Last updated: September 2015
MPLS RECRUITMENT PROTOCOL GUIDELINES
Following the Division’s 2013-14 budget discussions with the University, and in light of the adverse
financial position forecast in the medium term, from July 2013 on the Division was asked to
reintroduce the recruitment protocol in full. Therefore, when a department wishes to recruit to a
new or replacement post, whether or not this post is in the departmental budget, the full
recruitment protocol must be followed. The purpose of this process is to ensure that at the point
where an appointment is being planned, all due consideration has been given to the need for that
appointment, including whether a vacancy can be sustained with existing resources and whether the
need for the appointment is being addressed in as cost efficient a manner as possible. The protocol
form is the mechanism through which departments should provide assurance to the Division that
financial and operational implications have been considered in full.
Key principles
a. For all types of posts (academic, academic-related, support/technical), whether new or
replacement posts, the recruiting department must submit to the division a completed
recruitment protocol form for approval.
b. The recruitment protocol process must also be followed in cases where a department wishes to
implement a major change to an existing post; this includes converting a fixed-term post to
permanent/open ended; turning a part-time appointment to full-time; re-grading a post. Please
note that in the cases of re-grading, approval must be sought when the department seeks to
a) re-grade an existing (vacant) post or b) assign additional responsibilities to an existing staff
member, therefore warranting a request for re-grading. However, in cases where individual
members of staff are making requests for re-grading, then these can be submitted without
prior divisional approval.
c. For all requests to fill or refill academic and senior research posts (i.e. Professors, Associate
Professors, RSIVs), the recruiting department must also submit an academic case and a
business case in addition to the protocol form. (recruitment protocol and business case
templates are available from the divisional office and the MPLS website). Proposals for
academic posts are normally considered by the MPLS Associate Heads, though the creation
of or changes to the titles of statutory professorships will also require additional central
university approval. For any new RSIV posts the Division will need to seek approval from the
University’s Senior Appointments Panel.
d. For all requests to fill or refill academic-related or support/technical posts, in addition to the
protocol form, the department must also submit a job description. This applies also in the case
of proposed major changes to existing posts (e.g. re-grading).
e. The only posts that are exempt from the recruitment protocol process are 100% externally
funded posts. However, the recruitment protocol must be followed in cases where a post is
partly funded by the department.
Operation
a. All recruitment protocol requests must have the approval of the Head of Department; they
should then be submitted to the Division’s Academic HR Officer gwen.booth@admin.ox.ac.uk.
b. Requests must be submitted by 3pm on Wednesday; the divisional office will aim to convey the
decision to departments within a week.
c. Departments cannot proceed to recruitment or to implement a change to an existing post, prior
to receiving protocol approval and an MPLS authorisation code. Staff requests can only be
raised once an authorisation code has been issued.
d. Departments should indicate on the recruitment protocol form whether they wish to advertise a
post internally or externally and provide justification.
For any queries about the recruitment protocol, please contact gwen.booth@admin.ox.ac.uk.
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