Hiring Hold FAQs

• Q: Why is this hiring freeze being implemented and how long will it be in place?
  A: In response to possible state budget cuts and Stony Brook enrollment challenges this fall the university is implementing an immediate hiring freeze to be in effect for the next 60 days. As we assess the financial and enrollment situation over the next 60 days we may extend, adjust or augment this action.
• Q: How do I know if my request qualifies for an exemption?
   A: This hiring freeze applies to all positions across the university except clinical positions directly related to the COVID19 response. Hospital and LISVH accounts are exempt from the process and do not require a Position Compensation Request (PCR) form.
  
  Exemptions will be considered on a very limited basis for positions related to health, safety and compliance which must be hired immediately and for positions directly necessary to support revenue through the summer of 2020.
  
  New positions, replacement positions, promotions, reclassifications, increased duty payments, extra service, temporary, adjunct/PT lecturers, GA/TA and student employees (excluding Federal Work Study students) are all subject to this hiring freeze. Restrictions on other than personnel services spending will apply to agency temporaries and contractors.
• Q: What is the funding criteria for the exemption process?
  A: This hiring freeze applies to all positions across the university except clinical positions directly related to the COVID19 response. Hospital, LISVH, and sponsored research accounts are exempt from the process and do not need a Position Compensation Request form to be attached.
  
  Exemptions will be considered on a very limited basis for positions related to health, safety and compliance which must be hired immediately and for positions directly necessary to support revenue through the summer of 2020.
  
  New positions, replacement positions, promotions, reclassifications, increased duty payments, extra service, temporary, adjunct/PT lecturers, GA/TA and student employees (excluding Federal Work Study students) are all subject to this hiring freeze. Restrictions on other than personnel services spending will apply to agency temporaries and contractors.
• Q: Should I be submitting my Position Compensation Request (PCR) forms to the Hiring Hold emaildirectly, or should it go through my Provost/SVP/VP Office?
  A: PCR forms will not be reviewed until all applicable signatures have been captured (including Provost/SVP/VP level approvals). Your division may have an internal process in place to submit forms directly. Please discuss with your central administrative office.
• Q: What is the process once I submit my Position Compensation Request (PCR) form to the Hiring Holdemail?
  A: All PCR forms will be reviewed by a Senior Executive Committee (Sr. VP for Admin and Finance, Sr. VP
  and Chief Deputy to the President and the President).
  
  Click here for an updated workflow chart.
• Q: How will I be notified if my request is approved/denied?
  A: The Senior Vice President of Finance and Administration, or their designee, will notify departments of the approvals/denials.  If the request is approved, the approved form must accompany the relevant recruitment/appointment paperwork or be scanned and attached to the TMS requisition. Transactions may not be submitted to HR until PCR approval is received. Where this is missing the transaction will be returned to the department. All requests must be submitted prior to services being rendered.
  
  Click here for an updated workflow chart.
• Q: I want to hire a temporary position, does it have to get approval?
  A: Yes. New positions, replacement positions, promotions, reclassifications, increased duty payments, extra service, temporary, adjunct/PT lecturers, GA/TA and student employees (excluding Federal Work Study students) are all subject to this hiring freeze. Restrictions on other than personnel services spending will apply to agency temporaries and contractors.
• Q: My Provost/SVP/VP has signed the Position Compensation Request (PCR) form for a temp increase in duties. Can I forward to HR?
  A: After the area VP has signed the PCR form, the form must be submitted to Hiringhold_exemptionrequest@stonybrook.edu for review and approval. PCR forms will not be reviewed until all applicable signatures have been captured (including Provost/SVP/VP level approvals). Your division may have an internal process in place to submit forms directly. Please discuss with your central administrative office.
• Q: I am having trouble filling out the form online, is something wrong?
  A: The form must be fully downloaded before it can be filled out and assigned a unique identifying number. You must use Adobe Acrobat/Adobe Acrobat Reader to fill them out. These forms are not supported by Preview app on Mac OS X Operating systems.
• Q: I’m not sure what salary range to indicate for my requested position. Can I have Class & Comp review before I submit the PCR form?
  A: No, HR will not review positions before an approved PCR form is attached.
• Q: My position is budgeted in CBM, do I still need the SET/President to review?
  A: Yes. This hiring freeze applies to all positions across the university except clinical positions directly related to the COVID19 response. Hospital and LISVH accounts are exempt from the process.
  
  New positions, replacement positions, promotions, reclassifications, increased duty payments, extra service, temporary, adjunct/PT lecturers, GA/TA and student employees (excluding Federal Work Study students) are all subject to this hiring freeze. Restrictions on other than personnel services spending will apply to agency temporaries and contractors.
• Q: I have a list of positions that have already been approved. Do I need to go through this new process as well?
  A: Yes, this newly established hiring hold process will supersede all previous approvals. If you have a position that is currently at any stage in the review/recruiting process, and you feel it falls under the criteria for this exemption process, you need to resubmit the request.
  
  Positions that already have an offer letter accepted will be allowed to move forward. However, areas are urged to adjust the start date back as much as possible.