VII-1.01(A)

UMB Policy on the Recruitment and Selection of Staff Employees

Human Resources   |   Approved February 25, 2021

Responsible VP/AVP

Dawn M. Rhodes, DBA, MBA

Purpose

This policy governs the use of accepted human resources practices and processes to attract and select the best available candidates to be offered employment in Exempt and Nonexempt Regular and Contingent Category II staff positions (“covered positions”) with the University of Maryland, Baltimore (UMB).  UMB can only fully attain its strategic goals and major objectives when UMB’s workforce is comprised of highly qualified, exceptionally skilled, and widely diverse staff.  As an Equal Opportunity and Affirmative Action employer, UMB hires the best qualified available candidates based on an assessment of their education and work experience against position and organizational requirements. UMB prohibits the use of discriminatory practices in employment, and does not discriminate on the basis of race, color, religion, age, ancestry, national origin, gender, sexual orientation, gender identity or expression, physical or mental disability, marital status or veteran's status.

Policy Statement

A.        Recruitment.  It is the policy of UMB that covered positions are filled through an open competitive recruitment process.  A position announcement will be posted on the Human Resource Services (HRS) website and open for acceptance of applications for an amount of time appropriate to the nature of the position and the state of the labor market, but no less than five (5) calendar days.  It is recommended that positions that are deemed as senior level be posted for a minimum of thirty (30) calendar days, but under no circumstances should they be posted for less than twenty (20) calendar days.  Open-ended (Open Until Filled) postings may be warranted for hard to fill positions.

B.        Process.  HRS coordinates recruitment and hiring for all Regular and C II staff positions. 

1. Postings of position announcements are made through UMB’s online applicant system accessible through the HRS website.  Depending on the availability of qualified candidates from typical sources, additional position advertisement methods may be used to attract highly qualified candidates.  Additional methods include, e.g., employment and related websites, professional journals and websites, publications and websites oriented to advertising position opportunities among members of underrepresented demographic groups, and search firms.
2. HRS will not accept unsolicited resumes or applications.  Only those resumes or applications provided in the format and by the means specified in the position announcement will be accepted. 
3. HRS will conduct the first level of applicant screening to ensure that applicants meet the minimum qualifications that are posted for a position. 
4. Applicants who meet the minimum qualifications of the position will be forwarded to the hiring manager or search committee.  Hiring managers may request that HRS assist in further screening of applicants.
5. Only applicants who meet the minimum qualifications may be contacted or interviewed by the hiring manager.  Applicants who do not meet the minimum qualifications cannot be hired for announced positions.
6. Once the hiring manager or search committee has received the qualified applicants from HRS for further consideration, an interview and selection process will begin. 
7. HRS and the hiring department will make a reasonable effort to accommodate an applicant who discloses a disability and needs assistance to participate in the interview process.
8. Decisions of hiring managers to cancel and/or repost position announcements must be considered carefully and should be made in consultation with HRS.
9. Notice must be provided to the Associate Vice President, HRS at the time the services of search firms are procured and commissioned for specialized recruitments.  When a search firm is used, the hiring manager is responsible for insuring the collection of the appropriate affirmative action information for each applicant, as directed by HRS.  This information may be collected by either having each applicant complete a job application through the UMB online jobs application system or by completing the on-line form at:  http://hr.umaryland.edu/Current_Employees/EEO_Affirmative_Action/aa_form

C.        Hiring Decisions.  Decisions to hire will be based solely on the required and preferred requirements of the job, the attributes of the candidates, the suitability of the person selected for the position, and any additional criteria that result from federal immigration laws and rules. Once a tentative decision has been made, the hiring manager submits a selection form to HRS for authorization to extend a job offer.  An offer of employment may be extended by the hiring manager after review and approval by HRS.  A job offer extended without HRS approval will be considered unauthorized, and UMB may not honor the job offer.

D.        Exceptions to Competitive Process.  HRS Staffing and Career Services will consider requests for an exception from the requirement for an open competitive process on a case by case basis.  Exceptions to a full open competitive process may be granted by HRS only when one or more of the following conditions is met:

1. A C II employee hired through a competitive search is converting to a Regular position after one year with no change in title, duties, pay or employing unit.
2. Grant/program transfers occur resulting in transfer of staff to a new program area or to UMB with a currently employed faculty member or a newly recruited faculty member, and where the work being performed by staff is already in progress and the overall responsibilities will not change.  Staff who are transferring with a grant/program will be matched to the closest UMB job with equitable pay.
3. A job opportunity must be limited to existing Regular and C II staff  within a unit. An example is when there are at least two employees who would logically be eligible to compete for a position in the unit when the unit's budget restricts the ability to add to the unit staff. In such instances, the position must be posted internally with consideration restricted to eligible employees in the unit for a minimum of 5 business days.
4. 4.  A hiring manager makes a position selection of an employee who is currently on the active list of laid off employees.
5. Recent recruitments for similar positions suggest that sufficient applicant pools are available without additional recruitment.  In this instance, a position must be posted for a minimum of 5 business days. HRS will manage large applicant pools.
6. Multiple applicants are available from an original recruitment process that ended no earlier than 90 days before the selection.
7. Special or emergency appointments are deemed necessary by the President.
8. In extraordinary circumstances approved by the Executive Director, HRS, or the Chief Operating Officer of UMB.  

E.   Advertising Openings.  Positions may only be advertised after authorization by HRS.  All external recruitment and related advertisements must be coordinated with HRS and conform to the requirements of University Communications & Public Affairs.

F.  Upper Level Management, Leadership and Specialized Positions.  Recruitment for covered positions in upper level management and leadership roles, and positions with highly specialized technical requirements, should be accomplished by use of a Search Committee. Search Committee responsibilities may include receipt and review of applications, interviewing candidates, and making selection recommendations to the hiring official.  It is strongly encouraged that each Search Committee obtain an assigned Staffing and Career Specialist from HRS to provide technical assistance and guidance to the Committee. 

The University seeks to develop a diverse pool of candidates for such positions by advertising on external websites, in professional journals and websites of professional societies, and in specialty publications and websites oriented to advertising position opportunities among members of underrepresented demographic groups. 

G.  Position Specific Assessments.  HRS may determine that certain positions require an assessment of skills or abilities which will determine an applicant’s eligibility to be interviewed.  Such assessments will be identified in UMB’s job posting.

H   Authorization to Work.  Applicants must possess or obtain legal authorization to work in the United States prior to the start of their employment.  The Office of International Services can assist hiring managers with questions related to applicants who are not eligible for employment in the United States. 

I.  Background Checks.  UMB requires pre-employment background investigations as a condition of hire for each applicant selected for a covered position. Current Regular and C II employees of UMB will not undergo background investigations as part of promotion, transfer or reevaluation processes unless required by the law, position duties, or policy.  Current employees who separate from employment with UMB and return after one year will be subject to a background investigation. Additional suitability requirements may apply to applicants for positions in research environments with access to radioactive materials in quantities of concern, controlled substances, or biological select agents and toxins.  Credit checks may be required for some UMB staff positions with significant fiduciary responsibilities.  These additional requirements will be identified in position announcements.

UMB reserves the right to determine suitability for hire based on the information reported by the background investigation vendor and other information provided to UMB.  Criminal convictions and open criminal cases will be taken into account when reviewing a tentatively selected candidate’s background.  The Executive Director, HRS will assess the circumstances surrounding the criminal conviction, the time frame and the nature and gravity of the offense, and the relevancy of the criminal conduct to the duties of the announced position.

If it is found that an applicant did not fully disclose or misrepresented information on the application, the applicant will be ineligible for hire and employment of the applicant may be terminated if the applicant is currently employed with UMB.  In accordance with the Fair Credit Reporting Act, HRS will provide a copy of the investigative report to applicants who are denied employment based on the background investigation, and guidelines for appeal.  Information reported on background investigations will be treated as confidential, maintained by HRS, and released by HRS only when deemed necessary to support a decision.

J.   Offers of Employment.  All offers of Regular and C II staff employment will be authorized by HRS and made formally in writing by the hiring manager, using the written offer that has been approved by HRS.  New hire start dates will coincide with UMB’s Orientation of New Employees.

Definitions

A.  Applicant: Any individual who applies as directed in a job posting to a covered position for which the applicant reasonably believes he or she meets the minimum qualifications.  The position may be advertised by UMB either directly or indirectly.

B.  Employee: Any individual employed in any capacity with UMB.

C.  Regular Employees: Employees in budgeted exempt or nonexempt continuing positions.  Employees selected for Regular employment are initially hired through a competitive recruitment process and accrue employee rights and entitlements. Regular employees working on a part-time basis for less than 50% time are ineligible for many benefits.

D.  Contingent Category II (CII) Employees: Employees in exempt or nonexempt contingent positions whose temporary employment with UMB is
established through a written agreement between UMB and the employee to provide specific services for a defined time period greater than 6 months and not to exceed 12 months. Hiring of CII employees is accomplished through a competitive recruitment process. CII employees do not accrue employee rights or entitlements, but may be eligible for financial assistance for certain benefits as outlined in the written agreement. 

E.   Exempt Employees:  Employees in positions determined to be exempt from the provisions of the Fair Labor Standards Act (FLSA) who are paid a salary and are not eligible for overtime pay.

F.   Nonexempt Employees: Employees in positions determined to be covered by the FLSA who are paid an hourly wage and are eligible for overtime pay.

G.   Competitive Recruitment Process:  The consideration of candidates for employment with UMB based on: an announcement of an available covered position opening; a timely responsive expression of interest in the announced position by applicants; a determination of applicant qualifications for the position requirements; an assessment of the relative strengths and weaknesses of qualified applicants; and a selection from among the best qualified available candidates for the position.

H.   Position Announcement:  The internal and/or external posting or advertisement of an available covered position opening that identifies the primary position duties and responsibilities, the minimum qualifications required for the position, and any additional preferred qualification or experience.  It also describes the steps interested candidates must take to be considered for the position.

I. Hiring Manager:  In a School or Department, an individual to whom authority has been delegated from the Dean, Vice President, or Department Head to hire persons for University staff positions within their organizational area of responsibility.

J. Search Committee:  An ad hoc diverse group of UMB employees, convened by the hiring manager, having knowledge of the functionality of the position opening.  HRS provides advice to the hiring manager on the composition of the Search Committee.  The Search Committee is charged with evaluating and assessing applicants to assist the hiring manager in determining the best candidate for the position.  Search Committees are normally used in assessing candidates for upper level management and leadership positions.

K.   Minimum Qualifications: The minimum level of relevant education and experience an applicant must possess to be qualified for a position.  Where the substitution of related experience in lieu of educational requirements is allowed, it will be clearly stated in the position announcement.  Many position announcements may also identify additional preferred knowledge, skills and/or abilities that are used in the candidate assessment process.

L.   Upper Level Management and Leadership Positions:  Upper level management and leadership positions are University managerial positions with broad program responsibility.  While upper level management and leadership positions vary in nature, they generally share the following responsibilities:

• managing change;
• solving problems and making decisions;
• influencing others;
• taking risks and fostering innovation; and,
• setting organizational vision and the accompanying strategy.

Scope and Exceptions

The policy does not cover Contingent Category I staff positions, faculty appointments, student employment positions, or positions in the category of Officers, and key executives of UMB as those positions are defined in University System of Maryland policy.