Printed on: 12/15/2018. Please go to http://policy.umn.edu for the most current version of the Policy or related document.
Procedure

Appointing a Current University Employee to a New or Vacant Academic Position Without a Search

Administrative Procedure

Steps in Conducting the Hire of a Current University Employee to a New or Vacant Academic Position

NOTE: Starred (*) items indicate required steps

  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 this type of appointment. Unless the dean or unit administrator decides differently, such consultation does not imply an approval role for 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 this type of appointment. Unless the dean or unit administrator decides differently, such consultation does not imply an approval role for the HR consultant. If the unit does not have unit HR staff, the central HR consultant who services the unit may perform this role.

  3. *Prepare Position Description

    A position description must be completed when making an appointment without a search. 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 General Process and Documentation for Recruiting and Appointing Academic Personnel: Overview, 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 helpful to consult widely before proceeding with an appointment without a search. Such consultation will help ensure a positive hiring decision.

  5. *Prepare Documentation

    Current Employee to a New or Vacant Position 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. *Obtain Approval of Dean/Administrative Unit Head

    All hires of current University employees to new or vacant positions require the approval by the dean or administrative unit head before forwarding the documentation to the Office of Human Resources, 120 Morrill Hall.

  7. *Obtain Final Approval to Make Offer

    Approvals Required

    Final approval by the Vice President of Human Resources and the Director of Equal Opportunity and Affirmative Action is required before an offer may be made to the prospective hire.

    Factors Taken Into Account When Considering Approval of Appointing a Current University Employee to a New or Vacated Position:

    1. Whether the subject matter and skills of the proposed candidate are consistent with the unit's existing organizational goals.
    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 appointing a current University employee to a new or vacant position follows.

Checklist of Documentation Needed for Appointing a Current University Employee to a New or Vacant Position

The following attachment must be submitted when requesting approval to appoint a current University employee without a search to a new or vacant position hire:

______1. Current position description
______2. Curriculum Vita for the proposed employee
______3. Memo from the appropriate senior official (President, Vice President, Chancellor, or Dean) to the Vice President of HR and the Director of EOAA that provides the rationale for the hire including:
_____ Why this selection strategy was chosen versus conducting a search.
_____ Discussion of how credentials of proposed hire fit this position.
_____ Description of a convincing pattern of affirmative action in human resource activities of the hiring unit if the proposed hire does not contribute to the elimination of an affirmative action goal.
_____ Whether the proposed hire has received a written notice of non-renewal on their current position.
______4. Copy of the hiring goals for the department affected by the proposed hire and an explanation of the impact on this hire on the goals
______5. If this is a 93xx position, the equal opportunity and affirmative action accomplishments of the candidate must be provided

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