AGNR “Position Approval and
Hiring Procedures
July, 2000
ADMINISTRATIVE PROCEDIJRE-College of Agriculture and Natural Resources
Sub-unit
College of Agriculture and Natural Resources
Subject
Position Approval and
Hiring Procedure
Effective Date
July
1, 2000
A.
Purpose
Establish
a procedure for the College of Agriculture and Natural Resources
(AGNR) Departments
andlor Units
to gain approval to fill positions. The University of Maryland
provides authorization via the
Dean to fill
all AGNR vacancies. These procedures apply to filling all
vacancies within AGNR and those
that AGNR has a financial or management interest.
The procedure to be outlined provides consistency in AGNR approval, hiring and search
processes;
promotes and facilitates Equal Employment Opportunity;
and enhances the effectiveness
and
efficiency of the AGNR position approval process.
The College of Agriculture
and Natural Resources
shall follow
all of the University of Maryland,
College Park policies, procedures
and guidelines for hiring. Specific
search procedures are identified in
the document, “Procedures and Guidelines for Searches at The University of Maryland” and in
the
UMCP Faculty
Handbook. In addition all
vacancies with
50
or more funding from Agricultural
Experiment Station
andlor Maryland Cooperative Extension must conform to University of Maryland and
United States Department of Agriculture
EEO, Affirmative Action and
Civil Rights laws and regulations.
All searches require the review of the AGNR Equity Administrator.
Actions taken pursuant to
this procedure shall be consistent with the College of Agriculture and
Natural Resources’
commitment not to
discriminate in
any matter against an employee or applicant for
employment because of race, color, religion, creed, age, sex, marital status, national origin, ancestry, or
physical or mental disability unrelated in nature and
extent so as reasonably to
preclude the performance
of such employment.
B.
Request to Fill a
Position
The Department/Unit head shall submit the “AGNR Position Request Form” (Appendix A) to the
Dean
via the AGNR Fiscal Office for approval. The appropriate information shall be verified by the
Fiscal Office. Once the approved “AGNR Position Request Form” is returned to
the Department/Unit,
the
respective group shall begin the search
and hiring process.
1
AGNR
“Position
Approval
and
Hiring
Procedures
July,
2000
EXSISTING BUDGETED POSITIONS
(If the position is not vacant
for more than one year)
Documents Reciuired Per Category
Faculty
or Faculty Administraton
Exempt and Administrators:
Non-Exempt:
1)
AGNR Position Request Form
2)
Position description
:
1)
AGNR Position Request
Form
2)
Position description
1) AGNR Position Request Form
2)
Position
description
3)
Personnel
Requisition Form
(Campus non-exempt
positions
only)
NEW
POSITIONS
(If there is no
budgeted line
or the position has not existed before)
Documents
Required
Per Category
Faculty or Faculty Administrator:
Exempt
and Administrators:
Non-Exempt:
1) AGNR Position Request Form
2)
Justification memo
to the
Dean requesting the
establishment
of a position
3)
Position description
~
~
—~——‘.~—‘—,———-———.—‘—~——“—.—,—
1) AGNR Position Request Form
2)
UMCP Exempt Position
Information Form
(Appendix
-
B)
3)
IJMCP Exempt Pay Program
“Position Information Form”
(Appendix
C)
4)
Position description
.—
~
1) AGNR Position
Request Form
2)
Personnel Services “Request
For Classification
Action”
Form (Appendix
D)
3)
Personnel Services “Position
Description Form” (Appendix
E)
4)
Personnel
Requisition Form
(Campus non-exempt
positions only).
Obtain from
campus personnel or AGNR
HR Office.
5)
Position description
~
All
AGNR positions, regardless of category (Faculty, Exempt
or Non-Exempt) and term of
appointment
(Permanent or Contingent-Temporary) require final approval (Dean if existing position,
campus if new or non-budgeted) before a Department or Unit may begin the search and hiring process.
C.
Search and Hiring
The University of Maryland has established search processes that vary based upon the
employment
category and term of appointment. UMCP
search procedures are found in the “Procedures
And Guidelines For Conducting Searches
At The University ofMaryland” located at
http://umdacc.umd.edu/AIS502. In addition, Maryland Cooperative Extension has procedures unique to
its field faculty and staff. Contingent Category I and
II contracts are subject to the AGNR three week
deadline for processing contracts.
Upon approval Departments
andlor Units
should confer with
the AGNR Human Resources
Office
concerning specific
search guidelines. At the end of the search, the respective Department or Unit is
responsible for hiring the employee.
All
salary offers must be approved in advance by the Dean in
writing
prior to
offering the candidate a position.
AGNR
“Position Approval and Hiring Procedures
July, 2000
References:
UMCP
Policies
located at http://umdacc.umd.edu/policies
-
/1
UMCP Policy 11-1.00 “Policy on
Appointment Rank and Tenure of Faculty”
/2
IJMCP Policies
on Exempt
Pay Program (Section VII of policy
manual)
/3
IJMCP Policies
on Exempt
Pay Program (Section VII of policy manual)
/4
UMCP Policy
V11-1.40 TJMS Policy On Contingent Employment For Nonexempt And
Exempt Employees”
/5
Consult
AGNR Fiscal Office- Payroll. Non-exempt salary structure at
http://www.usmh.usmd.edulumspp/jndex.html.
/6
UMCP Policy VII-9.11 (A) “UMCP Policy and Procedures
On
Salary Administration For Regular Exempt
Employees” 2/27/2000.
/7
Nonexempt http ://www.usmh.usmd.edulumspp/index.html.
AONR Approval and Hiring
Procedure 7/2000
Full Version
3
MCES Policy
Manual
Policy
3-2
Hiring
Process:
The Regional Extension Director shall notify the
County
Extension
Director of approval
to
fill
the
classified vacancy.
In
order
to be consistent
in
the hiring of
all
classified employees,
field offices
shall
follow
a
set of
procedures similar
to
the
UMCP
and
UMES
Department of
Personnel
Services.
Generally,
these
require:
•
The
County
Extension
Director select
the screening and
interview committee;
•
Advertising
the position for
at
least
two
weeks with the
local
Maryland Department
of Employment Security
agency
and
other appropriate
locations;
•
Documentation of applications, affirmative action information, and interview records.
Typing
tests
may be
required, if applicable;
•
Submitting all
above-mentioned documentation
to
the Regional
Extension Director
for approval by
both the
Regional Extension
Director and
the MIANR
Director of
Personnel and Human Relations.
Documentation will be returned to the
field
office
to
keep on
file
for audit purposes.
•
Receiving
approval
to
offer position
to the selected applicant.
•
Completing
and
returning the
hiring papers
to get new employee on
the
payroll
to
the
Regional
Extension
Director.
•
Sending
Affirmative
Action information and documentation
to AGNR,
Director of
Human Resource Management
Forms used to
document the hiring process are
in
the Policy Manual appendices.
I
CHAPTER
10
SEARCH
AN)
SELECTION PROCEDURES FOR
NON-EXEMPT APPOINTMENTS
(Including Contingent II Employees)
Non-exempt staffinclude secretariallclerical
and
technicallparaprofessional personnel.
Employees
in these categories
are
crucial to the efficient,
effective operation of the University.
The
range of
support
andlor direction they provide
across the
entire spectrum of campus
functions
cannot
be
overstated.
As
such,
the
careful
recruitment
and
selection
of these staff is
essential to our overall
success.
Effective
July
1,
1992,
these
procedures
were
revised
to
include
conditions
included
in
the
Agreement
the Campus
signed
with
the
Office of Federal Contract
and
Compliance Programs
(OFCCP).
Effective January
1999 they were further revised to streamline the recruitment process
and
to enhance the quality of the applicant pool.
1.
All requests to fill non-exempt positions require completion ofa Personnel Requisition form,
which
indicates the title and
any specific
skills
that the unit requires, over and
above the
minimum qualifications.
A Personnel Services employment
specialist will work with the
hiring unit administrator to initially draft a posting that will reflect the unique knowledge,
skills,
and abilities
of the position.
2.
Position
vacancies will
be
posted for a
duration of two
weeks, though
postings
will
be
prepared
on
a
weekly
basis.
Applicants
must submit
an
application for each position
of
interest.
“General interest” applications will no longer be accepted.
I
3.
Once a position posting has closed, the employment specialist will meet with the hiring unit
administrator
to
review
the
applications
of
the
candidates
that
meet
the
minimum
qualifications.
After feedback from the hiring unitadministrator, the employment specialist
will compose the List of Eligibles, which
the hiring unit will receive within five working
days of the posting’s
closing date.
4.
Following the screening and interviewing of the candidates from the “List ofEligibles,” the
appointing
official should
complete
an
Affirmative Action Employment Report (AAER)
form for non-exempt
staff and
forward it and the recommendation for employment
to
the
Major Unit
Head for review and approval.
5.
The
appointing
official
is
required
to
provide
a
written
justification
when
an
African
American candidate is not
selected.
The justification form
(see Appendix C) requests the
following:
a.
A comparison of the candidates’ relative qualifications for the position.
b.
An explanation of efforts to
contact applicants on the
“List ofEligibles”
who were
not interviewed.
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c.
An explanation of why the recommended candidate best
meets
the needs
for the
position
specifically
referencing
the job
duties
involved
and
the
qualifications
making the proposed selectee superior to the other candidates.
7.
Before an
offer of employment can be made in a situation requiring a written justification,
the equity administrator will be responsible for assuring that the written justification
meets
the
standards
established,
and
for
conducting
a
review
of the
decision.
The
Equity
Administrator must review thequalifications ofthetop applicants and contactthe appointing
official to review the decision.
8.
The Equity Administrator mayrecommend that the departmentreconsiderits decision. Ifthe
Equity Administrator and the department cannot agree, the final arbiter will be the Director
of Personnel Services.
9.
Upon approval by the Equity Administrator, the AAER will be forwarded to the Major Unit
Head for approval. If he/she concurs that the search was conducted appropriately, he or she
signs the AAER and forwards
it
to the appointing official.
10.
The Equity
Administrator
forwards a copy
of the written justification
and all
additional
materials to the Chair of the Equity Council.
11.
The appointing official may now negotiate the appointment with the selected candidate.
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CHECKLIST
FOR NON-EXEMPT APPOINTMENTS
Hiring unit confirms thejob study number for the position; in
cases of resignation, insures
that
written
letter of resignation
has been
received.
In consultation with
Employment
Specialist, prepares and submits Personnel Requisition form indicating skills and experience
sought for position.
Equity Administrator reviews
and
signs Requisition
form,
indicating
Affirmative Action
goals.
Requisition is forwarded to Personnel.
_____
Personnel
posts position;
meets with
hiring unit to
review the
applications of candidates
meetingthe minimum qualifications, and prepares a ListofEligibles which is then forwarded
to
hiring unit.
Equity Administrator contacts department to discuss
equity procedures.
_____
Unit schedules interviews and recommends a finalist.
Ifno
finalist is identified, first list is
completed and returned and a new list is requested by the Equity Administrator.
______
Once
a finalist is
identified, the List is
completed and signed; where necessary,
a
written
justification
form
(see
Appendix
C)
is
also
completed
and
forwarded
to
the
Equity
Administrator,
along with a completed List and the AAER for non-exempt hires.
_____
Ifthe Equity Administrator recommends approval, the written justification is forwarded to
the President’s Office for review.
Upon their approval, a final offer may be extended.
_____
The
AAER,
Search
Documentation
Form
and
the
completed
and
signed
List must
be
returned to the Employment Office, prior to submission
ofpayroll entry.
32