Dear Colleagues,
As a follow-up to my previous communication regarding the Hiring Freeze and Position Cost Control Measures, I would like to share updates to the Exception Request Form (ERF) process. These changes are intended to simplify approvals and reduce administrative burden for departments filling multiple similar positions or processing multiple summer appointments.
The revised process now allows for the following:
- Multiple Vacancies Filled Under a One Posting
A single ERF may be used when one posting is intended to fill more than one vacancy, provided all positions share the same required attributes. In addition to the completed ERF and any required supporting documentation, departments must attach an Excel spreadsheet containing details for each individual position. - Multiple Summer Secondary Assignments (Class 8 Appointments)
A single ERF may be used to process multiple summer salary appointments for academic-year faculty, including summer research compensation and summer administrative stipends, provided all appointments share the same required attributes. In addition to the completed ERF and any required supporting documentation, departments must attach an Excel spreadsheet containing details for each individual appointment.
For detailed submission instructions and the required Excel spreadsheet template, please refer to the ERF section of the Hiring Freeze and Position Cost Control Measures FAQs.
In addition, the Hiring Freeze and Position Cost Control Measures website has been updated to include:
- A sample ERF for Faculty and Other Academic Positions
- A sample ERF for Staff, Temporary Staffing Firms, and Independent Contractors
- An approval matrix for each area outlining the required approval routing for each form type
- Updated FAQs clarifying exemptions and the ERF process for positions subject to the hiring freeze
We will continue to update the website as additional FAQs, guidance, and resources become available.
Questions related to the hiring freeze and other suspended personnel transactions should be directed to FY27freeze@hr.rutgers.edu.
Thank you for your attention to these updates and for your continued partnership in supporting these measures.
Sincerely,
Kimberly Lewis
Executive Vice President and Chief Administrative Officer