Positions With Limited Or Exempted Search Requirements

Acting Appointments

Acting appointments (also sometimes referred to as “interim” appointments) are filled with internal candidates and normally continue for a period of up to one year. Any acting appointment extending beyond the oneyear limit must be approved by the Provost, or the appropriate Vice President or President, and by the Director of OED. A written request seeking the extension of an acting appointment must include a rationale as to why a search for a permanent appointment cannot be made during the year. If the acting or interim appointment will involve an upper level position, approval must also be obtained from the appropriate University-Wide official.

Because the University recognizes the unequaled opportunity that an acting appointment creates to train, expose, and enhance the credentials of candidates for future permanent positions, such appointments should be made only after careful consideration of all potential appointees.

Acting appointments may only be filled with internal candidates.

Restricted Account (“soft money”) positions

A standard search is not required for positions funded by soft money; however, the hiring department must follow these steps:

1. The department must fill out an “R” Account Regular Exempt Vacancy form (available at HR), and a copy must be sent to OED;
2. The vacancy must be posted for a minimum of one week on the University’s vacancy list;
3. Applicants for the position should be sent a letter of acknowledgment and a copy of the University’s EEO Self-Identification form;
4. The department must maintain all records that substantiate information regarding the search. These records include all candidate files, all returned EEO Self-Identification forms, and all records of the selection of an individual for ten calendar years after the effective date of appointment of the individual. These records may be sent to Records Management or held within departmental files.

Promotion in Place

A search conducted in accordance with standard search procedures is not required provided that:

• The promotion, if effected, does not leave a residual vacancy to be filled, and
• The promoted individual does not move to another office, organizational structure or location, and
• The request to effect a promotion is justified in writing and receives approval from the appropriate budgetary unit and OED prior to the effective date of the promotion. Examples of “promotions in place” include such actions as reclassification of an individual from Assistant Dean to Associate Dean, or the reclassification of an individual from Computer Programmer Analyst to Senior Computer Programmer Analyst.

Post-Doctoral Research Associate

Regular search procedures are not required for Post-Doctoral Research positions of three years or less duration if the following criteria are met:

• The individual must have an earned doctorate or equivalent; and
• The purpose of the appointment must be to assist faculty in their research and provide an opportunity for the individual to broaden his or her knowledge, training, and experience in preparation for a significant research career.

Special Faculty Appointments

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Lecturer and Instructor

The procedures for filling Lecturer and Instructor positions are under revision. Please contact OED if you have questions about filling such a position.

Coaches

Coaching positions will generally follow the requirements of the external search process; however, because of the unique nature of college and university coaching positions and requirements, and because vacancies can occur suddenly and often require immediate action, an expedited search process may be necessary. The Men’s or Women’s Athletics Director will consult with OED to determine the process to be followed to fill coaching vacancies that cannot follow the standard search process. Deviation from the standard process must be justified in writing and submitted to OED.

Limited Duration Appointments

This procedure may be available for shortterm (12 months or fewer), non-recurring, project-specific staff exempt positions. Please contact OED or HR for information regarding the applicability of this procedure for the vacancy in question.