Vacancy Management

Replacement/Backfills

New/Additions

Please consider any exception request in the context of the University’s fiscal environment and seek alternatives before requesting approval for an exception. Reference the Interim Financial Controls Memo here

Reference the general step by step instructions for completing this form here.

Select the owning area for this position. Type in key words to locate from the dropdown menu:

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Select the precise owning org unit/BFR of this position. Type in key words to locate from the dropdown menu:

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Enter the email address of the person completing this form. Separate multiple requestor email addresses with a semicolon [ ; ]

1) 100% direct sponsored grant funded = Please attach an updated job description for backfills and the JD + org chart for a new position. These requests will typically be approved.

2) Approval for all other staff positions require an exception. Approval of exception requests are extremely limited. A letter or PDF export of an email from your Dean or Vice Provost describing the need for the exception should be attached along with an updated job description for backfills and the JD + org chart for a new position.

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Is the position 100% direct sponsored grant funded?

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List the names of leaders in your area who have approved this position:

You may copy/paste text here from the exception request email/memo you attached above:

Is this a new/additional position or a backfill for an existing position?

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Select more than one if applicable:

If the position is term-limited, what is the approximate end date? If <1.0, how many hours/week is this position?

Select the most recent year in which this position is budgeted:

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Provide the name of the staff member who is leaving [or has already vacated this position]:

When is/was the last day worked for the departing staff member?

On how many fund codes will this position be funded?

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Provide the fund code carrying the highest % of effort

What type of funding is fund code #1?

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%

Provide the fund code carrying the second highest % of effort

What type of funding is fund code #2?

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%

Provide the fund code carrying the third highest % of effort

What type of funding is fund code #3?

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%

Provide the remaining fund codes and the corresponding % effort on each one

Please include a concise explanation specific to funding = brief notes that will facilitate PAMC Finance review [including how this will be funded if it is unbudgeted and/or if this will be a request for Provost funding support]:

What is the Duke system title? Type in key words to locate from the dropdown menu:

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Type in the PM# that corresponds with the iForm you submitted [starts with 5xxx]:

In some cases, a new position will have a budgeted provision number [starts with 9xxx]. If you have a corresponding 9xxx provision number for this new position that will facilitate PAMC Finance review, provide that number here:

Describe why filling this position is necessary, why this position must be filled now, and any additional notes to aid in the review/approval process:

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Indicate the specific location [or briefly describe your plan where this person will work on campus]:

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