Non-Critical Personnel Freeze Protocol

Hiring Freeze Exception Process

All vacant positions, including full time faculty and staff, will not be eligible for recruitment unless approved through the process outlined below.

Step 1

  1. The Department will submit a Hiring Freeze Exception Form along with a job description to the appropriate Dean/Director for approval.
  2. The Dean/Director will submit the approved form to the appropriate Vice President.
  3. If approved, the Vice President will submit the Hiring Freeze Exception Form to Human Resource Services for review and submission to the Freeze Committee.
  4. If the position is classified and the Job Description (formerly PIQ) is older than three years, HRS will conduct a classification review prior to submission to the Freeze Committee.
  1. The Department will submit a Hiring Freeze Exception Form along with a job description to the appropriate Dean  for approval.
  2. The Dean/Director will submit the approved HFE to the appropriate Vice President.
  3. If approved, the Vice President will submit the Hiring Freeze Exception Form to Human Resource Services for review and submission to the Freeze Committee.

Step 2

The Freeze Committee will review the request and make a determination. HRS will notify the Vice President and hiring unit of approval status. The Freeze Committee meets the third Thursday of each month, unless scheduling dictates otherwise. Freeze Exemption Request forms must be submitted to HRS no later than 72 hours before the scheduled meeting. Requests received after the 72 hour deadline will be reviewed at the next scheduled meeting.

Step 3

Upon approval of the Hiring Freeze Exception Form, a representative from HRS will contact the Dean/Director’s office to initiate the PeopleAdmin position description and posting processes. Once approved, HR will post the position and advise the hiring unit of the process.

Hiring Freeze Exception Criteria

An exception to the hiring freeze will be considered for positions that are critical to:

  • campus and personal health and safety
  • compliance with federal, state and local laws and regulations
  • delivery of essential University/Student services
  • courses necessary for timely academic progression/graduation
  • the advancement of the academic mission
  • the position serves a critical leadership role

Documentation must be provided showing why the vacancy cannot be eliminated; why the responsibilities cannot be delegated elsewhere; why the responsibilities cannot be automated; why the position cannot be restructured so that the job can be accomplished by existing staff; and the funding sources that support the position and the proposed funding distribution.