1. USG Strategic Hire Approval Process effective December 15, 2019

2. USG Strategic Hire Approval Process
The USG has instituted a strategic hire approval process effective December 15, 2019
Key provisions include:
All positions posted as of December 14, 2019, and which were previously approved through institutional processes are allowed to move forward with recruiting and hiring.
The new critical hire process applies to all vacant and new regular, full- time faculty and staff positions posted as of December 15, 2019, and with a salary above $40,000.
A critical hire justification narrative is required for vacant and new positions prior to posting the position. The narrative must document why the position is critical & the expected impact if the position is not filled.

3. USG Strategic Hire Approval Process
Key provisions (continued)
4. President Keel and Yvonne Turner are required to review and approve
all vacant and new regular full-time faculty & staff positions with
a salary above $40,000. Staff positions must be submitted to USG.
5. The USG will review and approve all vacant and new regular, full
time staff positions with a salary above $40,000 before the
recruitment of the position.
6. On a monthly basis, AU must provide a report to the system office of all
regular, full-time faculty and staff positions hired with a salary above
$40,000.

4. NOTE: At this time, this process applies to all University positions, regardless of funding source. University positions funded by AU Health, i.e. APPs are covered.

5. Augusta University Process – Existing Positions
Complete the Critical Hire Justification form outlining why it is critical that your department fill the position being requested
Share the Draft form with your HR recruiter for review prior to submitting for EVP Approval.
Initiate a Job Opening in PeopleSoft System & attach/upload the Approved Critical Hire Justification form.  
Follow standard OneUSG Connect processes to initiate Job Openings.
Ensure all appropriate department/Dean/VP Office approvals and your EVP’s approval on the Critical Hire Justification form prior to uploading it as an attachment to the PeopleSoft Job Opening.
For grant/contract funded positions, add DSPA to the approval workflow and also upload the grant award and other documentation.

6. Augusta University Process – Existing Positions
Department/Dean/VP Office and EVP approvers should carefully review the Critical Hire Justification documentation to ensure that it is compelling, accurate and complete.
Appropriately approved requests received not later than 10 a.m. on Thursday of each week will be submitted to the Chief Business Officer and President for approval per the USG requirement. HR will facilitate this review and approval.

7. Augusta University Process – Existing Positions
If approved,
For faculty positions, HR will proceed with next steps in the process.
For staff positions, per the USG process, institutionally approved recruitment requests will be submitted to the USG by the following Monday of each week. The USG has advised us that requests submitted to the USG by Monday will typically receive a response by the Friday of that week.
HR will notify requesting departments whether their request has been approved or not approved after the USG review. For positions approved to begin recruitment, HR will proceed with next steps in the process.

8. Augusta University Process – New Positions
For new faculty positions, the department should prepare and submit a faculty position description (FPD) form through all required approvals (department, dean & EVP/Provost) to HR.
For new staff positions, the department should prepare and submit a position classification form (PCF) through all required approvals, including EVP, to HR.
Once a position is created and the position number is assigned, the department may create a Job Opening and follow the applicable steps as outlined above.

9. Tips for Critical Hire Justification
Ensure the justification is compelling, accurate, clear and complete. The justification needs to:
Provide a summary that is detailed and substantive
Define the duties to be performed
Differentiate between critical and important
Provide data to support how the position is critical
Describe the contribution to our mission, the strategic plan and vision
Avoid acronyms that may not be understood by the USG Review Committee
Vet requests critically before submitting

10. Tips for Critical Hire Justification
Describe
Alternative strategies considered (Think through strategies)
Have you delayed filling the position for some time?
Consequences (Negative impact) if the position is not filled timely
Compliance Risks and Requirements
Include
Data to support your justification:
Statistics (i.e. number of students served, number of patients served, number of clinical trials performed), metrics, key organizational structure details
Results from your efforts to delay the hire

11. USG ~ FAQs What is a critical hire? Why are we doing this?
A critical hire is considered a position that the institution must fill in order to maintain student success, patient/life safety, and to successfully meet required compliance and accreditation standards. A critical hire is not the same as an important hire. We have many positions within the university system that are important to institutional success, but would not be considered critical. Important positions will not be approved while the critical hire process is in effect.
Institutions should plan early and start the critical hire process as soon as possible. Critical hire requests can be submitted as soon as an institution is aware of new position or vacancy even if the position will be filled later. Justification forms should provide complete details upon submission in order to expedite the response timeframe.
Why are we doing this?
Governor Kemp asked all state agencies to think strategically about how to improve business processes by eliminating duplication, better utilizing technology, or other methods of efficiency, to include thinking strategically about workforce needs and how to best leverage existing positions and personal services funding. Additionally, the Governor’s Office of Planning and Budget (OPB) asked all state agencies to institute a strategic hire (critical hire) approval process.

12. USG ~ FAQs
What type of documentation will be required for the justification?
The institution should provide a compelling case for critical nature of a position in the critical hire form. Any supporting data regarding student success, patient/life safety, and compliance or accreditation requirements that must be met should be provided. For grant or contract funded positions, an institution should submit the award letter and documentation that supports the requirements for personnel and the compensation rates that have been agreed to.
How long will the critical hire process be in place?
The critical hire process went into effect December 15, 2019 without a defined end date. If and when the process changes, a notification will be sent to the President, Chief Business Officer, and Chief Human Resources Officer.
Are positions within my institution’s approved CAR plan subject to the critical hire process?
Yes, newly created positions that are included in your institutions approved CAR plan must be submitted for approval through the critical hire process before posting. Any additional changes or consideration given should be included in the justification narrative.

13. USG ~ FAQs Is there a way to expedite a request?
Institutions should plan early and start the critical hire process as soon as possible. Critical hire requests can be submitted as soon as an institution is aware of new position or vacancy even if the position will be filled later. Justification forms should provide complete details upon submission in order to expedite the response timeframe.
Urgent positions that involve patient/life safety such as medical personnel or public safety officers can be posted immediately on a contingent basis if deemed necessary through this campus critical hire process. A critical hire form should be submitted simultaneously to the USO for approval to continue. If the request is denied, the institution should immediately remove the contingent posting and discontinue the recruitment process. This process is only acceptable for positions that are deemed critical to patient/life safety by the president and CBO.
Are grant-funded and contract positions included in the critical hire process?
Yes, the critical hire process is applicable to all fund sources.

14. Going Forward
HR has created a Web Page specific to this process:
Please use the most recent version of the Critical Hire Justification form (Word format) as posted.
All new vacancies with an anticipated salary exceeding $40,000 annually will need to follow this new process.