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 a competitive 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 only in exceptional circumstances and must be based upon extraordinary business necessity. A waiver of recruitment requires documentation that addresses the reasons why conducting a competitive 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, among others listed below. It is the University’s intent to grant waivers of recruitment 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 Associate Vice Chancellor (AVC) of Staff Human Resources, in consultation with the Associate Vice Chancellor of Title IX Coordinator, Locally Designated Official (LDO), ADA Coordinator, & Equal Employment and Opportunity (EEO) Director,  approves 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.

  • 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 to fill a career or contract position 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 Talent Acquisition Consultant (TAC). The HM submits a justification request, including identifying one of the above reference criteria, to their TAC for review.

The TAC reviews the request and forwards to the AVC of Staff Human Resources for consideration. The AVC forwards their approval or denial to the TAC with a copy to the HM.  If approved, the HM begins the recruitment process and includes the approval email as justification for the waiver of recruitment request.  Talent Acquisition 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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