with the hiring freeze for FY20. A new position review policy and procedure will be instituted for FY2021.
The Position Review Committee’s charge is to analyze and review current and future staff positions in order to facilitate effective and efficient institutional staffing decisions based on established criteria.
The PRC reviews the following types of staffing requests:
- New and replacement full and part-time positions (excluding faculty and Ramapo student hires)
- Temporary positions (including those hired through staffing agencies)
- Grant funded positions
- Graduate Assistants
- Reorganizations and reclassifications
- Counter-offers to bona fide offers of employment
Each staffing request is reviewed within the context of the entire organization. The following criteria are considered during the review:
- Alignment with the College Strategic and Unit Plan
- Staffing Ratios
- Efficiency and effectiveness of staff utilization
- Impact of the position on the budget
- Is the funding source identified?
- Should the budget for the position be reduced or increased?
- Should resources be allocated from another unit or position?
- Is the position designed to directly or indirectly increase revenues or reduce expenses?
- Governmental mandates/health and safety compliance issues.
- Existing or future redundancies?
- Alternative solutions to full-time/12 months (part-time; ten months; graduate assistant; elimination of the function; performing the function in another way, reallocating resources from another unit, etc.)
- Applicable benchmarking data within and outside of the institution
Outcomes and Assessment
The Position Review Committee makes recommendations to the President’s Cabinet. The Committee’s effectiveness is measured by annual reports detailing the following:
- Impact on budget for reviewed position(s) (generally remained flat, reduced, or increased)
- Extent to which positions are projected to increase revenues and/or reduce expenses
- Extent to which positions are aligned with the College Strategic and Unit Plans
- Trend of 3 Year Position Counts (IPEDS)
- Trend of 3 Year Salary Costs by Unit (IPEDS)
- Trend of 3 Year Budgeted Salary to Actual Salary Costs for reviewed positions
Vice President for Administration & Finance
Chief Planning Officer
Director of Human Resources
Chief of Staff to the President
Academic Affairs Representative
Manager with “D” classification (the PRC nominates 3 individuals to serve a two-year rotating term to the President) Preferred qualifications: unit director with supervisory experience, at least 3 years’ experience in higher education, demonstrated ability to maintain confidentiality, ability to maintain objectivity and have an institutional perspective.
Unit Director Responsibilities and Process
A. Vacancies and New Positions:
- Consult with Human Resources (HR) to discuss position, staffing plan and options.
- Complete the Staffing Requisition Form (please see Roger Jans X7231 regarding the staffing requisition form) and obtain all required signatures as indicated in the instructions.
- Submit staffing request packet to HR and include the following:
- Completed Staffing Requisition Form
- New or updated job description for the position
- Current organizational chart including all full-time and part-time positions in the unit (temporary positions, graduate assistants, student assistants)
- Letter of resignation from current incumbent when replacement is requested
- Memo addressing items 1-8 under Review Criteria as appropriate
- Consult with HR on reclassification procedures
- Complete required documents
- HR performs analysis and contacts hiring manager, unit head and/or division head to schedule appointment to discuss findings
- HR forwards findings to the Position Review Committee (PRC) email@example.com
- PRC reviews the request and forwards its recommendation to the President’s Cabinet
- Consult with HR on reorganization procedures
- Provide a functional organizational chart of the unit, including full-time and part-time positions (temporary positions, graduate assistants, student assistants)
- Provide the current and proposed structure
- If the reorganization may result in positions being reclassified, HR performs the analysis
- HR forwards the proposal and its findings to PRC firstname.lastname@example.org
- PRC reviews the proposal and HRs’ findings and forwards its recommendation to the President’s Cabinet
D. Bona Fide Offers of Employment:
1. Unit head submits to PRC email@example.com:
• Justification regarding the need to retain the employee
• Written confirmation of the offer and request to match the offer
2. HR provides comparative salary data and position analysis (as appropriate)
3. PRC reviews the materials and consults with unit/division head and forwards its recommendation to the President’s Cabinet.
- Provide guidance on the PRC process, as needed
- Meets with the requestor
- Forwards recommendation to the President’s Cabinet.
- VP of Administration & Finance notifies the Unit, Division, and HR of Cabinet decision.
- Forwards relevant suggestions for the requesting Unit’s consideration (when applicable)
- Approve or reject the PRC’s recommendation as presented; or
- Table discussion in order to consider additional data from division head.
In the case of disapproved actions, the requestor, Unit and Division head will be notified of the decision. The requestor must consult with the Unit and Division head regarding the Cabinet’s decision. The appeal must be approved by the Unit and Division head and must demonstrate one or more of the following:
(1) New information that was not available at the time of the original request,
(2) Clarification of information provided at the time of the original request,
(3) Any significant change in budget, program, or operational circumstances
Appeals are submitted to firstname.lastname@example.org . The PRC will review the appeal, meet with the requestor, and make a recommendation to the President’s Cabinet. The Cabinet’s decision on appeals is final.
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