HUMAN RESOURCES AND LABOR RELATIONS
Section 416 Search and Hiring Policy
Effective: 09/16/2024
Last Revised:
Responsible Office: Vice Chancellor for Strategic Initiatives
Policy Statement:
The University of Maine System is committed to attracting and retaining the best-qualified workforce and providing equal employment opportunities for all applicants and employees. The University of Maine System is further committed to a fair and ethical search and hiring process that is appropriately public and transparent while also maintaining proper confidentiality of applicants, applicant information, deliberations, and search materials.
Definitions:
Applicant – An individual who has submitted all application materials as noted on the posting.
Hiring Manager – Typically the supervisor or other individual with departmental authority to make the final hiring selection.
Senior Hiring Authority – Typically the Cabinet or Senior Staff/Management Group leader or designee with budget authority to approve the filling of positions. In the case of executive searches, the Senior Hiring Authority is the Chancellor or Board of Trustees as appropriate.
Policy Body:
Vacancies for all positions lasting three days or longer must be posted (advertised) in the UMS Applicant Tracking System and on the UMS Employment Opportunities (External Site) website for a minimum of five (5) business days and filled through a competitive search and selection process (see APL XII. B APL for Search and Hiring (Google Doc) (draft)) unless a search waiver has been approved in accordance with APL XII-A. UMS Administrative Practice Letter for Search Waivers (Google Doc) (draft). In addition, searches of represented positions will be conducted in accordance with the applicable collective bargaining agreement.
Job Descriptions, including minimum/required qualifications for salaried positions must be approved by the Hiring Authority and Human Resources prior to posting positions and may not be altered during the search process.
In order to be considered for a position, all applicants are required to complete an application in the UMS applicant tracking system or, in the case of searches managed by an external search firm, in the process identified in the position posting and/or prospectus. The names and abbreviated curriculum vitae and/or resumes of finalists are made public by the search chair or designee with the applicant’s consent prior to campus visits and/or open sessions for appropriate positions, typically faculty, mid-level administrators and above.
The Hiring Manager or designee must confirm that the successful applicant meets the minimum requirements for the position and the appropriate Human Resources Partner or Chief Human Resources Officer provides the final clearance prior to a conditional offer being made.
An applicant who receives a conditional offer of employment will undergo a background check which will consist of a criminal record search, education, and employment verification as appropriate and in accordance with Board policy 415 Employment Background Screening prior to receiving a final offer. Some positions may require additional screening. The University utilizes the services of a third-party vendor to conduct the background check. A background check and any other specified requirements (such as a physical exam or credit check) must be completed before the successful applicant may commence employment at the University.
Related Documents & Resources
Administrative Procedures for Board Policy 204 – Recruitment & Selection of Presidents