The College has implemented a process for the request and approval of personnel changes (including new positions, increases in FTE/hours, refilling of vacant positions, promotions, transfers, and other adjustments in compensation). This systematic approach to personnel change requests allows for consistent, fair and equitable responses to how requests are identified, evaluated, and resolved. It also creates a collaborative process for how to best meet the personnel needs of the department and College in a financially-responsible manner.
Goals of the Personnel Changes Review Process
- Create clear, transparent, and understandable processes (1) to identify and communicate a needed or desired personnel action, and (2) to evaluate and conclude upon each request.
- Deploy processes that maximize opportunities to create and maintain a diverse work force.
- Execute the process with the expediency and deliberation as appropriate to the situation. In all cases the timeline should be clearly-defined and understood by all.
- Process each request with simultaneous and complementary evaluation of human resources principles (e.g., grade, title, job duties, internal equity, etc.) and budgetary considerations and constraints.
- Maximize the effectiveness of constrained resources to achieve institutional priorities.
Process Overview and Review Committee
The College has created a Personnel Change Review Committee (PCRC) comprised of the following individuals:
- Chief Human Resources Officer
- Director of Financial Planning and Assistant Treasurer
- Chief Diversity Officer
- Chief Financial & Administrative Officer
- Chief Policy Officer & General Counsel
- Associate Chief Financial Officer and Treasurer
This committee will meet once every two weeks to consider new requests and to continue to resolve older requests that required further deliberation and analysis. After each meeting, the committee will clearly communicate status updates to managers with outstanding position requests. Between meetings, the Office of Human Resources and Finance will gather input on each request, including market data, internal equity information, budgetary considerations, and other information.
All requests and supporting documentation for review by the PCRC should be sent to PCRC@amherst.edu. Requests for new positions or other personnel changes are identified, evaluated, and resolved through the corresponding process outlined below.
Section I – Definitions
A. New position – A newly created position within a department or division (See Section II, A).
B. Increase in FTE/Hours – An increase in the amount of hours per week or months per year (See Section II, B).
C. Vacancy – An unoccupied position due to resignation, retirement, or termination (See Section II, B).
D. Promotion - A promotion occurs when an employee moves to a position with greater or substantially different responsibilities that has a higher compensation level (See Section II, B).
E. Transfers - Transfers are movements between positions (See Section II, B).
i. A lateral transfer is a move to another position with the same salary or job classification. It could be temporary or permanent.
ii. A temporary transfer to a position with a higher salary level for a specified period of time will carry an appropriate adjustment, as described in the Transfers Policy.
F. Adjustments in Compensation - Requests for salary adjustments due to restructuring of the job, retention, market changes or internal equity (See Section II, B).
Section II – Review Process
A. New Positions
1. The senior manager will submit a detailed summary of the request, including a job description and a copy of the department’s current and proposed organizational charts, to the PCRC. The request should include a description of the benefit of and need for the new position, and how the need will be met in the event the position is not approved.
2. The Office of Human Resources (OHR) will review the position description, organizational charts and current work distribution and, in coordination with the department head/chair/supervisor, will assess opportunities for cross-functional or interdepartmental realignment.
3. OHR and the department head/chair/supervisor, with the division's senior manager approval, will determine the appropriate placement in the Job Classification and Compensation Program (JCCP). OHR also will recommend the appropriate compensation taking into consideration market data and internal equity.
4. Once the position and compensation review is completed, the PCRC will review the request and supporting documents and will evaluate the impact to the College’s budget.
i. The senior manager’s proposal and the committee’s assessment will be submitted for final determination and funding through the next annual budget cycle.
5. Requests for new positions must be submitted before the established deadline in December to allow sufficient time for review and assessment.
6. Requests for new positions that do not include all the supporting documentation will not be considered. All the documents described in item #1 must be included to ensure a careful evaluation of the request.
B. Other Adjustments in Compensation
1. The senior manager and the department head/chair/supervisor will review the necessary/proposed personnel change and evaluate opportunities for restructuring, redistribution and/or reorganization of the work.
2. If the senior manager and the department head/chair/supervisor determine that a personnel action is the optimal approach, the senior manager will submit the request, including a job description and a copy of the department's current and proposed organizatonal charts, to the PCRC.
3. The request should include a description of the benefit of the personnel change and how the need will be met in the event the position is not approved, the incumbent’s name, and effective dates including the resignation or retirement date if applicable. In the case of a resignation or retirement, a letter needs to be submitted to OHR prior to any personnel change request submission.
4. OHR will review the position description, organizational charts and current work distribution and, in coordination with the department head/chair/supervisor, will assess opportunities for cross-functional or interdepartmental realignment.
5. OHR and the department head/chair/supervisor, with senior manager approval, will determine the appropriate placement in the (JCCP). OHR also will recommend the appropriate compensation taking into consideration multiple sources, including market data and internal equity.
6. The PCRC will review the request, supporting documents and recommendations from OHR, and will approve or decline further review of the request based on all relevant information.
i. Approve it once the committee fully understands the financial and human resource impacts (any additional financial commitments will need to be covered by limited funding set aside for mid-year actions).
ii. Defer the request to be reviewed during the next budget cycle.
iii. Recommend against the proposed personnel change.
Section III – Forms