A Hiring Exception is required for regular and contingent II exempt positions.

If the position is new, it must first be established. Please see information on establishing a position or contact the Classification Specialist for further information.

If the position is vacant and has the same title and status, proceed to starting a search.

If the position is vacant but the position title and/or status needs to be changed, a reclassification must be completed prior to starting a search.  Please see information on reclassifying a position or contact the Classification Specialist for further information.

1. The hiring department completes the top portion of the UMBC Personnel Requisition form and the Preliminary Recruitment & Selection Report.
   


2. The hiring department attaches a draft of the advertisement/posting that includes a brief list of basic duties and qualifications. The electronic copy of the advertisement/posting should be emailed to the employment manager at: kimh@umbc.edu.


3. The hiring department submits the entire packet (Personnel Requisition, Preliminary Recruitment & Selection Report, and a copy of ad) to the dean’s/division head’s office for approval.  The dean’s/division head's office will sign the Personnel Requisition and forward the packet to Human Resources.

Human Resources will review the Personnel Requisition, Preliminary Recruitment & Selection Report, and the advertisement/posting copy.  
 
Human Resources will prepare a position announcement. The announcement will be sent to the hiring department for final approval. Once approved, the announcement will be placed on the Human Resources website. 

Exempt positions are typically advertised in external sources.  Human Resources will prepare an ad copy to be used for ad placement.  UMBC has subscriptions to MA-HERC, higheredjobs.com and Inside Higher Ed.  The hiring department may request for ads to be placed on these websites at no cost to the department.  Human Resources will assist in placing print ads in the Baltimore Sun and Washington Post.  The hiring department will place ads in all other sources using the approved ad copy.

Application materials (resumes, cover letters, letters of reference, etc.) will be sent directly to the hiring department following the instructions on the position announcement/advertisement.

The search committee will screen the candidates for minimum qualifications and determine those candidates to be contacted for interviews. 

After the interview process, the committee will assess and rank the candidates and determine the top candidate to be recommended for the position.

The hiring department will check references on the top candidate(s). 

Note: A sample reference form and interviewing materials are available in the Resources section.

Making a Recommendation for Selection

1. The hiring department completes the middle section of the Personnel Requisition by listing the names, race/sex codes, and action codes of the individuals interviewed for the position. A list of codes are available in the Resources section.


2. The department head/chair will sign in the Signatures for Approval section.


3. The hiring department completes the Memo of Justification outlining the search and the justification for recommending the candidate. A sample memo is available in the Resources section.


4. The hiring department submits the Personnel Requisition, Memo of Justification, Maryland State Background Information Request form, and a copy of the recommended selected candidate’s resume to the dean’s/division head’s office for approval.

The dean’s/division head’s office will review and sign off on the selection and forward the packet to Human Resources.   Human Resources will review the materials and sign off on the selection and forward the packet to the Provost’s Office. The Provost’s Office will contact the hiring department once the selection has been approved.  The hiring department may then make the formal offer to the candidate.

Note:  Departments not under the Provost’s Office will have the Personnel Requisition signed by the chair/department head, the division head, and the vice president prior to submitting the Personnel Requisition to Human Resources.

Note: Do not make a formal offer of employment prior to receiving the Personnel Requisition with the appropriate signatures and approval letter from Human Resources, the Vice President, and/or the Provost.

If the Selected Candidate Accepts the Position

Once the offer has been made, the hiring department should:

1. Complete the bottom portion of the Personnel Requisition form
   
   
   1. Indicate the name of the candidate under the Offer Made to section
   2. Indicate that the candidate accepted the offer
   3. Indicate the date the offer was made to the candidate
   4. Indicate the starting date and salary
   
   
2. Return a copy of the Personnel Requisition to Human Resources
   (Attention: Kim Harris)

Once the copy of the Personnel Requisition has been returned, Human Resources will send the selected candidate a confirmation letter and schedule him/her for orientation.

The recruitment/selection process is now complete!

Reminder: A copy of the signed Personnel Requisition will need to be submitted with the new hire papework to Payroll. Please see the Payroll section for detailed instructions and forms.

If the Selected Candidate Declines the Position

If the candidate declined the position, you will still need to return a copy of the Personnel Requisition to Human Resources.  If a second choice candidate is available, a new Personnel Requisition form will need to be completed based on the instructions below: 

1. Complete the Personnel Requisition form.
   
   
   1. Complete the top portion of the Personnel Requisition with the same information that was on the original.  The department head/chair will sign the Requested By section of the Personnel Requisition.
   2. Write the word “Duplicate” on top of the Personnel Requisition.
   3. Complete the middle section of the Personnel Requisition by listing the names of the interviewed candidates, race/sex codes, and action codes.  The action code for the candidate that declined will be DEC. 
   4. The department head/chair will sign the bottom portion of the Personnel Requisition under Signatures for Approval.
   
   
2. Write a new Memo of Justification outlining the search and the justification for hiring the selected candidate.


3. Submit the packet: Personnel Requisition, Memo of Justification, and resume of the selected candidate to the dean’s/division head’s office.

The process will continue as before with the packet going to the dean’s/division head’s office, Human Resources, and the Provost’s/Vice President’s Office.

Reopening a Search

In the event that the top candidate declines the offer of employment, and no other viable candiates remain, the hiring department may request to reopen the search.

1. A new Personnel Requistion will need to be completed.


2. Submit a memo requesting that the search be reopened and give a brief explanation.


3. Include a sample posting/ad copy if revisions are being made to the original. If no changes are being made, please attach a note stating that the same text should be used on the posting/ad copy. The closing date will be adjusted accordingly.


4. Submit the packet to the dean's/division head's office for signature. The dean’s/division head's office will sign the Personnel Requisition and forward the packet to Human Resources.

The posting/ad(s) will be updated accordingly and the position readvertised.