Waiver of Recruitment

I. Summary

It is university policy to recruit both within and outside its work force to obtain qualified applicants. Hiring Managers are strongly encouraged to fill positions through open Recruitment. However, in exceptional circumstances, a Waiver of Recruitment can be used to fill career and contract appointments. A waiver of recruitment may be approved in exceptional circumstances. Exceptional circumstances must be based upon extraordinary business necessity and requires documentation that addresses the reasons why conducting a recruitment would cause the department undue hardship in meeting its goals, such as disruption of critical services or research activity. Placement of a candidate into a career position that helps to improve the underutilization of the particular job group can be considered as one of the reasons for the request. It is the university’s intent to grant waivers only in limited circumstances.


II. Related Policies, Contract Articles and References

  1. Personnel Policies for Staff Members (PPSM) - employees not covered by a collective bargaining agreement:

    • PPSM 20-Recruitment and Promotion

  2. Contract Articles - employees covered by a collective bargaining agreement

  3. Fair Hiring Guide

  4. Filling a Vacancy


III. Authority

The AVC of Staff Human Resources in consultation with the Affirmative Action Officer approves permanent waivers of recruitment.


IV. Criteria

To waive the recruitment process, at least one of the following criteria must be met:

  • Previous recruitment attempts did not result in identifying a qualified candidate pool, and/or recruitment difficulties in attracting candidates with the required skills, knowledge and abilities unique to the position have been documented.

  • Unanticipated business requirements warrant filling the position on an immediate basis and the time needed to conduct a search would have a negative impact on meeting critical operational needs of the department or would violate a formal contractual obligation of the University.

  • Unanticipated business requirements warrant filling the position on an immediate basis and the time needed to conduct a search would have a negative impact on meeting critical operational needs of the department or would violate a formal contractual obligation of the University.

  • There are special appointment conditions, such as an organizational entity or program moving to the location along with specified current employees.

  • The delay resulting from conducting a competitive recruitment would endanger health and safety.


V. Process Overview

Waiver of Recruitment is a non-competitive process in which the hiring manager identifies the candidate for hire in lieu of the position being posted and advertised.

The Hiring Manager (HM) determines the appropriateness of hiring an individual without a recruitment, in consultation with their Employee Relations AnalystThe Hiring Manager (HM) submits a justification request to their ER Analyst for review.

The ER Analyst reviews the request and forwards to the AVC of SHR for consideration. If approved, the AVC of SHR forwards their approval or denial to the ER Analyst with a copy to the HM. If approved, the HM, begins the recruitment process and includes the approval email. Employment conducts sign up if the selected candidate is a new hire, rehire, or interlocation transfer.

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VI. Forms/Resources

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