Welcome to Farmingdale State College’s Policy Library. This library is the official repository for all institutional policies and procedures and is intended to be a resource for faculty, staff and students seeking information related to the policies that govern the institution. This library does not contain department-specific policies and procedures. Please contact the department for specific departmental policies and procedures.

Please direct all questions regarding policy content to the Responsible Office listed on the respective policy.

If you wish to propose or amend an institutional policy, please review the Policy for Developing Institutional Policies and complete the Policy Proposal Form.

For assistance with drafting and amending policies, please refer to the Policy Writing Guidance and/or contact the Risk and Compliance Office at 934-420-5365.

New Position Justification

Persons Affected

Faculty, Staff

Policy Statement

It is the policy of Farmingdale State College that all new positions, aside from adjunct faculty, must be approved prior to proceeding with recruiting and/or hiring. All new positions, both full-time and part-time, excluding adjunct faculty, and regardless of funding source, must be submitted in your department’s Hiring Plan, as part of the annual Budget Process.

As a practice, the College will no longer be hiring temporary part time professionals except when needed for a limited and finite duration. If a part time professional position is needed, a new permanent position must be created, and the employee will be hired as a percent of that position. If a classified employee is needed for an assignment of limited duration, be it full or part time, the temporary employment procedure must be followed. Refer to the Temporary Hiring Procedure listed in the policies at the end of this document. If a professional staff member is needed for an assignment of limited duration, be it full or part time, the reasons must be explained in the justification. A firm end date must be included in the justification. The duration of this type of appointment may not exceed 90 days and cannot be renewed. Funding for such a position is the responsibility of department.


All requests to fill a new position must include the following items:

  1. A position description of the primary functions of the vacant position and its relationship to other positions in the department or area.
  2. A letter of support for the position from the head of the department.
  3. An organization chart for the department.
  4. The relative priority for filling this position, including the impact on other staff and/or campus services and programs, should the position request be denied.
  5. Other considerations, as appropriate (e.g. critical operational needs, health and safety considerations, revenue potential, opportunity costs or other impacts).
These position justifications must be reviewed and approved by your Vice President and included in your Division’s Hiring Plan. This Hiring Plan will be submitted to the Budget Office and reviewed against available funding sources, as part of the annual Budget Process. Upon approval it will be submitted to the CFO and President for further review and ultimate approval. Once approved, the normal search and hiring processes may begin in consultation with the Department of Human Resources. Any requests for new positions outside of the annual Budget Process should follow these same procedures. These requests will be circulated through the requisition process. No recruitment activity, including requests to conduct a search, or advertising/canvassing of Civil Service lists, will be permitted pending a final review and approval by the area Vice President, Budget Office, and the President.

Responsible Office

Human Resources

Policy History

Effective Date: 3/20/19 Supersedes issue of: 12/1/17, 4/6/17, 9/1/16