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Post Approval Process

 

Post authorisation form (PAF) word(357 kb)

Change authorisation form (CAF) word(332 kb)

 

The Post authorisation form (PAF) word(357 kb) is to be completed in the event that you wish to either:

a) request a new post or

b) fill a vacant post.

It will be considered by the Staff Review Group (SRG) at their next scheduled meeting. The SRG meets on a monthly basis and includes the Vice-Chancellor and the Director of POD. PAFs must be received by the HR Partner/Officer by the deadline date. PAFs received after the deadline date will not be submitted until the following month’s SRG. The deadline and SRG dates are published below.

Please note that an approved PAF remains valid for up to six months after SRG approval. You may need to keep this in mind when choosing to delay the advertising of a post. Please seek guidance from your HR Partner/Officer.

Posts not filled within a six month period following SRG approval will be considered for permanent deletion by SRG.

Below is a list of action points that may assist you in completing the PAF:

1. Complete all relevant sections of the form clearly and in full.

2. Acquire a signature from the person responsible for the post (eg Line Manager).

3. Acquire a signature from the PVC Dean/Director of the faculty/directorate.

4. Acquire a signature and further details from the faculty/directorate management accountant.

5. Attach a job description, person specification, draft advert (if applicable) and any other relevant information (eg role profile, organisational chart, etc). Current templates can be found on the intranet.

6. Retain a copy of the form for your own records.

7. Forward to your HR Partner/Officer for signature.

8. HR will then submit the PAF for the next scheduled SRG meeting.

Any queries regarding the post authorisation process should be taken to the Senior HR Assistant for your area in the first instance.

 

Disclosure and Barring Service (DBS) checks See link to guidance

Some roles are subject to a satisfactory DBS check. Therefore, it is imperative that a DBS Assessment Form is completed for all new posts and any previously not assessed in this way if they involve contact with children and/or vulnerable adults or a DBS check is a consideration. A DBS Assessment Form can be found on the HR intranet. For further information about the DBS process, please contact your HR Partner/Officer.

 

Mandatory qualifications

Candidates are asked to produce originals and copies of qualifications during the recruitment process. Recruiting managers should identify on the PAF posts where a specific qualification is absolutely fundamental to the role, specifically where lack of the qualification could put the university at considerable risk eg roles that involve medical contact with the public. To reduce the risk of fraud consideration will be given to the need to verify mandatory qualifications with reference to the awarding body for successful candidates.

 

Change Authorisation Process

The Change authorisation form (CAF) word(332 kb) is to be completed in the event that you wish to:

a) extend a temporary/fixed-term contract of employment

b) change the status of a temporary/fixed term contract of employment to permanent (please refer to the Recruitment and Selection policy and guidance found here)

c) increase hours on a temporary or permanent basis or

d) other contractual changes.

It will be considered by the Staff Review Group (SRG) at their next scheduled meeting. The SRG meets on a monthly basis and includes the Vice-Chancellor and the Director of POD. CAFs must be received by the HR Partner/Officer by the deadline date. CAFs received after the deadline date will not be submitted until the following month’s SRG. The deadline and SRG dates are published below.

Below is a list of action points that may assist you in completing the CAF:

1. Complete all relevant sections of the form clearly and in full.

2. Acquire a signature from the person responsible for the post eg Line Manager.

3. Acquire a signature from the PVC Dean/Director of the faculty/directorate.

4. Acquire a signature and further details from the faculty/directorate management accountant.

5. Retain a copy of the form for your own records.

6. Forward to your HR Partner/Officer for signature.

7. HR will then submit the CAF for the next scheduled SRG meeting.

Any queries regarding the changes authorisation (CAF) process should be raised with the Senior HR Assistant for your area in the first instance.

 

Staff Review Group (SRG) Dates

The SRG meets every month to consider the approval of all PAFs, CAFs, Bank and Part-time Hourly Paid Lecturer requisitions and any honorarium payments over £1000.

The group consists of the Vice-Chancellor, Director of POD and Operations and Deputy Director of POD.

Please be aware that the SRG dates are occasionally subject change due to circumstances outside of our control. These changes may affect the deadline date however we will try to provide as much notice as possible and we will endeavour to keep our website as up to date with any changes. Please note, due to the additional processes required from the deadline date to the SRG meeting we are unable to accept any PAF’s or CAF’s after the deadline date. Any received after the deadline will automatically be included in the next SRG.

 

 

Month 2017PAF DeadlineSRG Date
January 22 December 16 January
February 2 February 20 February
March 3 March 21 March
April 4 April 25 April
May 28 April 15 May
June 2 June 19 June
July 28 June 14 July
August 2 August 18 August
September 1 September 18 September
October 27 September 13 October
November 2 November 20 November
December 28 November 18 December

 

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