Hobart and William Smith Colleges

Position Request Guidelines

All staff and non-teaching faculty position hiring or change requests, as well as, all faculty and staff stipend payment requests must be approved in advance by the Office of Human Resources.

Hiring managers should work with their respective senior division leader to determine the department's current and future operational need before preparing a position description or submitting a request. Position requests must include an updated job description and completed Position Approval Request (PAR) form. Once approved, in writing, the requests are forwarded to Human Resources for a position compensation and classification review, as appropriate. This process must be completed before the job posting process or performance of work begins. Additionally, preference for all approved positions will be given to internal candidates unless indicated, in writing at time of approval. In accordance with the Employee Handbook, employees must obtain written consent from their primary supervisor before accepting a secondary position within the Colleges. Any supervisor who wishes to employ a current employee in a secondary position must ensure that there will be no conflict of interest or schedules between the two positions, and must obtain HR approval of additional internal employment within the Colleges. These guidelines cover all vacant general-fund positions until further notice.

Exceptions to these guidelines include:

• Federal Work Study and student positions, regardless of funding source.
• Positions fully funded by external grants, including sponsored programs or research grants.

Split funded Sponsored Programs/Research positions that require partial funding from the Colleges must adhere to the above hiring guidelines.

For your convenience, the below table outlines the approval steps needed to request position changes or permission to fill a position. Please submit requests using this Position Approval Request (PAR) form.

Questions should be directed to Human Resources (HR@hws.edu).

Position Funding Source	Is a PAR needed to initiate the hiring process?	Is approval needed from the Senior Division Lead?	Is position request required to be submitted to the Position Review Team?
The Colleges	Yes	Yes	Yes
Federal Work Study	No, but you should submit a student authorization form	Yes	No
External Grant – Fully funded	Yes	Yes	No
External Grant – Partially funded	Yes	Yes	Yes
Stipends funded by the Colleges	Yes	Yes	Yes
Stipends funded by restricted funds	Yes	Yes	No