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Recruiting/Hiring


Recruitment & Hiring Procedures

Nonexempt Staff

Preliminary Steps

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.

 

Starting a Search
  1. The hiring department completes the top portion of the UMBC Personnel Requisition form.

  2.  The hiring department attaches a draft of the advertisement/posting that includes a brief list of basic duties and any preferred requirements. 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 (requisition and copy of ad) to the dean’s/division head’s office for approval.  The dean’s office will sign the Personnel Requisition and forward the packet to Human Resources.
Advertising/Posting Position

Human Resources will review the Personnel Requisition 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

Upon request, Human Resources will prepare an ad copy to be used for ad placement.  UMBC has subscriptions to MA-HERC and higheredjobs.com. The hiring department may request for ads to be placed on these websites at no cost to the department.  The hiring department will place ads in all other sources using the approved ad copy.

Candidates for nonexempt positions are required to complete and submit a UMBC application form.  Human Resources will review and rate the applications after the closing date.  Those candidates meeting the minimum qualifications for the position will be placed on the eligibility list.

The hiring department will receive the eligibility list and copies of the qualifying applications approximately four business days after the closing date.

Evaluating the Candidate Pool/Interviewing

The search committee will review the applications 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.

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

Please contact the Employment Manager if selecting a current UMBC or USM employee as certain policies may apply regarding salary.

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

Selection/Approvals

Making a Recommendation for Selection

  1. The hiring department will complete the middle section of the Personnel Requisition form 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 will complete 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 should include the requested starting salary in the Memo of Justification. If the hiring department plans to offer a salary above the minimum of the position’s salary range, a justification for the higher salary is required.

  5. If a criminal background check is required for the position, please contact a member of the employment staff for instructions and a copy of the background release form.

  6. The hiring department will submit the Personnel Requisition, Memo of Justification, Maryland State Background Information Request form, and a copy of the recommended selected candidate’s application 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 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 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.

 

Formal Offer/Wrap Up

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
  1. 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.  If a second choice candidate is available, a new Personnel Requisition will need to be completed.

  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.
    Reminder: If the hiring department plans to offer a salary above the minimum of the position’s salary range, a justification for the higher salary is required.

  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 a candidate declines the position and no other viable candidates 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.