Birkbeck, University of London Human Resources

Staffing Approval Process

The Staffing Approval Process has been reviewed and updated as part of the operational excellence initiative. The objectives of the review were to streamline and improve the process. It was agreed:

Until the planning tool has been developed to include this functionality, for all future staffing requests you will need to log on to the system to originate, endorse and approve requests.

Requests are made via the online approval form at http://www.bbk.ac.uk/staffapproval/
You will be prompted to enter your ITS username and password to access this page

Staffing Requests Online - how it works

Once you login, you will see the management access screen. You will be able to see all the forms that you have originated and if you are an approver, you will see all the forms that have been submitted to you.

Staffing requests are separated into 3 categories shown below:

If you are the originator of a staffing request, you need to make sure that the form is correctly filled in prior to submission. If you are unsure what staff group the post is in or there are other details you are unsure of, it is advisable to save the form, check the details, talk to your HR Manager if you have queries and then re-edit and submit the form..

Please note that you should contact your HR Manager before submitting a request so that they can provide advice and information to help you work through the staffing implications and any issues that may affect the case for your request.  This should help prevent problems, limit potential delays and facilitate the approval of your request.

Completing and checking the form

Anyone with a user login can originate a request and once you have entered the data onto the online form, you will have the option to save it. So if you don’t have all the information you need, you can save the form and go back later to add in the data and then submit the form.

Help: In each section of the form there is a help icon so please try this first before reporting a problem to HR or ITS as the notes provide information that will help you complete the form.

There are some fields that are mandatory and if you do not complete these, the form will not submit. To access a saved form, login as normal and click on the management access screen, this will show you all your requests and where they are in the approval process.

There is a section for funding on the form and the system will calculate this cost for you. However, please note that costs and funding calculations relate to the current academic year only.

Submitting Requests

Once you are ready to submit the form, click on submit. If you have not completed the required fields, you will receive an error message. Go back and complete the required field and click on submit again. Please note that approvers will have the authority to reject and endorse/approve and will be able to make comments on the form that you submit, but they cannot change the content of the originator’s submission.

The Approval Process

Once a request has been submitted the relevant designated manager will be notified by email that a request is ready for approval.The approver should make a note of the request reference number, click on the link, login, then click on the Job Title of the post to approve it. If you agree the request, click on approve the request.  If you do not agree the request, simply add your comments in the relevant box to say why you do not agree this request and click on reject.  Some requests can be approved in one step by the relevant senior manager for the work area, others require a two step approval process. The final approver will be the Master, the College Secretary or the Deputy College Secretary. 

One Step Approvals : Some requests only require approval by a designated manager (Endorser). 
The Endorsers are the relevant School Manager (SM), Executive Dean (ED) or Director of Professional Services Department (PSD).

The one step approval workflow is:
Request is originated, saved and/or submitted; approved/rejected by Endorser; HR notified of outcome.

Two Step Approvals : Step 1 endorsing the request : Step 2 approving the request
The first step of approval is ‘endorsing’ the request. The designated manager (Endorser) can either endorse or reject the request.  If the request is endorsed, an email notification is sent to the senior approver for final approval. The second step is normally required for senior posts or requests that are off plan. Who the senior approver is will depend upon the staff group the post belongs to.

The two step approval workflow is:
Request is originated, saved and/or submitted, approved by Endorser, approved by Senior Approver, HR notified of outcome.

For information, posts that would normally require a two stage approval are academic posts, grade 8 and higher, other senior management posts and all new posts that are outside the approved plan. 

Type of requests that require a two step approval process:

Next Steps after Final Approval

So what happens next? HR will receive an automated confirmation that the request has been approved and will take the relevant action.

Progress of requests

You can view the progress of staffing requests as the originator or approver via the management access screen.   There is a status box on this screen that shows the current status of your request as it progresses through the approval process. It also shows the ‘Final Approval Status’ for your request at each stage. If ‘Final Approval Status’ is blank, the request is not yet approved, It is only when the Final Approval Status shows as being approved that the request is complete.  

The management access screen will show you all the requests you have made or one’s that you are required to approve. When you login to this screen you will be able to see the status of these and monitor your request through the approval process.

The system will generate emails to endorsers and approvers to chase them if they do not action requests within 4 days. It is anticipated that requests will be completed quickly and requests should be processed within the week.

Status of requests:

To view the status of your request, you need to login to the management access screen. The following are the status values that indicate where a request is within the approval process:

Current Status : Saved
Final Approval Status
– this field will be blank.
This status shows that the form has been saved by the originator and can still be edited. It has not been submitted so will not progress through the system. The form remains accessible via the management access screen.

Status values for requests that require a one step approval:

Once the originator has submitted the form, the status will be:
Current Status :                Endorser approved, as endorser is senior approver
Final approval status– this field will be blank

Once the manager approves the request, the status will be
Current Status :                Endorser approved, as endorser is senior approver
Final approval status:  approved
The Final approval status field now shows as ‘approved’. This means that the request has final approval and the approval process is complete.

If the request is rejected by the Endorser the status shows as:
Current Status :                Endorser approved, as endorser is senior approver
Final approval status:rejected

If the Endorser rejects the request, they should ensure that they add their comments to the form so the Originator is aware of the reason for rejecting the request.

Status values for requests that require a two step approval:

Status on submitting the request :
Submitted Pending Approval
Final Approval Status
 - this field will be blank.
This status shows the form has been successfully submitted. An email will be system generated and sent to the relevant approver who can then login and approve or reject the request.

Step 1 When the Endorser (SM, ED, Dir PS) receives an email asking them to review a staff approval request, they login in to the system and approve or reject the request.

Current Status : Authorisation approved by Endorser
Final approval status: will be blank
This status shows the request is approved by the Endorser but is not complete as the final approval status is blank. This status indicates the request requires a second approval by the ‘Senior Approver’.

Step 2 Once the Endorser approves the request at Step 1, the Senior Approver (M,CS,DCS) receives an email asking them to review the staffing request.

Status : Authorisation approved by Endorser
Final approval status: approved

This status shows that the request has been ‘approved’ both by the Endorser and by the Senior Approver i.e. it has been given final approval and is complete.

Responsibility for approving staffing requests

 School Manager

Type of Request Agreed delegated approval authority for School Managers

New posts

None for any category of staff

Replacement posts :

All School administration and technical posts within grades G1 – G7

All  Teaching & Scholarship staff requests if costs within the T&S budget

Contract extensions

All administration and technical posts within grades G1 – G7

All T&S staff requests if costs within the T&S budget

Maternity/sickness cover, Sabbaticals or other contractual changes:

None for any category of staff

Externally funded Research posts

None for any category of staff – these requests are dealt with by Research Grants and Contracts team


Executive Dean

Type of Request Agreed delegated approval authority for Executive Deans

New posts

Endorse requests for all categories of staff within School

Replacement posts and Contract extensions for Grades: G1 – G7

The ED has the same approval rights for these requests as the School Manager. This ensures there is cover for these approvals. However, the School Manager will normally approve these type of requests for all School posts within G1-G7 including Administration and Technical
The Executive Dean has additional approval rights and may approve Internally Funded Research posts Level 1 and 2
Academic Lecturer A

Replacement posts and  contract extensions
Grades: G8 or higher

Endorse requests for all School replacement posts or contract extensions that are G8 or higher for all groups of staff. 

Maternity/Sickness cover, Sabbaticals or other Contractual changes:

Approve all requests for Maternity or sickness cover, Sabbaticals or career breaks, increase in hours or other change

Externally funded Research posts

None for any category of staff  – these requests are dealt with by Research Grants and Contracts team


Director of Professional Services Department

Type of Request Agreed delegated approval authority for Directors of Professional Services Departments

New posts

Endorse requests for all categories of staff

Replacement posts and Contract extensions for
Grades: G1 – G7

Approve requests for all administration, professional andsupport, and  technical posts within G1-G7.

Replacement posts and Contract extensions
Grades: G8 or higher

Endorse requests for all replacement posts that are G8 or higher for all administration, technical and professional services requests. 

Maternity/Sickness cover, Career breaks or other Contractual changes:

Approve all requests for maternity or sickness cover, career breaks, increase in hours or other change

Externally funded Research posts

None for any category of staff

Senior Approver

Type of Request Senior approver

New posts

Master (Academic staff)
College Secretary (Central Professional and Support staff)
Deputy College Secretary (School Professional and Support staff)

Replacement posts and Contract extensions
Grades: G8 or higher

Master (Academic staff)
College Secretary (Central Professional and Support staff)
Deputy College Secretary (School Professional and Support staff)


Approvers for Externally Funded Research Posts

Type of Request Senior approver

All requests for externally funded Research posts.

Head of Research Grants and Contracts
Deputy Head of Research Grants and Contracts

Problems

The form is intended to be intuitive so you will only see information that is relevant to the request. It should be easy to complete the form, particularly if you are familiar with the current staffing approval process. If you have any problems completing the form, please contact HR .   Technical problems may be sent to the Web Team, email its-web@bbk.ac.uk, with the subject line ‘Staff Approval Form technical issue’.


Printed from: http://www.bbk.ac.uk/hr/policies_services/policies_az/staffapprovalprocess/index_html
Date printed: 17/10/2017