In recent months, we have had extensive discussions throughout the organisation about UT's financial situation. Several factors, which we reported earlier, mean that we have a significant task ahead of us to keep our financial position in order. This is not an insurmountable challenge, but it does entail some necessary efforts from everyone. This requires us to take various measures and make critical choices both now and in the coming years.
Measures and sharp choices
For instance, we are taking a critical look at vacancies. There is not a freeze on vacancies, nonetheless, we strictly assess the extent to which filling vacancies is necessary. In any case, there will be no so-called expansion vacancies. It may mean that a colleague who leaves will not be replaced and that choices will be made by the manager in consultation with the team, for instance, about what work will then be dropped in the team. This is especially true for positions in the first tier of funding (i.e. direct from the university and not external sources). External hiring and expiring contracts are also being looked at more closely. Note that commitments based on project financing and specific programs such as the sector plans are not affected by these measures.
In the past week, the Executive Board and management of the units (faculty boards, service department directors) informed the managers within our organisation about the more specific approach to this. That way, they can discuss with their staff personally, in a somewhat smaller setting, more specifically, what this means for them. Should you have any questions or concerns, please share them with your supervisor or HR so they can have a realistic, honest and transparent discussion about your question or the situation.
Together, we also pay attention to seemingly minor expenses. Taken together, these can still result in considerable savings. For instance, we no longer order catering for meetings. We are also considering more carefully which business travel is essential, or if some meetings can be joined online or skipped entirely.
Insight into finances
Keeping a grip on our finances requires, besides making choices, also clear insight. For that reason, we emphasise the need to pay close attention to writing your project and holiday hours correctly and on time.
But we also need to have a clear picture of what expenses we have incurred, what we still expect in the coming period, and what income we have in return. Only when we have the right information, can we make the right choices together. We also discuss these issues as departments, faculties and Executive Board with each other to ensure that our most important tasks are (and continue to be) adequately fulfilled. Rest assured that we will continue investing in those areas that are necessary and relevant for making the UT more resilient to future developments.
Process for the coming weeks
In the coming weeks, the departments and faculties will work together to ensure that our financial result for the current year is as positive as possible. The most recent management report, covering the period up to 31 August, shows that it still requires considerable effort to keep our finances in alignment with our budget targets. The following report, the one covering the period up to 31 October, can tell us more about how we are succeeding.
At the same time, we are working on the budget for 2024. This follows the frameworks of the Spring Memorandum, which we adopted before the summer, and where we are now discussing with each other concrete plans on how to ensure that we stay within the lines financially next year. As soon as this is ready, it will be discussed with the University Council and Supervisory Board. Naturally, we will also inform you about these next steps.
Finally
Clearly, as UT, we need to tighten our belts. Together, we steer towards making the right choices, so that we do not needlessly tear down what we have spent years building and continue to invest in things that are essential for the university's future.
As the Executive Board, we see a great commitment from the organisation to this issue. We welcome everyone who wants to contribute in one way or another. We also see great solidarity; units think with each other to see how they can help each other make the right choices, and are willing to go the extra mile themselves if necessary to continue doing vital tasks elsewhere. This entrepreneurial and collegial spirit of our organisation gives us confidence in finding and implementing solutions together. Thank you for your role herein.
