Recruitment & Onboarding

Position Review Committee (PRC) Guidelines 

PURPOSE:

The Position Review Committee (PRC) is a president-appointed committee responsible for allocating University resources. PRC will review and discuss all non-faculty open hiring requests, as well as actions impacting current non-faculty employees, such as: title, salary, or FTE changes; other compensation or position adjustments; and evaluation and implementation of University-wide austerity measures related to staff to ensure they satisfy operational needs and are aligned with budgets and strategic plans. This systematic approach allows for consistent, fair, and equitable responses to how requests are identified, evaluated, and resolved. It also creates a collaborative process for how to meet the personnel needs of the University in a financially responsible manner.

GOALS:

• Create clear, transparent, and understandable processes to identify and communicate a needed or desired personnel action and to evaluate and resolve each request.
• Deploy processes that maximize opportunities to create and maintain a diverse workforce.
• Execute the process with the expediency and deliberation appropriate to the situation.  In all cases, all should clearly define and understand the timeline.
• Process each request with a simultaneous and complementary evaluation of human resources principles (e.g., title, job duties, internal equity, etc.) and budgetary considerations and constraints.
• Maximize the effectiveness of limited resources to achieve institutional priorities.

MEMBERSHIP:

University President
Chief of Staff and Dean of Administration
Chief Human Resources Officer (Chair)
Chief Financial Officer
Vice President of Academic Affairs & Provost
Vice President for Enrollment Management & Campus Life
Vice President of Advancement
Vice President of Facilities & Operations
Vice President of Communications & Strategic Initiatives

Committee recommendations will be sent to the President of the University for final review and approval. After final review and approval, the Chief Human Resource Officer will 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 data.

PRC SUBMISSION DEADLINES:

All requests and supporting documentation for review by the PRC should be sent to [email protected]. The submission deadline is Thursday at noon so that proposals can be evaluated the following Tuesday. Requests for new positions or other personnel changes are identified, evaluated, and resolved through the process outlined below.

PRC MEETINGS: 

The committee meets weekly on Tuesdays.

PROCESS:

Step 1: Hiring Manager submits to the Position Review Committee using email address: [email protected], the following: (1) Position Review Committee Form and include a description of the benefits and need for the new position and how the need will be met if the position is not approved; (2) copy of the department’s current and proposed organizational charts; and (3) Job Description Questionnaire Template (JDQ).

• New Positions

Human Resources (HR) 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.  Considering market data and internal equity, HR will also determine the appropriate compensation.

Once the position and compensation review is completed, the PRC will review the request and supporting documents and evaluate the impact on the College’s budget. The senior manager’s proposal and the committee’s assessment will be submitted to the President for final determination and funding through the next annual budget cycle.

Requests for new positions that do not include all the supporting documentation will not be considered. All the documents must be included to ensure a complete request evaluation.

• Request to Fill Vacancies and Other Adjustments in Compensation, Title,  and Work Schedule/Remote Work

The senior manager and the department head/chair/supervisor will review the current vacancy and necessary/proposed personnel change to evaluate opportunities for restructuring, redistribution, and/or reorganization of the work.

If the senior manager and the department head/chair/supervisor determine that a personnel action is an optimal approach, the senior manager will submit the request, including a job description and a copy of the department’s current and proposed organizational charts, to the PRC.

The request should include a description of the benefits of filling the vacancy and/or the personnel changes and how the needs will be met if the position is not approved; the incumbent’s name; and the effective dates, including the resignation or retirement date if applicable. In the case of a resignation or retirement, a letter must be submitted to HR prior to any personnel change request submission.

HR 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.

With senior manager approval, HR and the department head/chair/supervisor will determine the appropriate compensation, considering multiple sources, including market data and internal equity.

The PRC will review the request, supporting documents, and recommendations from HR, and will approve or decline further review of the request based on all relevant information.

The PRC will take one of the following actions:

1. Make a recommendation for approval once the committee fully understands the financial and human resource impacts. (Any additional financial commitments must be covered by limited funding for mid-year actions.)
2. Defer the request to be reviewed during the next budget cycle.
3. Recommend against the proposed personnel change.

The PRC will send recommendations for personnel changes to the President of the University for final review and approval. The PRC will notify senior staff of the position requests and outcomes.

Step 2: Once Step 1 is approved, Human Resources will notify the hiring manager to complete the Job Posting Template, reclassification form, waiver of job posting, FTE change, etc.

Step 3: For PRC requests involving job postings and the selection of new hires, once a candidate has been selected via the Applicant Tracking System, the hiring manager will complete the Offer Letter in ADP.  For internal hires, temporary employees, interns, and volunteers, use the Offer Letter Request Form. Use the Offer Letter Request Form only for internal hires, temporary employees, interns, and volunteers.

If filling a temporary position, please complete the  Temporary Employee Request Form and send it to [email protected].

Step 4: Complete the UT Technology Needs Form to update UT on the tech needs (i.e., phone line, computer/laptop, Banner access) of a new hire or current Drew employee who is moving office locations or changing jobs.

Step 5: Once the new hire is onboarded, return the Job Description Template to Human Resources with both the supervisor’s and new hire’s endorsements.

*Please note that steps 1, 3, and 5 only cover staff positions. For information on this process for faculty, please get in touch with the Provost’s office.

Step 1: Complete the Confirmation Letter Request Form to generate letters confirming transactions like title changes, departmental transfers, promotions, salary increases, renewals, etc.

Step 2: Forward an updated Job Description Questionnaire Template (JDQ) to HR (relevant for all situations except salary increases and renewals where there has been no change to the duties of the role). If warranted by the nature of the change, complete the UT Technology Needs Form to update UT on the tech needs (i.e., phone line and computer).

Step 1: Please have your affiliate sign the Drew University User Agreement before completing the form below. You will be asked to upload this when completing the affiliate form.

Step 2: Complete the Affiliate Account Request Form.

Step 3: Please take note of your Affiliate’s potential end date, and reach out to HR at least a month prior to extend or renew their access.

*Please note that access is provided in 1-year increments unless a shorter time frame is indicated. The sponsoring department is responsible for contacting HR to extend or renew access.

Welcome to Drew!  To help facilitate your acclimation to the University, we have created an onboarding information packet and checklist to keep track of your required items.

Onboarding Checklist

**Please note that your prior existence in Drew’s Banner systems will preclude you from receiving the activation email in Step 3.  If this is the case, you may be able to resurrect access to your Drew email by simply resetting your password if you have forgotten your login credentials.  Otherwise, if you have not received your activation email within 2 business days of completing Step 2, please contact the HR Office at [email protected].

Please refer to the Student Employment website for further information.