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ADMINISTRATIVE POLICY
Home : Human Resources : Hiring

Recruitment and Selection of Faculty and Academic Professional and Administrative Employees

Effective Date: February 1994
Last Update: October 2012
Responsible University Officer:
  • Vice President for Human Resources
Policy Owner:
  • Associate Director - Job Center
Policy Contact:

Printed on: . Please go to http://policy.umn.edu for the most current version of the Policy or related document.

POLICY STATEMENT

Academic and administrative units must fill new or vacant faculty and academic professional and administrative (P&A), including postdoctoral, positions at 50 percent time or greater either (1) through conducting a search or (2) through a no search process.

Typically senior and other high level leaders are hired through a search process because of the high level of responsibilities associated with these positions and the desire to include the University community in these decisions. In selected circumstances, the President may choose to use the no search process. Additionally, the search process typically will be used for hiring tenured and tenure-track faculty and continuous P&A positions because of the long-term institutional commitment involved with these types of appointments.

Units may use the no search process where a qualified current University employee is identified through unit workforce planning or succession planning and with careful consideration of unit diversity and affirmative action goals. In limited circumstances, no search hires will occur where well-qualified candidates external to the University are identified (such as when an individual’s spouse/partner is recruited, the individual’s skills are extraordinarily unique to the position, or the availability of the candidate is limited or competitive) and unit diversity and affirmative action goals are furthered.

To hire without a search, units must obtain written approval from both the vice president for the Office of Human Resources and the director of the Office of Equal Opportunity/Affirmative Action prior to offering a position to ensure the candidate’s qualifications are demonstrated, unit diversity and affirmative action goals are furthered, and hiring without a search is otherwise justified.

Positions limited by their nature are excluded from this policy, including:

  • Less than 50 percent time positions (including, for example, retiree appointments);
  • Acting/interim positions;
  • One semester (or four month) positions, either full-or part-time. [This option may be used only once for any one individual without the individual being hired into a subsequent appointment through a search or no search process];
  • Temporary appointments including visiting professors on leaves of absence from other institutions or government/private agencies;
  • Less than one-year positions for graduate assistants who cannot continue as such because they have completed their degrees in the middle of their assistantship appointments; and
  • Without salary appointments.

REASON FOR POLICY

This policy implements Board of Regents Policy: Employee Recruitment and Retention and, together with its procedures, is designed to enable recruiting, hiring, and appropriately placing the most talented and diverse faculty and P&A employees in compliance with University policy, state and federal laws and regulations, and in as flexible a manner as appropriate. The policy provides flexibility to offer career advancement to well-prepared, high performing current University employees and to seize opportunities to hire exceptionally well-qualified, external candidates without extensive processes and in alignment with our goals of an equitable and diverse community. Flexibility is balanced with the recognition that efficient search processes attract diverse, talented candidate pools oftentimes bringing an influx of fresh perspectives and talents to the organization.

PROCEDURES

The following procedure from Administrative Policy: Appointments of Academic Professional and Administrative Employees also supports this policy:

FORMS/INSTRUCTIONS

UM 1775: Support of Request for Approval to Hire Faculty or P&A Employee Through No Search Process

APPENDICES

The following appendix from Administrative Policy: Appointments of Academic Professional and Administrative Employees also supports this policy.

FREQUENTLY ASKED QUESTIONS

ADDITIONAL CONTACTS

Subject
Contact
Phone
Fax/Email
General Information or Procedural Assistance
  • Primary: Responsible administrator/supervisor
  • Secondary: Local campus, college, or administrative unit HR administrator
  • Other (as needed): Office of Human Resources specialist or consultant
Information or Procedural Assistance in Hiring Foreign Nationals
612-626-7100
612-626-7361
isss@tc.umn.edu
Hiring Assistance - Special Situations
612-624-4100
Document Processing
  • HRMS Key Contact
  • Office of Human Resources Call Center

DEFINITIONS

Senior Leader and Other High-Level Administrators (9301-9339)
Defined here as in the Administrative Policy: Pre-Hire Background Verification. Refer to the job code and title listings in the policy appendix: Senior and Other High-Level Leader Positions Requiring Background Checks.
Academic Professional and Administrative Employees
Include those holding appointment classifications of 93xx, 96xx, and 97xx as defined in the Administrative Policy: Appointments of Academic Professionals and Administrative Employees.
Faculty
Tenure-track or tenured faculty and term faculty holding appointment classifications of 94xx.
Postdoctoral Employees
Those holding appointment classifications of 95xx as defined in the Administrative Policy: Postdoctoral Appointments.
Workforce Planning
A process assessing the present workforce, forecasting future workforce needs, identifying gaps between the present and future, and implementing solutions. It ensures that the right people with the right skills are in the right place in the organization at the right time so the organization can fulfill its mission and accomplish its goals.

RESPONSIBILITIES

Administrator
Reviews and approves actions as appropriate to the type of academic employee and the nature of the hire.
Director of Equal Opportunity and Affirmative Action
Reviews and approves any hires without searches.
Equal Opportunity and Affirmative Action Liaison
Provides consultation as appropriate and required.
Hiring Authority/Responsible Administrator
Carries out recruitment strategies, selection, and appointments according to University policy and procedures as applicable to the type of academic employee and nature of the hire.
Human Resources Unit Staff
Provides consultation and approvals as appropriate and required.
Search Committee Members
Charged by the Hiring Authority/Responsible Administrator, carries out recruitment strategies according to University policy and procedures as applicable to the type of academic employee.
Senior and Other High-Level Leaders
Provides approvals as appropriate and required.
Vice President for Human Resources
Reviews and approves any hires without searches.

RELATED INFORMATION

HISTORY

Amended:
October 2012 - Senior leaders and other high-level leaders replaced the term, senior administrator. The classification job codes and titles assigned to each of these new terms are found in the Appendix: Senior and Other High-Level Leader Position Requiring Background Checks.
Amended:
January 2011 - The procedure: Modifying Appointments for Current Staff has been retired, and the information regarding modifying of P&A appointments and the procedures for moving a civil service or bargaining unit employee into a P&A position was more appropriately placed within Administrative Policy: Appointments of Academic Professional and Administrative Employees.
Amended:
May 2008 - Search guidelines policies and procedures formatted into the new University-wide administrative policy standard. Language contained in this Administrative Policy: Recruitment and Selection of Faculty and Academic Professional and Administrative Employees incorporates policy, procedures, and other relevant information previously contained in the Guidelines for Recruiting and Appointing Academic Personnel and the following Administrative Policies: (1) Hiring All But Dissertation (ABD) Applicants, (2) Hiring Foreign Nationals, and (3) Verifying Highest Degree. Documented practice of hiring University of Minnesota retirees under the no-search hiring option.
Amended:
October 2000
Amended:
July 1998 - The entire document underwent revisions. The title was changed to Recruiting and Appointing Academic Personnel from "Guidelines for Academic Searches."
Adopted:
February 1994
Effective:
February 1994

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Last modified on February 6, 2014