{"id":8591,"date":"2023-04-25T16:06:53","date_gmt":"2023-04-25T20:06:53","guid":{"rendered":"https:\/\/www.ramapo.edu\/poerd\/?page_id=8591"},"modified":"2025-03-10T11:24:43","modified_gmt":"2025-03-10T15:24:43","slug":"request-to-fill-procedures","status":"publish","type":"page","link":"https:\/\/www.ramapo.edu\/poerd\/request-to-fill-procedures\/","title":{"rendered":"Request to Fill Procedures"},"content":{"rendered":"<p style=\"text-align: center\"><strong>REQUEST TO FILL PROCESS<\/strong><\/p>\n<p style=\"text-align: center\"><a href=\"https:\/\/www.ramapo.edu\/poerd\/wp-content\/uploads\/sites\/62\/2023\/05\/APPROVAL-FOR-RECRUITMENT-AND-HIRE-FORM_v5.pdf\">APPROVAL FOR RECRUITMENT AND HIRE FORM<\/a><\/p>\n<p><strong><em><u>(<\/u>To be followed to request a replacement of a current position, request a replacement with changes, request a new position and\/or reclassifications or as a result of a reorganization that impacts staff)<\/em><\/strong><\/p>\n<p><strong><u>INTRODUCTION<\/u><\/strong><\/p>\n<p>As you may be aware, salary and benefit costs are approximately 72+% of the College\u2019s total expenses.\u00a0 Therefore, each decision must be made in consideration of current and future budgetary impacts.\u00a0 It is critical to review requests to fill positions and organizational changes in relation to the overall Core structure considering both operational needs as well as strategic goals, understanding there are limitations on total College resources.\u00a0 The new Request To Fill process (RTF), will provide added oversight so that all people resources will be allocated and aligned with overall strategic goals and critical operational need. The Request to Fill Committee (RTFC) will be the final entity overseeing this process.<\/p>\n<ul>\n<li>The RTFC will consist of VP Fiscal Health, VP People Operations &amp; Employee Resources (POER), with advisement from the Director of Internal Audit.\u00a0\u00a0 The RTFC will meet every other Monday morning at 10am.<\/li>\n<\/ul>\n<p><strong>GENERAL INFORMATION AND GUIDELINES<\/strong><\/p>\n<p>Within each Core, the organizational structure must be linked to the Core\/Unit\u2019s mission and goals.\u00a0 Any requests to fill regardless of how the vacancy occurred (i.e., resignation, retirement, new position, reassignment, reorganization, etc) \u00a0must be submitted to POER and Budget with final approval from the RTFC.\u00a0\u00a0 Also, any requests for reclassifications, additional compensation, change in title, grade or salary must have the unanimous approval of POER, Budget, and the RTFC. \u00a0\u00a0\u00a0As an aside, it is strongly encouraged that annually, during the budget planning process, managers and Vice Presidents should request any additional resources based on mission requirements for the coming budget year to support any approved Core\/Unit changes.<\/p>\n<p>If the unit manager has the concurrence of the Cores\u2019s VP, and decides to change the responsibilities of a position, POER must review the job specifications\/job description to determine if a reclassification is warranted.\u00a0 Any updates to the job descriptions will be filed in People Operations, as this will be the repository for each employee\u2019s official job description.<\/p>\n<p><strong>REORGANIZATION<\/strong><\/p>\n<p>If a reorganization is planned within a Core, POER must be consulted to review the recommended changes within the Core\/Unit, including the job descriptions of all impacted members of the unit, the new proposed structure and the related classifications or reclassification(s) requests.\u00a0 POER will review the request from the Core\/Unit, if necessary, request additional information and then make their recommendation to the Request To Fill Committee (RTFC).\u00a0 All \u00a0information is forwarded \u00a0to the Request To Fill Committee (RTFC) for final approval\/Denial.\u00a0 \u00a0The following documents must be submitted:<\/p>\n<ul>\n<li>Core\u00a0 Organizational Chart<\/li>\n<li>Functional Organizational Chart<\/li>\n<li><a href=\"https:\/\/www.ramapo.edu\/poerd\/wp-content\/uploads\/sites\/62\/2025\/03\/Financial-Impact-Statement.-update-2025-2026.xlsx\">Financial Impact Statement. update 2025-2026<\/a>(see template)<\/li>\n<li>Existing job descriptions<\/li>\n<li>Revised job Descriptions<\/li>\n<\/ul>\n<p>The intention is that no structure will be changed, no positions filled, no responsibilities reassigned or upgraded\/reclassified, without the concurrence of the Core Vice President, review of the Classification and Compensation Unit of POER, \u00a0and Budget with final\u00a0 approval by the RTFC.<\/p>\n<p>&nbsp;<\/p>\n<p><strong>FILLING A VACANT POSITION\u00a0\u00a0<\/strong><\/p>\n<p>When writing your justification to fill a position, please answer the following questions on the Request To Fill Form:<\/p>\n<ul>\n<li>Why is this position needed?<\/li>\n<li>How does this position fit within the current Strategic Plan?<\/li>\n<li>What alternatives have been considered in the decision to replace\/fill this position and WHY they will not work. (For example, student help, part-time employee, project work, reallocation or redeployment or shared resources, etc.)<\/li>\n<li>What is the impact of not filling this position? (For example, describe the positions impact on revenue, operational expenses, project work, overtime use, etc.)<\/li>\n<li>Are there cross training opportunities within your core to utilize a resource with differing peak times?<\/li>\n<\/ul>\n<p><strong>SUMMARY OF CHANGES<\/strong><\/p>\n<ul>\n<li>Units will be reviewing organizational structure with budget process annually<\/li>\n<li>Creation of the Request To Fill Committee<\/li>\n<li>Once approved the VP for People Operations &amp; Employee Resources will present to MET for informational purposes only<\/li>\n<li>Time savings with reviews, reclassifications, and also increases in efficiency as jobs can be posted quicker<\/li>\n<li>More accountability for the managers and supervisors to manage their Core\/Unit\u2019s organizational structure as well as financial resources<\/li>\n<li>Faculty and student workers are not in scope of this process, but graduate students are included<\/li>\n<li>This process also applies to new grant positions as these must be reviewed by POER to determine that all job descriptions correspond to the appropriate step and range, and that the pay grades are consistent with College employees performing the same functions<\/li>\n<\/ul>\n<p><strong>RESOURCES<\/strong><\/p>\n<ul>\n<li><a href=\"https:\/\/www.ramapo.edu\/poerd\/wp-content\/uploads\/sites\/62\/2023\/05\/REQUEST-TO-FILL-PROCESS-FLOW-CHART-Updated-5-16-23.pdf\">REQUEST TO FILL PROCESS FLOW CHART <\/a><\/li>\n<li><a href=\"https:\/\/www.ramapo.edu\/poerd\/wp-content\/uploads\/sites\/62\/2025\/03\/Financial-Impact-Statement.-update-2025-2026.xlsx\">FINANCIAL IMPACT STATEMENT<\/a><\/li>\n<li><a href=\"https:\/\/www.ramapo.edu\/poerd\/wp-content\/uploads\/sites\/62\/2023\/05\/APPROVAL-FOR-RECRUITMENT-AND-HIRE-FORM_v5.pdf\">APPROVAL FOR RECRUITMENT AND HIRE FORM<\/a><\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>REQUEST TO FILL PROCESS APPROVAL FOR RECRUITMENT AND HIRE FORM (To be followed to request a replacement of a current position, request a replacement with changes, request a new position and\/or reclassifications or as a result of a reorganization that impacts staff) INTRODUCTION As you may be aware, salary and benefit costs are approximately 72+% [&hellip;]<\/p>\n","protected":false},"author":338,"featured_media":0,"parent":0,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"footnotes":""},"class_list":["post-8591","page","type-page","status-publish","hentry"],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v21.5 (Yoast SEO v27.1.1) - 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