Hiring Freeze and Position Cost Control Measures FAQs

Presented below are frequently asked questions (FAQs) and responses intended to provide additional guidance and clarification regarding the hiring freeze. This FAQs are not intended to be exhaustive and will be updated as additional questions arise and further guidance becomes available. To facilitate your inquiries, the FAQs are divided into 4 sections: General FAQs; Exception Request Form; Faculty and Other Academic Positions; and Staff Positions, Temporary Staffing Firms, and Independent Contractors.

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General

What are the Position Cost Controls in place?

All offers extended and accepted in writing on or before July 9, 2026 are not impacted. New recruitments, job offers, reappointments, and contract renewals for many positions are subject to review and approval as outlined in Permissible Exception Matrix. Any positions exempt from the hiring freeze will specify “Does not require an exception request” in the table.

What is the Exception Authority Matrix for the position cost controls?

The Exception Authority Matrix outlines the approval authority for exception requests for all positions impacted by the hiring freeze and position cost control measures. These approvals will be built into the Exception Request Form process outlined below.

What is an Exception Request Form?

Requests that meet the criteria detailed in the Permissible Exception Matrix require submission, review, and approval of an Exception Request Form (ERF). An ERF is a University Human Resources developed DocuSign form that captures all of the required position related details for approvers to make informed workforce planning decisions during this hiring freeze. Only the current version of the ERF will be accepted as supporting documentation to proceed with the review.

Approval of an exception request form does not constitute approval of the underlying transaction, which must still comply with all university standard operating procedures, policies, processes, and approval requirements.

Are actions required by applicable law, university policy, collective negotiations agreements, or other binding institutional obligations subject to the hiring freeze?

The university will continue to fulfill obligations required by applicable law, university policy, collective negotiations agreements, and other binding institutional requirements. However, departments must submit an Exception Request Form that outlines the nature of the requested personnel action and the specific obligation requiring the action. Approval is still required before the action may proceed.

Can I still post or fill vacant positions?

Yes, positions approved through the Exception Request Form process and those positions identified in the Permissible Exception Matrix as not impacted by the hiring freeze may be posted and filled.

How long will the hiring freeze last

The hiring freeze is effective immediately and will remain in place until further notice.

Does the hiring freeze apply to new positions only?

No. The hiring freeze applies to:

Existing positions that are currently vacant
Positions that become vacant on or after July 9, 2026
New positions under development

What positions qualify for exceptions?

Please see the Permissible Exception Matrix for details. The column labeled “Exception Requests May Be Submitted Under the Following Circumstances” details the positions eligible for further review during the hiring freeze.

Who defines mission critical positions?

Departments may submit an Exception Request Form identifying the position and providing a detailed mission-critical justification. Requests will be reviewed and considered in accordance with the Exception Authority Matrix.

Mission-critical positions may include, but are not limited to, those that are necessary to:

Meet legal, regulatory, compliance, or accreditation requirements;
Support essential academic, research, clinical, operational, or administrative functions;
Protect the health and safety of the university community; or
Mitigate significant institutional, financial, or operational risk.

The designation of a position as mission-critical is determined through the exception review and approval process and is not automatically established by the requesting department.

What are examples of mission critical requests?

While this is not an exhaustive list, mission criticality will be largely determined by the following criterion.

Category	Key Question
Student Instruction & Academic Continuity	Will failure to fill this position prevent students from progressing toward graduation?
Research & Sponsored Programs	Will the vacancy jeopardize externally funded research or contractual obligations?
Health, Safety & Compliance	Does the position protect people or ensure compliance with laws or regulations?
Accreditation & Regulatory Requirements	Is the position required by accreditation standards or law?
Revenue Generation & Preservation	Does the position generate or protect substantially more revenue than it costs?
Essential Business Operations	Would failure to fill the position significantly disrupt university operations?
Student Well-being	Would students lose access to critical support services?
Strategic Institutional Priorities	Does the position directly advance Board- or Chancellor-approved strategic priorities with measurable outcomes?

Should departments take down job postings or will applicants be notified once they submit an application that we currently have a hiring freeze?

Current recruitments may continue; however, departments must obtain an approved exception request before extending a verbal or written job offer. Departments are encouraged to proactively submit exception requests for currently posted positions to determine whether they meet the exception criteria before identifying a finalist.

Departments must review all active job postings and remove any that do not meet the criteria for an exception request (e.g., positions that support mission critical activities, positions that are 100% supported by extramural research funds or by start-up funds with a balance supported with external dollars that will not impact ongoing operating expenses in the future, or positions with 100% guaranteed external funding.)

For assistance with removing staff and other non-academic job postings, please submit a ROCS support ticket in the HR and Payroll Support Portal with the posting number(s) to be taken down. For Rutgers Health requests, please reach out to your assigned Talent Acquisition Specialist for assistance.

All new recruitments initiated after July 9, 2026 are suspended and must follow the exception approval process.

Applicants will not receive an automatic notification regarding the hiring freeze. Departments are responsible for managing active postings and applicant communications as appropriate.

I submitted a Template Based Hire in PeopleSoft for a future-dated hire. Will it be processed?

If the attached offer letter is time-stamped as accepted by the finalist on or before July 9, HCM will process the transaction.

If the offer letter was not accepted in writing on or before July 9, the transaction is subject to the exception approval process as outlined in the Permissible Exception Matrix and will require an Exception Request Form.

I submitted a personnel transaction in ROCS or ServiceNow on or before July 9. Will it be processed?

For those positions subject to the exception request approval process as outlined in the Permissible Exception Matrix, if all supporting documentation was included and all department approvals were obtained in ROCS or ServiceNow on or before July 9 and the case was advanced to University Human Resources on or before July 9, we will proceed with the required action or review.

If it was received by UHR after July 9, the request is subject to the exception request approval process as outlined above and will not be processed until the supporting documentation is uploaded to the pending transaction and resubmitted for departmental approvals.

Are Temporary Staffing Firm Hires and Independent Contractors who are currently on assignment affected by the hiring freeze?

Temporary Staffing Firm Hires and Independent Contractors who are currently on assignment may continue to complete their assignment although departments may choose to evaluate continuation based on department costs and needs.

New assignments, extensions of current assignments, and contract renewals for Temporary Staffing Firm Hires and Independent Contractors after July 9, 2026 are subject to the hiring freeze and the approvals as outlined in the Permissible Exception Matrix.

Who do I contact if I have questions regarding the Hiring Freeze and Position Cost Control guidelines?

Questions related to the hiring freeze and other suspended personnel transactions should be directed to FY27freeze@hr.rutgers.edu.

Exception Request Form

What is the purpose of the Exception Request Form (ERF)?

The Exception Request Form (ERF) serves as a decision-support tool to help leaders carefully evaluate the fiscal impact of hiring and other personnel actions on the university’s financial condition and its ability to advance institutional mission and strategic priorities. The form is designed to provide reviewers with clear insight into the financial and operational implications of each request, enabling informed decisions that support responsible stewardship of university resources and alignment with the university’s mission.

The ERF includes budget-related questions intended to collect critical information for the review of requests involving faculty, staff, independent contractors, and temporary workers. This information allows reviewers to assess both the immediate and long-term financial implications of proposed personnel actions, evaluate operational needs, and ensure that resource allocation decisions support the university’s strategic, academic, research, clinical, and financial objectives.

In addition, the ERF enables reviewers to determine whether a requested position or personnel action is essential to sustaining mission-critical activities and meeting the university’s educational, research, and clinical priorities, regulatory and compliance obligations, and strategic imperatives. The review process also considers the extent to which the request is necessary to protect the health, safety, and well-being of students, patients, faculty, staff, and the broader university community, while ensuring the university remains positioned to fulfill its core mission and long-term commitments.

Who should initiate the Exception Review Form (ERF)?

The Exception Request Form (ERF) may be completed either by the individual requesting an exception to the hiring freeze (e.g., a department chair or dean) or by a designee acting on that individual's behalf (e.g., an administrative assistant).

To facilitate a timely review and decision-making process, the person completing the ERF should have access to all required information and be able to provide complete and accurate responses. In addition, before submitting an ERF for the next level of review, please refer to the Exception Authority Matrix to ensure alignment within your school or business unit regarding the appropriate approval path and to identify the next-level approver responsible for reviewing and endorsing the request. Taking these steps in advance will help streamline the review process and minimize unnecessary delays.

What information is needed to make an exception request?

Please review the Hiring Freeze and Position Cost Control Measures Guidelines to determine permissible exceptions to the hiring freeze and position cost control measures.

Key budgetary information is necessary to consider all requests:

Has the position been budgeted?
Budgeted vs. Proposed amounts
Funding sources (Restricted/Extramural, Restricted/Internal, Unrestricted) and distribution of funding.
Is the position 100% funded by external grants or other external sources?
Explain why the role is mission critical.
Have you restructured items in the budget to make room for the new hire, classification, reclassification, or other salary change?
Are you filling a position that has been recently vacated (Employee Exit, Retirement)?
Any other pertinent information.

What is required for Independent Contractors or Temporary Staffing Agencies?

You will need to justify why a contract is being continued, renewed, increased in terms of dollars or dates. You will need to describe why continuation of this service is mission critical. Explain the business reason for using a temporary staffing firm or independent contractor and what mission critical activities its services will be supporting.

What is meant by the Financial Amount of Request?

This is the amount of money that will be required to fund the requested resource. The annualized or academic year (in the case of Faculty) Salary and Fringe should be calculated.

Non-salary and fringe expenses should be recorded under the “Other” section and should include any other expected costs being incurred as a result of the proposed hire. Examples include start-up package, space renovations that would not otherwise be needed, relocation expense, etc. Include the entire amount of the start-up and indicate the number of years for the start-up. Any additional information that you believe would be helpful may be included.

What is the budgeted amount?

This is the amount, if any, included in the approved FY2027 budget. It doesn’t necessarily have to be for the same request. For example, if you have a budget for a coordinator and choose to use the funds for an analyst, indicate the amount you budgeted for the coordinator and note that the budgeted funds are being repurposed. We are looking for any budgetary amount that will/can offset the costs of the new exception request. Non-personnel budgets may be reallocated to support personnel requests.

What is meant by Funding Source for the Request?

Restricted/External: This includes extramural grants and contracts, funding from affiliate entities, etc. Use this column and the amount of the request that will be directly charged to this source. This is used when the source is a direct reimbursement for the expense incurred and the revenue comes from an external source other than your unrestricted operating revenue.
Restricted/Internal: This includes gifts/endowments which have been restricted for the expenses related to your request.
Unrestricted: This includes all unrestricted dollars which are available to support ongoing operations.

Note that some exception requests may require funding from more than one source. Please indicate the amount being requested from each source.

Also note that “Faculty Commitment” or “Faculty Start-Up Account” is not a source of funding. We need to understand how that start-up account was funded. That is the source of funding.

Who should I contact if I have questions regarding the Exception Request Form?

University Affiliation	Point of Contact
Rutgers University-Camden	The Associate Dean of Finance and Administration or Director in charge of Finance in your unit. Alternatively, you may contact Dallas Grundy at dallas.grundy@rutgers.edu.
Rutgers University-Newark	The Associate Dean of Finance and Administration or Director in charge of Finance in your unit. Alternatively, you may contact Mary Tomasco at tamasco@rutgers.edu.
Rutgers University-New Brunswick	The Associate Dean of Finance and Administration or Director in charge of Finance in your unit. Alternatively, you may contact Nayland Smith at Nayland.Smith@rutgers.edu.
Rutgers Health	The Associate Dean of Finance and Administration or Director in charge of Finance in your unit. Alternatively, you may contact Kathy Bramwell at Kathleen.Bramwell@rutgers.edu.
Central Administration	Chief business officer for your area, or as directed by the area SVP or EVP.
Rutgers Cancer Institute	You may contact John Pounardjian at john.pounardjian@rutgers.edu.
Div 1 Athletics	You may contact Todd Knisley at todd.knisley@rutgers.edu.

Faculty and Other Academic Roles

Do the hiring freeze and cost control measures apply to faculty?

Yes, the hiring freeze and position cost controls apply to faculty. Faculty who have already accepted offers and/or reappointments in writing on or before July 9, 2026 are not subject to the freeze.

Will commitments included in executed faculty offer letters be honored

Yes, Rutgers will honor its commitment to faculty. Expenses against start-up funds will still be tracked and reviewed through the exception review process to ensure alignment with and success of the academic mission.

If a faculty search is currently underway, but no offer letter has been signed and returned by the candidate, will the position be subject to the hiring freeze?

Yes, active searches for which no signed offer letter has been received are subject to the hiring freeze in accordance with the Permissible Exception Matrix.

What is acceptable documentation of a written acceptance of a job offer under the hiring freeze?

Job offers extended and accepted in writing, whether accepted by signing an official offer letter or emailing a confirmation of acceptance of an official offer letter, on or before July 9, 2026 are not impacted by the freeze and continue to be subject to the terms of any applicable collective negotiations agreement and university policy.

Acceptable forms of written acceptance include a signed offer letter, an electronically signed offer letter, or acceptance via an email communication in response to a formal offer of employment prior to July 9, 2026.

Please note that inquiries related to availability or interest do not constitute formal offers of employment. Any job offers extended after July 9, 2026 must follow requirements and procedures for approval as set forth in the Position Cost Control guidelines.

Are Faculty promotions part of the freeze?

Faculty reappointments and promotions are not impacted.

Are Faculty Salary Equity requests part of the hiring freeze?

No, Faculty Salary Equity requests are excluded from the hiring freeze and position cost control measures.

Are new administrative supplements subject to the hiring freeze and position cost control measures?

Yes, in accordance with the Permissible Exception Matrix.

Are reclassifications and requests for compensation increases subject to the cost control measures?

Reclassifications submitted to University Human Resources on or before July 9, 2026 which are currently in progress may continue.

All new requests after July 9, 2026 are suspended and must follow the exception approval process. The university will continue to fulfill obligations required by applicable law, university policy, collective negotiations agreements, and other binding institutional requirements. However, departments must submit an Exception Request Form that outlines the nature of the requested personnel action and the specific obligation requiring the action. Approval is still required before the action may proceed.

Are Lecturers part of the hiring freeze?

Current FY2027 contracts are not subject to the hiring freeze. New contracts and Reappointments not signed by July 9, 2026 are subject to the hiring freeze as outlined in the Permissible Exception Matrix.

Is Lecturer career advancement part of the freeze?

Will Lecturers who applied for advancement during this term receive the raises they are due upon approval of their advancement portfolio?

Yes, Lecturers who applied for advancement during this term will receive the raises they are due upon approval of their advancement portfolio.

Are Winter Summer instructors part of the hiring freeze?

Are Class 9 appointments, including graduate fellows, part of the hiring freeze?

Class 9 non-employee appointments have guaranteed external funding and are therefore exempt from the hiring freeze, subject to Chancellor approval.

Will grant-funded positions be exempt?

Positions with 100% extramural grant and contract funding must be submitted through the Exception Request Form for review and approval. Approval is required in accordance with the Exception Authority Matrix.

Will positions with guaranteed external funding be exempt?

Positions with 100% guaranteed external funding must be submitted through the Exception Request Form for review and approval. Approval is required in accordance with the Exception Authority Matrix.

Are gifts or endowments considered external funding?

If the gift or endowment is restricted to a particular hire and covers the hire 100%, it will qualify for an exception in accordance with the Exception Authority Matrix. If it is one-time funding that does not cover on-going expenses, it can be submitted but may not be supported unless it is mission critical.

Are Class 5 student workers part of the hiring freeze?

No, student workers are excluded from the hiring freeze.

Staff Positions, Temporary Staffing Firms, and Independent Contractors

Do the hiring freeze and cost control measures apply to staff?

Yes, the hiring freeze and position cost controls apply to staff. Staff who have already accepted offers on or before July 9, 2026 are not subject to the freeze.

Are reclassifications and requests for compensation increases subject to the cost control measures?

Reclassifications submitted to University Human Resources on or before July 9, 2026 which are currently in progress may continue.

If a staff search is currently underway, but no offer letter has been signed and returned by the candidate, will the position be subject to the hiring freeze?

Yes, active searches for which no signed offer letter has been received are subject to the hiring freeze in accordance with the Exception Authority Matrix.

What is acceptable documentation of a written acceptance of a job offer under the hiring freeze?

How does this impact employees who have been issued a layoff with recall rights OR those who elect to exercise their bumping rights due to a layoff?

Layoff with recall rights and associated bumping right actions are not subject to the hiring freeze.

Are Class 3 salaried temporary appointments part of the hiring freeze?

Yes, Class 3 appointments are covered by the freeze unless a job offer or renewal was extended and accepted in writing on or before July 9, 2026.

New offers or extension of appointments after July 9, 2026 are subject to the hiring freeze and the approvals as outlined in the Permissible Exception Matrix.

Are Class 4 casual/seasonal/per diem appointments part of the hiring freeze?

Yes, Class 4 appointments are covered by the freeze unless a job offer is extended and accepted in writing by July 9, 2026.

New offers or extension of appointments after July 9, 2026 are subject to the hiring freeze and the approvals as outlined in the Permissible Exception Matrix.

Are Class 5 student workers part of the hiring freeze?

No, student workers are excluded from the hiring freeze.

Will grant-funded positions be exempt?

Will positions with guaranteed external funding be exempt?

Positions with 100% guaranteed external funding must be submitted through the Exception Request Form for review and approval. Approval is required in accordance with the Exception Authority Matrix.

Are Rutgers Police and other Public Safety positions part of the hiring freeze?

Yes, Rutgers Police and Public Safety positions are included in the hiring freeze. An exception request may be submitted as outlined in the Permissible Exception Matrix.

Are Clinical Care positions part of the hiring freeze?

Yes, clinical care positions are included in the hiring freeze. An exception request may be submitted as outlined in the Permissible Exception Matrix.

Are per diem employees, including RN nurses, part of the hiring freeze?

Yes, per diem employment, including RN nurses, are part of the hiring freeze. An exception request may be submitted as outlined in the Permissible Exception Matrix.