ºÚÁϳԹÏÍø

Who may submit an application

You must be either:

• a Head of School or Service Director, or
• a delegated staff member authorised by a Head of School or unit

If you are unsure whether you have the correct permissions, speak to your Head of School or unit or refer to the guide on managing delegate permissions.

Types of requests you can submit

Using the application form, you can request approval for:

• a new post
• a replacement post
• making a temporary post permanent
• extending a temporary post
• increasing the contracted hours of a post
• re-engaging a former staff member
• a grading review for a professional services role

Some requests relate to specific policies and may require additional forms. Refer to the full Workforce Planning Application guidance (PDF) for a detailed overview of paperwork and approval routes.

If you are unsure which form to use, contact the Workforce Planning team at workforce@st-andrews.ac.uk for advice.

How to submit an application

To submit a request, use the Workforce Planning application form.

You must be signed in to access the form.

If you experience problems accessing the form:

• Check that you have been granted delegate access.
• If you have been added as a delegate but still cannot access the form, to IT Services.

For more detailed guidance on using the form or getting support, see Workforce planning application guidance and support.

Working with post numbers

Post numbers are used to identify specific roles in the University’s HR system. When completing the application form, entering an existing post number will automatically populate key fields and save time. You will need a post number for all applications except when creating a brand new post.

New roles

For new posts, you must enter all job details manually.

Existing roles

For existing roles, the application form uses the post number to pre-fill details and speed up the process.

You can find post numbers using HR self service:

• Go to the My People tab to view your direct reports.
• Use the Whole Team view to see all staff you line manage.
• Click a name to view appointment history and previous post numbers.

If you are preparing an application for someone you do not line manage, your Head of School or professional services unit should provide you with the relevant post number.

Writing your business case

Once the post details are established, you should write the business case explaining the strategic need, funding, and context. This is the most critical part of the application and informs the decision. It should clearly explain:

• why the post or change is needed
• how the need links to your School, unit or University strategy
• any short-term solutions already used (for example, overtime or temporary cover)
• relevant data that supports your case (for example, increased student numbers or workload shifts)
• how the change will be funded (including any expected savings or offsetting adjustments)

Do not include information about a named or identifiable individual’s mental or physical health. Applications that contain this type of information will be returned for resubmission.

Preparing Further Particulars

If your application includes a request to advertise a new or replacement post, you will need to include a set of Further Particulars (FPs).

These are typically uploaded as supporting documents when the application is complete and you're ready to submit. They’re required only if you're planning to advertise a new or replacement post.

These documents help potential applicants understand the role and working environment. You must use the correct template based on the type of post.

You can download the templates and guidance from the Recruitment webpages, where you will find separate documents for:

• academic roles
• professional services roles

Make sure your Further Particulars are complete and up to date before submitting your application.

Submitting the form

Once signed in, go to your dashboard and click Create New to begin your application.

You can:

• save a draft using Save for later
• submit the application directly using Submit application
• upload supporting documents at the end of the form (Word, Excel, PDF, PowerPoint or Visio formats only)

Once submitted, you cannot edit the form. If your Head of School or Service Director needs to review it before submission, save the draft and let them know separately.

What happens after you submit an application

Applications are reviewed at the next scheduled WPG meeting. You can view upcoming deadlines and meeting dates on the WPG meeting schedule.

You will normally receive a decision within 72 hours of the meeting.

If your request is approved, it will remain valid for three months. If no action has been taken within that time, you must submit a new application.