Variances from Standard Recruitment Procedures

Under normal circumstances, departments/programs/libraries must use the recruitment procedures outlined in the Faculty Code/Handbook and in this Guide. Occasionally, however, a situation may arise that will necessitate a departure from the standard recruitment and evaluation process. On a case-by-case basis, under special circumstances, the University may permit placement of a qualified individual into an academic position without the benefit of a national search, taking into account appropriate equal opportunity and affirmative action measures. The Executive Vice President for Academic Affairs would make such appointments, in consultation with the relevant dean, faculty committees, other academic administrators, and the University Affirmative Action Officer for Faculty Personnel. Requests to waive the standard search process will be considered:

In an emergency situation (i.e., the loss of one or more key faculty members or an entire department);

Where there is a clear, demonstrated business need that must be quickly met (i.e., addressing an unforeseen, external event that necessitates a prompt, business response to remain competitive);

In an exceptional situation (i.e., where a world-class candidate or one with special talents that will confer a distinct benefit to the University’s mission is available);

The requirements for certain positions are sufficiently specialized that they can be filled by only a limited number of scholars, all of whom are known to the professional community; or

An opportunity arises to recruit a scholar of great eminence.

Requesting a Waiver – Non-competitive, Non-Tenure Track Appointments

When requesting to fill a position that falls into one of the categories described above, the dean must make the request in the form of a memorandum to the Executive Vice President for Academic Affairs through Faculty Recruitment. The memorandum must include the following:

  • Rank/Title, Field/Specialty. Specify the rank/title of the proposed hire (i.e., Professor of Physics).  Specify the field/spEcialty (i.e., Quantum Physics).
  • New or Existing Position. Indicate whether the position to be occupied by the appointee is a new or existing position.
  • Previous Recruitment Activity. If the department/program searched for the same position during the previous academic/fiscal year, indicate the Position Tracking Number, and explain why the search was closed without hire.
  • Renewable or Time Limited, Terminal Appointments. Indicate the appointment period.
  • Proposed Hire Date. Specify the beginning date of the appointment.
  • Recommended Salary. Specify the recommended salary.
  • Proposed Appointee. Identify the name, sex, and race of the proposed visitor.
  • Department Affiliation. Indicate whether the proposed hire is currently employed or was previously employed by the department.
  • Rationale for Hire. Explain, in detail, the process used to identify and select this individual.  Include the characteristics that make this individual unique. If this appointment is related to an emergency situation, explain why it is a true business necessity and why this appointment is critical for the success of the department/program. More specifically, a waiver should not be submitted merely because it is more convenient to hire an individual already having an affiliation with the University; there must be a demonstrated need for the individual’s appointment for the waiver to be approved.  

Attach a copy of the proposed appointee’s CV and any other supporting documentation (letter of interest, nomination letters, references, etc.). Faculty Recruitment will then forward the request to the Vice Provost for Faculty Affairs.