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 that will be placed in the Chronicle of Higher Education, specific journal, website, etc.
   
   Note:  All ads must indicate the minimum requirements and have the Equal Opportunity Statement at the end of the advertisement.


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

Human Resources will review the Personnel Requisition, the Preliminary Recruitment and Selection Report and the ad copy. The hiring department will be notified that the advertisement is approved and the Personnel Requisition is available for pick up.  The hiring department will place the approved ad(s) in the various sources (newspaper, journal, website, etc.).

UMBC has subscriptions to MA-HERC, higheredjobs.com and Inside Higher Ed.  The hiring department may place the ad(s) on these websites at no cost to the hiring department. The approved ad copy should be emailed as a MS Word document to Susan Lavezza, Executive Administrative Assistant, in the Provost’s Office at susan.lavezza@umbc.edu.

Applications materials (viteas, cover letter, letters of reference, etc.) will be sent directly to the hiring department following the instructions in the ad.

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 candidates and determine the top candidate to be recommended for the position.

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 to Human Resources outlining the search and the justification for recommending selection of the candidate. A sample memo is available in the Resources section.


4. The hiring department completes the memo to the Dean.


5. Submit the packet (Personnel Requisition, memo to the Dean, justification memo, Maryland State Background Information Request form, and a copy of the recommended candidate’s certified CV) to the Dean’s office for approval.

The Dean’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: Do not make a formal offer of employment prior to receiving the Personnel Requisition with the appropriate signatures and approval letter from Human Resources and the Provost’s Office.

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
   
   
   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)

The hiring department will coordinate with Human Resources to schedule benefits orientation.

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.
   
   
   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 the 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 to the Dean, justification memo, and a copy of the recommended candidate’s certified CV) to the Dean’s office for approval.

The process will continue as before with the packet going to the Dean, Human Resources, and the Provost’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. The hiring department attaches a draft of the advertisement that will be placed in the Chronicle of Higher Education, specific journal, website, etc.The closing date should be adjusted accordingly and any revisions made.
   
   Note:  All ads must indicate the minimum requirements and have the Equal Opportunity Statement at the end of the advertisement.


4. The hiring department submits the entire packet (Personnel Requisition, Preliminary Recruitment & Selection Report, and copy of the ad) to the Dean's office for approval. The Dean’s Office will sign the Personnel Requisition and forward the packet to Human Resources.
5. The position is readvertised and the same process continues as the original search.