Vacancy Management for staff positions at UC Davis ensures the best possible stewardship of our workforce.
Effective April 1, 2020 we implemented a Vacancy Management program for UC Davis. This is not a hiring freeze as hiring and onboarding continues, and there will always be a path to filling critical positions.
These changes provide some financial protection and enable us to consider opportunities for colleagues who may benefit from being reassigned.
Scope of the Vacancy Management Program
Vacancy management supports responsible financial stewardship and strategic human resources planning through reviewing each vacancy in consideration of organizational need.
Vacancy management applies to all staff positions at UC Davis. This includes departments, colleges and schools reporting to the UC Davis Chancellor or Vice Chancellor for Human Health Services at UC Davis Health. Excluded from this program is the UC Davis Medical Center, which has a separate hiring request process in place.
- Includes these types of positions:
- > New position creation
> Replacement or backfill
- Includes these statuses of positions:
- > Full-time
> Per diem
> Short term/limited
- Includes these position actions:
- > Recruitment
> Extensions that are cumulatively greater than six months (see explanation in FAQs)
> Waiver of recruitment
> Internal promotion
> Rehire retiree
Process for the Vacancy Management Program
In general, when the Department determines to fill a vacant position, the following process is utilized:
- Vacancy Request Form is completed and organizational chart is attached (required)
- Vacancy Request Form is routed to HR Business Partner/Chief Administrative Officer who reviews for completeness and obtains necessary approvals
- HR Business Partner/Chief Administrative Officer submits request to the Vacancy Review Committee for decision
- If request is supported, the HR Business Partner/Chief Administrative Officer initiates appropriate action through regular channels.
- If request is denied, a Department may choose to resubmit the request with additional information to the Vacancy Review Committee for reconsideration.
FAQs and Scenarios
- The Vacancy Management Program is effective April 1, 2020. What should I do to extend an offer now?
Positions where an offer has been extended as of April 1, 2020 or earlier are not subject to the vacancy review process. After April 1, 2020 the position must be approved by the Vacancy Review Committee before extending an offer.
- Where do I start with the Vacancy Management Program?
- Begin by looking at your current vacancies that are already in the recruitment process and determine which are critical to fill.
> If a position is not critical to recruit, remove it from the recruitment process
> If a position is critical to recruit, work with your HR Business Partner/Chief Administrative Officer to submit a Vacancy Recruitment Form to the Vacancy Recruitment Committee.
- I am recruiting a few positions right now, and they are in various stages of recruitment (some posted, some screened). Should I pause recruitment until the positions are approved by the Vacancy Review Committee?
- For positions that are already in the recruitment process, and you determine this is a critical position, recruitment activities can continue only up until the point of selecting a finalist. Please do not continue to the offer stage without approval from the Vacancy Review Committee.
- What is the target date for HR Business Partners/CAO's to have submitted Vacancy Request Forms on active recruitments?
May 29, 2020
All active recruitments should have a Vacancy Request Form submitted. After May 29, Talent Acquisition will connect with HR Business Partners/CAO's on any active recruitments without a Vacancy Request Form, to determine whether to close the vacancy or submit a vacancy request.
- What attachments should be included with the Vacancy Request Form?
- Only the organization chart is required to be included. This is a change as initially both a position description and an organization chart was required. The Vacancy Request Form will be updated accordingly.
- Position extensions require vacancy review only when the extensions cumulatively exceeds six (6) months. Please explain.
This relates to extensions for existing TES and contract positions.
An existing TES or contract position is ending March 31. As March 31 approaches, the manager wishes extends the contract position for 5 months, ending August 31. This extension is not subject to vacancy review.
As August 31 approaches, the manager wishes to extend the position for an additional 2 months, now ending October 31. This 2 month extension requires vacancy approval as the total of all extensions for this position exceeds 6 months.Note: New and replacement positions, including TES and contract, require vacancy approval regardless of the length of the position.