Search and Selection Guide
New Search Information
[-Back to Search Info-]
TO: Deans,
Directors and Chairs
FROM: Evelyn Silver, Director of Equal Opportunity
RE: New Information
for Professional and Faculty Searches
DATE: October 10, 2002
Please review the
following changes in policy and procedures related to University of
Maine searches for professional staff and faculty members. Contact
Bonita Grindle or me if you need further clarification.
Partner Accommodation Policy
President Hoff has approved a new Policy on Partner Accommodation,
endorsed by the Faculty Senate last spring. The new policy explains how
to request a search waiver for the partner of an existing or prospective
employee. The Partner Accommodation Policy recognizes that partners of
finalists in a search may request an interview for another open position
on campus. Every effort should be made to accommodate such a request and
the Equal Opportunity Director should be consulted.
The complete policy is on
the web at:
www.umaine.edu/eo/Policy/partneraccommodation.htm.
Search Waivers, Temporary Appointments
Currently, national searches are not required for professional staff and
faculty members who are appointed for less than five months. Exceptions
to this rule include appointments of postdoctoral research associates
(up to two year appointments without a search), employees named in a
grant (appointment for the duration of the grant), and opportunity
hires. The latter group includes partners of existing employees or
prospective employees hired through a search process; members of
underrepresented groups where there is an affirmative action goal to
hire members of that group; and individuals with national or
international, professional reputations. Search waivers are also
occasionally granted by Equal Opportunity for fixed length appointments
where there will be a national search within a specified time, or for
emergency appointments due to sudden resignations or unusual grant
requirements. Permission may also be requested to fill a second position
(with the same qualifications) from one, regular search.
Effective immediately, there will be no search requirement for
full-time, professional staff appointed for less than seven months and
for faculty members appointed for no longer than one semester.
This change will be reflected in the next update of the University’s
Affirmative Action Plan. Employees who are appointed for less than seven
months will be considered temporary (use the Temporary Professional
Employment Form). These employees may not exceed the seven-month limit
without a waiver from Equal Opportunity, which will be granted only in
unusual circumstances. A temporary employee may accept another temporary
assignment on campus (for a different unit) after the seven-month
period. Part-time professional employees may be appointed up to one year
without a search; however, departments need to complete a Request to
Fill and a Personnel Action Form (instead of a Temporary Professional
Employment Agreement) for part-time employees hired for seven months or
longer. The UMPSA collective bargaining agreement requires the
University to inform unit members about any unit position that is filled
for longer than six months; this notification will continue for
professional unit employees appointed for more than six months, whether
or not a search was conducted.
Promotions in Lieu of
Searches
Promotions of existing professional employees are encouraged, as long as
the promotion is either specified in a career ladder (as provided in the
professional staff bargaining agreement) or is a logical progression in
the expansion of duties and level of responsibilities. Normally,
employees should have been in their positions for at least one year
before a promotion is considered. If more than one person in a unit is
qualified for a higher- level, vacant position, a competitive process
within the unit will usually be required.
Limited Searches for
Professionals or Faculty
The University’s Affirmative Action Plan calls for national searches.
However, a more limited search (campus, local, or regional) may be
requested and will be considered by Equal Opportunity on a case- by-
case basis. Examples for granting such exceptions include: knowledge of
campus procedures as a required qualification, positions that are less
than half-time, and fixed length positions of one year or less with
little chance of renewal.
Approval to Fill
Positions
Currently, permission to fill any vacant position is required from both
the appropriate Vice President and the President. A proposed job
announcement and recruitment strategy (unless a search is waived) should
accompany the Request to Fill. Job descriptions are also required for
professional, but not for faculty, searches. Human Resources must
approve the job description unless it is unchanged and has been
previously approved within the past two years.
Equal Opportunity
Review
The following personnel actions require EO review and signature:
1. Appointment of new
professional staff and faculty members, or reappointments of fixed
length term professional staff and faculty members;
2. Appointments of chairs, directors, and others with administrative
responsibilities;
3. Changes in compensation (including stipends);
4. Change from classified to professional status or from non tenure
eligible to tenure eligible; and
5. Promotions of professional staff (except career ladder promotions)
Other employment changes
do not require EO review: career ladder promotions (including faculty
promotion and tenure), proportional changes in work schedule and salary,
re-appointments of faculty members with continuing appointments,
non-salaried appointments, and changes in funding sources.
Important information on conducting searches and on policies such as
Opportunity Hire and Partner Accommodation are available on the web at:
www.umaine.edu/eo/index.htm
