Position Request Process

In alignment with Salisbury University’s mission as a student-centered institution, all position decisions during this pause will prioritize the continuity and quality of student learning, support, and engagement. At the same time, it is critical that we generate additional revenue to sustain and enhance student success. Therefore, each request for position approval must demonstrate not only how the role contributes to student outcomes but also how it aligns with institutional strategy, financial sustainability, and other criteria outlined below.

The Process

Salisbury University is committed to making thoughtful, transparent, and strategic staffing decisions that align with our mission, budget, and workforce needs. During the current hiring pause, you will be required to first, justify the position. Then, if approved, you will request and formally develop the position before it is entered into Workday.

During times of financial constraint, only positions deemed operationally critical or strategically important to the university’s mission will be considered.

Critical Position: A role critical to health, safety, compliance, accreditation, or the continuity of core operations and student services.
Strategically Important Position: A role directly tied to revenue generation, enrollment goals, or key initiatives outlined in the university’s strategic plan.

This process applies to the following faculty and staff positions across the university:

PIN positions.
Contingent 2 positions.
Any full-time positions.
Any position paid for out of the 01 budget.
All Administrative, Faculty and Senior-level positions.

Positions that are not required to go through this process must meet the employment requirements at Salisbury University including but not limited to budget and classification standards.

Approval Authority

Staff Positions (including those in Academic Affairs): Final approval authority rests with the Vice President for Administration and Finance (VPAF).
Faculty Positions: Final approval authority rests with the Vice President for Academic Affairs (or acting).

Position Justification

This pre-screening step is meant to avoid wasted effort, reduce delays, and ensure only viable positions move forward to the formal request and development stage. It provides awareness and strategic buy-in.

Step 1: Department-Level Review & Submission
Step 2: Division-Level Endorsement
The divisional Vice President or President will review and prioritize position requests based on the following:
- They must ascertain whether the position requested is essential to the University's operations, underscoring its critical nature.
- Our current enrollment levels must be able to support and sustainably maintain this position, reinforcing its long-term viability. To ensure continued success, a sustainable funding plan should be proposed, aligning financial resources with strategic priorities.
- Additionally, the VP will consider whether the role plays a key part in minimizing the likelihood and impact of institutional risk, contributing to a stable and more resilient University environment.
Every position request begins with the presumption of “no” and must be justified to move toward “yes.” All other alternatives should be explored prior to position development.

Position Justification Outcomes
1. Approved to Proceed: The PJF will be returned to requestor with approval. The requestor will move to the Position Request and Development Process.
2. Needs Clarification: The PJF will be returned to requestor with feedback for edits/changes.
3. Not Approved: The PJF will be returned to requestor with the justification for denial. Information will include if the denial is permanent or if the position could be reconsidered at a later date.
Once a position has been approved to proceed by the appropriate Vice President, the requestor will use the Position Request and Development Process, which includes the final approval stage. Final approval is required before any position can be recruited for or changed.

Position Request & Development

This is the process to formally request and develop a position description, have it classified and assigned compensation for posting and recruitment (or data change). This process is handled through the Position Request & Development Form (PRF).

Step 1: Position Development & Submission
- Using the Position Request & Development Form (PRF) the requestor will craft a job description that outlines general position information, job qualifications, authority, job responsibilities and a recruitment plan (if applicable).
- The PRF should be sent to the Divisional Vice President for review and approval via email.
- Once approved, the Vice President or designee will submit an HR Ticket with the PRF and approved PJF using the new HR Ticket System.
Step 2: Ticket Review
The PRF will be reviewed within 10 business days. Position requests will be classified and financially accounted for and must support a sound organizational structure.

Step 2A: Human Resources Review
This process is for Human Resources to review the PRF and determine if the position classification meets USM guidelines, supports equity across the institution and meets market standards.

When HR (Classification & Compensation) begins work on the ticket submitted, they will change the status of the ticket to “in review” and assign participants to monitor progress.

The classification and compensation review process varies by position type:

Exempt Positions
HR will match 51% or more of the position description to a USM Job Family and USM Exempt Job Code. A pay range will be determined using the USM salary structure, market data and by conducting an equity assessment across campus.

Non-Exempt Positions
HR will match 51% or more of the position description to the USM Job Family and USM Non-Exempt Job Code while considering any MOU requirements. The pay range will be determined using the USM salary structure, market data, the MOU and by conducting an equity assessment across campus.

Faculty Position
In partnership with the VP or designee, HR will confirm a pay range using internal equity and market demand.

Outcome: The HR assessment will be documented on the PRF and the ticket will be moved to Finance.

Step 2B: Financial Review
- This process is to determine if there are funds available and if this request provides suitable return on investment. The review procedures are the following:
- Review all available institutional and departmental funds.
- Measure the financial impact of the request and assess financial compliance.
- Prioritize the request based on the financial needs of the institution.
  Confirm specific salary amount and calculate associated fringe.
Outcome: The Finance assessment will be documented on the PRF and the ticket will be moved to the final step.
Step 3: Final Decision & Processing
- Staff Positions (including Academic Affairs): The request will be shared with the Vice President for Administration and Finance for final approval.
- Faculty Positions: The request will be shared with the Vice President for Academic Affairs (or acting) for final approval.
- Decisions will be made after considering the following:
Prioritization Criteria
- Essential for Operations (e.g., compliance, safety, accreditation)
- Student Impact (instruction, advising, support)
- Financial Impact (revenue generation or cost avoidance)
- Strategic Alignment (supports strategic plan or critical initiative)
- Equity and Workforce Balance
- No viable temporary or alternative solutions
Note: No recruitment or position change may occur without final approval.

Position Request & Development Outcomes

Approved: The ticket will be updated as approved. The requestor will be contacted by HR for processing.
Needs Clarification: The ticket will be updated with feedback for edits/changes. The requestor will be contacted by the VP (or designee).
Not Approved: The ticket will be updated with the justification for denial. Information will include if the denial is permanent or will be held for reconsideration at a later date.