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YOU ARE HERE: Skip Navigation LinksEdinburgh Napier Staff Intranet > Service Depts > Human Resources > Recruitment > Getting your vacancy approved

There are 5 simple steps to follow in order to get your vacancy approved: 

Ensure your Managers Approval

Make sure you have written approval from your line manager to proceed with the vacancy. They will need to approve the role further in the process, but you should clear all the details with them in advance. 

Contact your HR Partner

Secondly, you should verbally discuss and agree the following with your HR Business Partner:

​​ ​ Action                                                                                                               Completed
Is this a vacancy a permanent, fixed term, a replacement or new role? ​
Please disclose if the vacancy is a maternity leave or long-term sickness cover?​
Is the vacancy to cover a secondment?​​
Is it an extension to a fixed term contract? ​
Is it an increase in hours on a current contract?​
Is it a new or an extension of payment of acting up responsibilities? ​
​Is it a casual engagement? 

It is also worth noting that you should discuss the most appropriate type of contract, which you will need to include in your Staff Authorisation Form, please follow the link for Contract Types and Examples.

You will also need to consider the following:

​​ ​ Action                                                                                                               Completed
Why is the resource required?​
What is the impact to the University if this is not filled? Why is this essential?​
​How does the role fit with the department and wider University strategy? ​
What is the timeframe for having someone in said position?​
What alternatives have been considered? ​

For a Change to an Existing Contract, please ensure you consider and capture the following information:

  • new working hours
  • updated work pattern
  • length of contract
  • start and end date of new contract
  • reason for extension
  • ​justification for acting up allowance/responsibilities.​

Contact your Finance Business Partner

Thirdly, you must also discuss and agree the following with your Finance Business Partner: 

​​ Action                                                                                                               Completed​
The budget implications​ of recruiting this role on the current and future years​
Folder code to be used​
Is the role externally funded?​
What is the business case to justify the requirement for the role?​
What is the business case to justify the requirement for the role? ​
Any other financial and people implications of recruiting this role? ​

You can get a full copy of the recruitment checklists for your vacancy here.​

Role Profiles

All roles at the University Grades 1 – 10 are fully evaluated by a trained panel of HERA (Higher Education Role Analysis) Role Analysts.

If you are recruiting for a new or existing role that has changed substantially you will need to complete the Role Description Form​ (both Part 1 & Part 2). This form will need to be evaluated by HERA, following this evaluation, a grade and role matching code will be allocated to the role. If the position you are looking to recruit already exists please ensure you have updated the job description.

We have created generic role profiles using the different level and stream of the National Library of Academic Role Profiles and tailored to suit the purpose of Edinburgh Napier University. These profiles ensure consistency and provide clear promotion routes within the University. 

Non-Academic: Please speak with your Talent and Recruitment Consultant directly about non- academic roles.

Academic: Below are the standard role profiles for academic vacancies, please ensure you delete the irrelevant pathways prior to attaching to your SAF: 

 Lecturer – Grade 6

 Associate Professor – Grade 7 ​

 Professor – Grade 8 to 10 

Please see below the standard roles within research and consultant roles:

 Research Assistant – Role Code RES1​

 Research Fellow – Role Code RES2

 Senior Research Fellow – Role Code RES3 

 Principal Research Fellow – Role Code RES4 

 Trainee Consultant

 Associate Consultant 


 Senior Consultant 

 Principal Consultant 

All academic role descriptions and person specifications have been standardised to ensure they are in line with our Academic Career Development Framework​, within this framework, there are four academic pathways:

  • Research 
  • Learning and Teaching
  • ​Enterprise
  • Professional Practice 

Candidates should demonstrate their experience and achievements by addressing the criteria linked to the pathway advertised. Please note that the majority of vacancies should be advertised using the research pathway. 

The criteria for each of the routes are defined as the following:

​​​ Esteem​                     Academic Profile: Recognition nationally & internally.
                 Public Engagement: Press and media ​events and exhibitions and public policy.
Innovation​​                  Contribution of knowledge: Publications, presentation, performance or exhibitions.
                                    Impact: Demonstrate influence on practice, performance, knowledge and products                                            of public policy.
Contribution:​  ​             Income generation: Grants, external funding, business growth.
                                    Institutional Citizenship: Collaboration with colleagues, actively contributing to the                                                successful operation of the University, committee and working group engagement.
Academic Leadership​: Leadership: Building formal and informal teams and communities whilst being                                                      proactive within the University.
                                    Successful Management: Managing teams, projects and resources.
                                    Capacity Building: Mentoring staff, postgraduate research supervision and                                                            diversification of the University's activity.

Complete a SAF

You are now able to complete a SAF, which can be found below along with a user guide to assist you. 

Online SAF You can submit your request through the Napier Online SAF system. This will ask you to fill in an online form with the information you have gathered, which will then be passed through a chain of approval.

SAF Guidance with FAQ's  User guide – Guidance on submitting your SAF.


* Please note SAF's raised prior to 31 January 2019 will remain displayed in your 'Load Save Requests'  but will not be editable, nor will you be able to resubmit them.  You will be able to edit and re-submit any new SAF's raised from February 2019 onwards.  


** Please note that when you first login to the new SAF there is a historic browser cache​. Please press Ctrl and F5 and this will then update your view. ​​​​​​​​