Staff Position Control Process and Procedures

Staff Position Control allows the university to track the number of positions accurately, identify areas that may require new resources, and strategically plan for operational needs when vacancies are declared or new positions are proposed.

The process below calls for thoughtful and careful interaction between requesting divisions and the Staff Position Control Review Group (SPCRG) to ensure thorough consideration and that divisions can fully advocate for the replacement or development of positions at NIU. The Staff Position Control Process includes two key components:

1. Position Review Process
2. Position Funding Pullback Process

The Staff Position Control Review Group

The group shall comprise the Executive Vice President and Provost, the Vice President for Finance and Administration/Chief Financial Officer, and the Chief Human Resources Officer of Northern Illinois University.

The SPCRG meets regularly to review position requests and division leaders are notified of determinations as soon as possible following submission of the request.

Position Review Process

Declaration of a Vacancy

1. When an employee notifies their supervisor that they are separating employment, as soon as practical, the supervisor must submit a copy of the separation notice (i.e., letter of resignation/retirement or civil service separation form) to humanresources@niu.edu.
2. Upon receipt, Human Resource Services will schedule a meeting with the unit to discuss options and next steps and assist with any required benchmarking before seeking the division leader’s support for action on this position. At the same time, HRS will also notify the division leader as well. The urgency of action on replacement can be discussed; however, there is a mandatory 60-day wait period before any action can be taken. Exceptions to this 60-day waiting period will require the division leader’s support. 

Review Process by SPCRG

1. The SPCRG will review all requests for position management, regardless of fund type. This will ensure compensation, classification, and organizational standardization and equity. 
2. A request submitted to the SPCRG must first be endorsed by the division leader from the unit requesting position funding. The SPCRG may:
   1. Approve the request; or,
   2. Modify the request; or,
   3. Deny the request.
3. Modifications or denials of requests may be appealed to the Chief Strategy Officer.

Position Funding Pullback Process

1. Each quarter any remaining 02 encumbered funds will be returned to a central cost center.
2. The funds and position shall be frozen for 60 days to allow for final payroll and payout processing.
   1. The 60-day hold may be waived if the request to refill, modify, or augment operations is deemed to be urgent by a majority of the SPCRG.
   2. The 60-day hold may be waived before the employee’s last day of employment.

While all position requests must be submitted to the SPCRG, at this time only positions funded through 02 funds will be subject to Position Funding Pullback.

Faculty, graduate assistants, student employees, pool instructor positions, and extra help positions will not be subject to position funding pullback.

Revision History

Issued June 11, 2025