07-01.01 鈥� Recruitment, Selection and Employment for Staff

  1. Purpose:  

    色花堂 (鈥淯niversity鈥�) provides equal opportunity with respect to all employment practices, including recruiting, interviewing, selection, and employment, and administers such practices without regard to race, color, sex, sexual orientation, gender identity, gender expression, disability, age, veteran status, national origin, or religion.  The Office of Human Resources (OHR) encourages and values diversity of the campus community and in conjunction with the Office of Inclusion and Institutional Equity (OIIE), upholds the University鈥檚 commitment to equal opportunity.  The University has established implementing procedures pursuant to the University System of Maryland (USM) Policy on Recruitment and Selection (VII 鈥� 1.01) and USM Policy on Contingent Status Employment for Nonexempt and Exempt Staff Employees (VII 鈥� 1.40) to define the recruitment, selection and employment process for all non-faculty regular and contingent, exempt and non-exempt employees.  

  2. Definitions:

    1. 鈥淐ontingent employee鈥� is a contingent employee as defined by University System of Maryland policy and procedure (see, e.g., USM policy VII-9.31, Policy on Establishment and Assignment of Staff Job Groups and Employment Status Groups).

    2. 鈥淩egular employee鈥� is a regular employee as defined by University System of Maryland policy and procedures (see, e.g., USM policy VII-9.31).

  3. Responsible Executive and Office:

    Responsible Executive:
    Associate Vice President of Human Resources

    Responsible Office:
    Office of Human Resources

  4. Entities Affected:

    All Regular and Contingent staff. 

  5. Procedures:

    1. It is the responsibility of the hiring department head/manager to ensure that all employment practices are administered in accordance with this policy.

    2. The hiring department shall formally submit a requisition for a vacancy, including all corresponding materials, and route for required signatures. 

    3. The OHR will appropriately assign the classification and salary for the position.   

    4. Job announcements will be posted on internal and external sites as required by the OHR and requested by the hiring committee.  The announcement is required to be posted for a minimum of two weeks prior to the OHR making an official offer. Departments may be charged directly for advertising.

    5. Each recruitment requires a diverse hiring committee of at least three individuals.  

    6. In accordance with the USM policy VII-2.10, Policy on Employment of Members of the Same Family (Nepotism) and 色花堂鈥檚 policy 07-02.10, Employment of Members of the Same Family/Household and Consensual Amorous Relationships (Nepotism) members of the same family cannot directly participate in personnel decisions involving another family member or household member.  This includes making personnel decisions directly affecting another, including influencing, and/or acting as an advocate or judge with respect to conditions of employment, voting, recommending, or in any other way participating in a decision that may directly affect the appointment, promotion, demotion, salary, or other status or interest of another.  Relationships not covered in the Nepotism policy should be disclosed to the OHR for approval, prior to the interview stage.

    7. The Hiring Committee must use the Recruitment Packet provided by the OHR as a guide for the recruitment process. 

    8. Travel expenses to and from the interview may be reimbursed by the Hiring Department for exempt positions when the applicant is traveling more than 50 miles.  Candidates approved for reimbursement are subject to the same regulations governed by Financial Services that apply to all employees.  Candidate reimbursement approvals are not subject to a candidate鈥檚 acceptance or rejection of an employment offer.  The determination to reimburse is at the discretion of the Hiring Department; however, the OHR offers the following recommendations: 

      1. The Divisional Budget Officer has approved the reimbursement;

      2. The vacancy is at a level of Vice President, Dean, Director of Athletics, or Office of the General Counsel assignment planned to exceed 12 months. 

    9. Confidentiality of information is critical to the selection process.  All individuals involved in the selection process should refrain from discussing the status of a candidate outside of the hiring committee.  

    10. Offers of employment shall only be extended by the OHR after all materials are returned and approved.  Offers are contingent upon the candidate submitting all pre-employment documentation prior to the start date; results may impact employment.

    11. Hiring a minor employee must be in accordance with the State of Maryland Employment of Minors Law.  The Maryland Employment of Minors Law applies to school age children (14-17 years) with limited exceptions.  More information can be found on the .

    12. Executive search firms may only be used in support of searches for president and vice presidents.  Exceptions may be granted upon Vice President recommendation and approval from the President or his/her designee.  Following approval, the hiring department will submit a purchase requisition to Procurement that identifies sufficient funds to cover the estimated fee for a search firm, attaching a draft scope of services for the engagement.  Procurement will source the search firm competitively, in accordance with USM policy VIII-3.00, USM Procurement Policies and Procedures.  The successful search firm will be retained for a flat fee, plus necessary direct expenses, as appropriate; the university cannot consent to payment based upon a percentage of candidate salary.  The search firm will supply all applicant information to the University, including demographic data and referral source, at the conclusion of the search.

Related Policies:

 

色花堂 Policy 06-01.00, Policy Prohibiting Discrimination

色花堂 Policy 07-02.10, Employment of Members of the Same Family/Household and Consensual Amorous Relationships (Nepotism)

色花堂 Policy 07-04.40, Policy on Payment of Moving Expenses for Regular Exempt Staff

Replaces Policies:

色花堂 Policy on Recruiting and Hiring of Externally Funded Positions Utilizing PINS (07-01.45)

Policy on Employment of Minors (07-01.02)

Approval Date: 04/10/2007 

Effective Date: 04/10/2007 

Amended Date: 05/23/2016
07/06/2016

Approved By: President鈥檚 Council 01/22/2007

Signed By: President鈥檚 Council

How to Request the Policy PDF

This online version of the policy may include updated links and names of departments. To request a PDF of the original, signed version of this policy, email the Office of the General Counsel, .