TO:  University of Idaho Faculty and Staff
FROM:  Scott Green, President
DATE:  April 20, 2020
SUBJECT:  Careful Hiring Practices Can Help Budget Challenges

Our collective actions across the state appear to be making a difference in Idaho’s fight against COVID-19. Even as we continue to work to flatten the infection curve, however, the larger financial impact on our state is becoming apparent.

In late March, Gov. Brad Little provided guidance to all state agencies and educational institutions to freeze hiring, avoid paid overtime without approval, avoid paid administrative leave without prior approval and avoid increases to employee compensation without prior approval. The Idaho State Board of Education asked us to comply with these guidelines and will use information we provide to report to state agencies as required. The seriousness of the state’s revenue decline shows in the recent action to withhold another 1% from all state agencies for FY20, with an additional 5% holdback for FY21 being considered by the governor, all to address the impact of COVID-19. These are in addition to the Legislature’s 2% base reduction imposed for FY21.

We have done great work putting the institution’s financial house in order. The FY21 budget we developed together would have balanced our General Education budget if not for these additional reductions from the state. In many ways, we have been ahead of the curve on the governor’s guidelines. Deans and unit heads have done a tremendous job evaluating the impact of our voluntary separations and retirements and determining what positions are essential. And the expense trends (previous to COVID-19, General Education expenses were running approximately $1 million a month below last year) also prove how effective this community has been at keeping an eye on expenditures, not because it was a mandate, but rather because we care about our university.

Conforming to the Governor’s Guidelines

It is, nevertheless, important for the University of Idaho to support the fight against COVID-19 – the infection and the financial impact – both in spirit and in deed. Effective immediately, we will adopt and implement the governor’s guidelines, including a formal moratorium on hiring. This moratorium prescribes the procedures required to fill a vacant position and aligns us with expectations of the governor.

While the goal of these guidelines is to control compensation costs, there are certain positions voluntarily vacated needing to be refilled to maintain critical functions and continuity. An exception process outlines the requirements. All exceptions will be submitted by your dean or unit head to incoming Interim Provost Torrey Lawrence for positions within Academic Affairs (both faculty and academic staff) or Vice President for Finance and Administration Brian Foisy (for all other units) for formal approval. This form is available through each unit’s hiring authority. All new postings must be approved prior to submitting to the PeopleAdmin system.

Current searches with an approved hiring proposal in Human Resources can be completed as planned. All other searches, no matter their place in the process, need to go through the exception process or be withdrawn. The start dates of any new employees will be part of this review process and may be delayed, allowing for additional savings and proper onboarding during this unusual time.

The state’s guidance for a freeze comes at a particularly challenging time as we see dozens of people leave the university through our voluntary separation and voluntary retirement programs. I know many of you have taken on extra duties as we have responded to the spread of COVID-19, and I thank you. It is my hope that quick actions will help prevent COVID-19 from undoing much of what we have already accomplished financially this year and better position us to overcome the financial obstacles ahead. I truly appreciate all your efforts and for those you will give in the coming months on behalf of our university.

This is not easy, and the months ahead will be difficult, but I am confident we will persevere and get through this challenging time.

Scott Green
President

president@uidaho.edu
uidaho.edu/president