Printed on: 09/19/2023. Please go to policy.umn.edu for the most current version of the document.
University of Minnesota  Administrative Policy

Hiring Faculty and Staff

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Policy Statement

To demonstrate the University’s commitment to equal employment opportunity and to recruiting and hiring a qualified workforce, units will conduct searches for all new or vacant non-student positions that are at least 50 percent time and 9 months annually. Units consult with the Office of Human Resources or their local HR representative to develop sourcing and recruiting strategies that will help build diverse candidate pools, assist the University in meeting its affirmative action goals, and strengthen the University’s commitment to equity, diversity, and inclusion.

Job Postings

Units must post positions for a minimum of seven calendar days. Units determine the scope of the search (international, national, local, or internal to the University) as appropriate given the position’s role and responsibilities within the University and following any requirements in Appendix: Consultation, Approval and other Requirements for Recruitment and Selection By Employee Group. Units must include the University of Minnesota Equal Opportunity Statement in published advertisements as well as on the job description itself.

Offers of Employment

Units may make offers of employment to candidates, contingent upon the successful completion of a background check and verification of employment eligibility (I-9). Refer to administrative policy: Background Checks and Verifications for the background check requirements. Offer letters must include language on the I-9 requirements found in the hiring template letter checklists.Units are required to have the I-9 fully completed by the end of the first day of work for pay in order for new hires to start work or accrue the rights and benefits of employment. Offer letters must also include the notice proscribed by the Minnesota Wage Theft Law and the specific information about employment status and terms found in the hiring template letter checklists.

Exceptions

In consultation with the Vice President of the Office of Human Resources and the Equal Opportunity & Title IX Director, the President has discretion to hire without a search. Units with advance approval may choose to hire without a search if the situation meets the criteria specified in the Hiring Without a Search procedure.

Exclusions

Acting and/or interim appointments, appointments of less than 50 percent, visiting professors, one semester appointments, temporary appointments, reassignments and students are excluded from this policy.

Reason for Policy

To implement Board of Regents Policy: Employee Recruitment and Retention (PDF) and Equity, Diversity, Equal Opportunity, and Affirmative Action (PDF). This policy supports units in recruiting and hiring the most qualified employees in compliance with University policy and state and federal laws and regulations.

Procedures

Forms/Instructions

There are no forms associated with this policy.

Appendices

Frequently Asked Questions

There are no FAQs associated with this policy.
Date of Comprehensive Review - Time Stamp

Contacts

SubjectContactPhoneEmail
Primary ContactMary Rohmann Kuhl612-625-2575[email protected]
Hiring Foreign NationalsISSS612-626-7100[email protected]
Accommodation RequestsTwin Cities - Disability Resource Center612-626-1333[email protected]
Crookston – Disability Resource Center218-281-8587[email protected]
Duluth – Disability Resource Center218-726-8217[email protected]
Morris – Disability Resource Center320-589-6178[email protected]
Rochester – Disability Resource Center507-258-8058[email protected]
Responsible Individuals
Responsible Officer Policy Owner Primary Contact
  • Vice President, Office of Human Resources
  • Director - Leadership and Talent Development
  • See Contacts Table above

Definitions

Distinguished Faculty Hire

Hire of an individual when it is unlikely that a search will result in a more qualified candidate and when the hire will enhance the reputation of the academic discipline.

One Semester Positions

Positions that are for four months, either full- or part-time, and can be used only once for any one individual without the individual being hired into a subsequent appointment through a search or no-search process. This includes graduate assistants on an appointment who complete their degree and are not yet admitted officially into another graduate level degree program. Refer to Administrative Policy: Graduate Assistant Employment.

Priority Hire

Former employee who has met the conditions for and requested to be placed on the layoff list, per the Civil Service Employment Rules or bargaining unit contract. Refer to Contracts and Bargaining Agreements for more details.

Reassignment

Move of an employee from one position to another position in the same or similar job classifications and within the manager’s reporting lines when it is unlikely that a search will result in a more qualified candidate. Reassignment may also apply to individuals who are within the notice period for non-renewal or layoff.

Search

The competitive recruitment process used to identify the most qualified candidates for a new or vacant position. A search is visible to potential applicants, provides equal opportunity to applicants, and meets federal and state job listing requirements.

Senior Leader

Positions as outlined in Board of Regents policy: Reservation and Delegations of Authority (PDF)

Spousal/Partner Hire

Hire of an individual whose spouse/partner has been hired to a faculty position or is under consideration at the University or as part of a retention effort of their spouse/partner.

Temporary Appointments

Temporary appointments are expected to last for a stated time period, not to exceed one year with a specified starting and end date.

Unit

A Responsibility Resource Center or a seniority unit.

Responsibilities

Director, Equal Opportunity & Title IX

Consult on search processes as needed.

HR Leads/Unit HR Representative

Consult on approval and search processes as needed, including sourcing and recruiting strategies. When search committees are used, ensure hiring managers and search committee members review resources and training materials.

Hiring Units

Determine its own approval process for filling a vacancy or creating a new position as needed. Follow unit procedures for creating and posting a job opening. Capture reasons for non-selection for all candidates besides finalists in human resources management system. Close the job posting.

Executive Vice President and Provost

Responsible administrator who reviews and approves or denies requests for a no-search hire of distinguished faculty or spousal/partner hires.

Office of Human Resources

Evaluates position descriptions for new or changing vacant positions to ensure appropriate job classification. Review labor-represented and civil service job postings for potential priority hires. Monitor compliance with I-9 and background check policies. Consult on and provide tools for search processes as needed.

Search Committee

When appropriate for a search, charged by the responsible administrator to carry out sourcing, recruiting and evaluating strategies according to University policy and procedures.

Unit Equal Opportunity & Title IX Liaison

Consult on sourcing and recruiting strategies and other search processes as needed. When search committees are used, ensure diversity is represented.

Vice President for Human Resources

Consult on search processes as needed.

Related Information

History

Effective:

June 2019 - New Policy under 30 Day Review. 1. Replaces the current Recruitment and Selection for Faculty and Academic Professional Employees. 2. Expands the scope of the policy to all employees. 3. Achieves a better content balance between requirements that pertain to hiring of all staff, and the exception hires that do not require a search. 4. Consolidates the information from 17 procedures into 4, and from 10 appendices into 4.

Supercedes

Recruitment and Selection for Faculty and Academic Professional Employees

Date of Comprehensive Review - Time Stamp