Find information below on hiring freeze and salary freeze processes in effect at Virginia Commonwealth University.
Updated: November 5, 2020
In April 2020, VCU imposed a hiring freeze for all university positions currently unfilled and any future openings in an effort to mitigate the financial risks associated with the COVID-19 impact and anticipated reductions in revenues. At this time, the VCU revenue outlook has stabilized and, for the moment, additional budget reductions will not be needed to balance the budget this year. Accordingly, and in recognition of the need to retain our dedicated and qualified staff, effective November 2, 2020, the hiring freeze restriction is lifted; however, vice presidential approval is still required.
What positions still require vice presidential approval?
Most VCU positions, including faculty, staff, part-time, hourly, teaching assistants, graduate assistants, adjuncts, student workers, post docs, etc., as well as some grant-funded positions, will still need VP approval. Secondary and overload appointments are also included. An exception has been granted for all hires that are fully funded by grants and contracts and for those positions that will be joint funded between grant and contract sources (ledger 5) and facilities and administrative cost recoveries (ledger 2) sources. These do not need VP approval.
What is the process for requesting a hire?
Hiring requests are submitted for vice presidential review.
All hiring request forms will be initiated in DocuSign by the school/unit’s HR professional and sent for approval by deans, vice provosts and vice presidents. In order to receive an approval, schools/units must explain why it is critical to fill the position, what non-hiring alternatives to filling the position have been examined, and how the university’s customers, critical business priorities, and state and federal compliance issues will be affected should the position remain vacant. Instructions on the routing flow, approval process and utilizing DocuSign have been provided directly to HR Professionals and are also detailed in the following DocuSign forms:
What about recruitment of VCU Health System employees and appropriate clinician faculty?
Physician recruitments are evaluated then approved or denied through the Office of SVP Health Sciences/CEO VCU Health System. Potential physician recruitments are being reviewed by an administrative leadership task force. Recruitments that are approved are overwhelmingly offered by hiring through MCVP, with the expressed recognition that modification to dual MCV and VCU appointments will be offered in due course if/when VCU financial situation stabilizes. In highly selective circumstances, a minority of potential recruitments (e.g., federally research funded, strategic) will offer dual appointments and these are being approved through the Office of SVP Health Sciences/CEO VCU Health System. This process will be reviewed over time.
What about new positions?
New positions and postings should not be created unless the appropriate request form has been approved.
Do renewals/extensions of limited or temporary appointments need to be approved?
Renewals and extensions of limited or temporary appointments requested on November 2, 2020 or later must be submitted for approval.
Do renewals/extensions of adjunct positions need to be approved by the budget committee?
Renewals of all adjunct faculty appointments must be approved using the Request for Position – Batch Request form in DocuSign.
What about positions funded by grants and contracts?
Those positions which are either fully funded by grants and contracts or jointly funded by grant/contracts sources and FACR sources are exempt from the hiring freeze. Positions which are proposed to be jointly funded from grant/contract sources and E&G sources (ledger 1) are subject to VP approval.
Are Federal Work-Study positions included in the hiring freeze?
Federal work-study (FWS) positions are fully funded for the academic year 2020-2021. Due to this, FWS is not included in this approval process. Information regarding hiring for these positions was released by the VCU Work-Study Office.
I have work that needs to be done, but it was not approved by the VP. What are my options?
Managers may assign duties to a current staff employee on an interim basis.
What else can I do?
Schools/units are urged to consider other strategies that, if adopted now, will put your school/unit and the university in a better position to handle our continuing financial challenges. Please remember that workloads are shifting throughout the university and some positions may have capacity to pick up the work of other positions. Some employees may have to assume additional responsibilities until business stabilizes. Please use this time to focus on the work of current employees and how they can contribute to the mission of our university.
Updated: November 5, 2020
In April 2020, VCU imposed a hiring freeze for all university positions currently unfilled and any future openings in an effort to mitigate the financial risks associated with the COVID-19 impact and anticipated reductions in revenues. At this time, the VCU revenue outlook has stabilized and, for the moment, additional budget reductions will not be needed to balance the budget this year. Accordingly, and in recognition of the need to retain our dedicated and qualified staff, effective November 4, 2020, the hiring freeze restriction is lifted; however, vice presidential approval is still required. This includes approval for all base salary increases, bonuses/sign-on bonuses, recognition awards, non-P&T promotions, supplements, and temporary pay. This also includes any extensions of existing temporary/acting pay and supplements. This excludes salary increases for faculty promotion and tenure.
What is the process for requesting a vice presidential level approval?
All requests are initiated in DocuSign by the school/unit’s HR professional and sent for approval by deans, vice provosts and vice presidents. Requests are submitted for vice presidential review.
Instructions on the routing flow, approval process and utilizing DocuSign have been provided directly to HR professionals and are also detailed in the following DocuSign forms:
Are approvals required for jobs funded by grants?
Yes.
Are approvals required for temporary and acting pay requests?
All new temporary/acting pay requests, such as supplemental pay, require VP approval, including requests already in-motion. Existing temporary pay amounts may not be increased or extended without going through VP approval.
Are approvals required for increases for VCU Health System employees and appropriate clinician faculty?
This process will be determined through the Office of SVP Health Sciences - CEO VCU Health System.
Are approvals required for monetary awards associated with university-wide award programs, such as the Annual Faculty Awards and Staff Senate Awards for Excellence?
Because these types of awards are part of the fabric of VCU and represent relatively small sums against our total budget, we will continue funding existing monetary awards associated with university-wide award programs.
Are approvals required for SPOT awards and other bonuses?
These requests must be submitted for VP approval.
Are approvals required for non-monetary awards such as recognition leave?
Due to the budgetary impact of leave payouts, these requests must be submitted for VP approval.
Are approvals required for FTE increases resulting in corresponding salary increases?
Due to the budgetary impact of FTE increases, these requests must be submitted for VP approval.