Printed on: 05/23/2018. Please go to http://policy.umn.edu for the most current version of the Policy or related document.

ADMINISTRATIVE PROCEDURE

Conducting an Exceptional No Search Hire

Steps in Conducting an Exceptional Hire

NOTE: Starred (*) items indicate required steps.

Each administrative unit establishes its own authorization process to fill a vacancy or create a new position. Check with your supervising administrative unit for instructions on how to gain approval to pursue this type of no search hire. All consultations and approvals (including #9 and #10 below) should be obtained before an offer is made, and any offer discussed prior to those approvals must be expressly contingent on obtaining approval.

  1. *Consult with Unit Equal Opportunity & Affirmative Action (EOAA) Liaison

    Hiring authorities are required to consult with their unit EOAA Liaison when considering the possibility of making an Exceptional Hire. Unless the dean or unit administrator decides differently, such consultation does not require approval by the unit EOAA Liaison.

  2. *Consult with Unit Human Resources Staff

    Hiring authorities are required to consult with their unit HR staff when considering the possibility of making an Exceptional Hire. Unless the dean or unit administrator decides differently, such consultation does not require approval by the HR consultant. If the unit does not have unit HR staff, the central HR consultant who serves the unit may perform this role.

  3. *Prepare Position Description

    A position description must be completed for all Exceptional hires. This should include a description of the major functions and responsibilities of the position. For appointments with more than one position (e.g., department director plus tenured faculty), information about all positions should be included (see the Full Position Description and Essential Qualifications and Preferred Qualifications sections in Appendix G: Documentation for Recruiting and Appointing Academic Personnel).

  4. Consult With Advisory Groups and Individuals (optional)

    Unit administrators may find it advisable to consult widely before proceeding with an Exceptional Hire. Such consultation will help ensure a positive hiring decision.

  5. *Prepare Documentation

    Exceptional hires are initiated by creating a requisition using the University of Minnesota Employment System. For additional guidelines, refer to the checklist at the end of this procedure.

  6. *Recommend Appointment with Tenure

    If the appointment involves the conferral of tenure, University and collegiate policies require that the appointment may only be made at the rank of associate professor or professor. The candidate is to have credentials that meet the criteria for appointment at the proposed rank as demonstrated by a written record comparable to that developed in an open search.

  7. *Obtain Approval for Appointment with Tenure

    For tenured faculty positions, the Executive Vice President and Provost must review the credentials of the proposed candidate and provide approval to the dean or the administrative unit head before the hire can be made.

  8. *Recommend Continuous Appointment

    If the proposed hire is for an academic professional with continuous appointment, the candidate is to have credentials that meet the position criteria for a continuous appointment as demonstrated by a written record comparable to that developed in an open search. Such appointments may be made only after receiving the recommendation of the college or administrative unit's review committee and the University's continuous appointment review committee. If receiving a timely recommendation is not possible, the appointment may only be offered with the condition that it is contingent upon a positive recommendation.

  9. Obtain Approval of Dean/Administrative Unit Head (optional)

    Approval by the appropriate unit administrator(s) is required before extending an offer. Establishing parameters for academic staffing decisions is the responsibility of the senior administrator of each unit. The President, Executive Vice President and Provost, Senior Vice President, Vice Presidents, and Chancellors are responsible for defining required approval procedures for units within their administrative areas. For colleges, it is the dean, in consultation with the senior administrator to whom the dean reports, who is responsible for defining required approval procedures for departments and units within their colleges.

  10. *Obtain Final Approval to Make Offer
    1. For other than a Senior Academic Administrative Appointment

      After approval by appropriate college or unit administrators, send the entire file to the Office of the Vice President of Human Resources, 120 Morrill Hall. The Office of Human Resources will route for appropriate final approvals. Following the conclusion of the process, the entire file will be sent to the hiring department for retention.

      Approvals Required

      In the case of tenured or tenure-track faculty appointments or academic professional continuous appointments, final approval will be granted by the Vice President of Human Resources, the Director of Equal Opportunity and Affirmative Action, and the Executive Vice President and Provost.

      In the case of all other academic appointments (with the exception of Senior Academic Administrative Appointments), final approval will be granted by the Vice President of Human Resources and the Director of Equal Opportunity and Affirmative Action.

    2. For Senior Academic Administrative Appointments

      In the case of on-going senior academic administrators, a noncompetitive hire of individuals from outside the University will be allowed ONLY in the case of either type of exceptional hire situations [see Hiring Senior Administrators (93xx)]. It is not envisioned that this will be the normal method of selection for these positions. The intent of this policy is to preserve the integrity of the search process by restricting the potential for exceptional hires in the administrative ranks to the fewest possible situations.

      Approvals Required

      If there is a unique situation of this sort, the President will consult with persons knowledgeable about the requirements and current demands of the position. Those individuals will be asked to give their assessment of the appropriateness of the candidate's credentials (usually as presented in a resume or curriculum vitae) for the duties of the position (usually as presented in a job description which contains criteria for the job). The President will also consult with the Director of Equal Opportunity and Affirmative Action; however, the only approval necessary is the President's.

  11. Factors Taken Into Account When Considering Approval of an Exceptional Hire (optional):
    1. Whether the subject matter and skills of the proposed candidate are consistent with the unit's existing academic priorities/plans.
    2. In the case of academic administrators, the adequacy of the candidate's affirmative action accomplishments and the results of the consultation process.
    3. The affirmative action record of the unit and impact of the proposed hire will be taken into account in the decision to permit the hiring. If the job group is underrepresented in the unit and/or the hiring of the individual will make a positive contribution to affirmative action obligations, this will be regarded positively. If that is not the case, the unit or appointing authority must identify a convincing pattern of affirmative action in their past hiring and promotion activity.

Checklist of supporting materials to accompany approval request for an exceptional hire follows:

Checklist of Documentation Needed for Exceptional Hires

The following attachments must be submitted when requesting approval to make an Exceptional No-Search Hire:

_____1. Position description (should be contained in the requisition)
_____2. Curriculum Vitae for proposed hire
_____3.

Memo from the appropriate senior official (President, Vice President, Provost, Chancellor, or Dean) to the Vice President of HR and the Director of EOAA that includes the following information:

_____
  • Why this selection strategy is being used versus conducting a search.
_____
  • Statement of proposed faculty rank, academic appointment title, appointment type, salary, term, and percentage time of exceptional hire.
_____
  • Statement describing the funding arrangement for the proposed hire.
_____
  • Description of how the subject matter or professional expertise of the proposed hire impacts the unit's existing academic priorities and long-range plans.
_____
  • Analysis of credentials supporting appointment in rank. If appointment includes tenure (appointment Type P) or a continuous status (appointment Type G) in the case of academic professionals, include the results of a vote of tenured faculty or appropriate review committee.

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