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Spending Control Measures - Hiring Review Process

To: Deans, Directors, and Chairs

From: Office of Human Resources

Re: Hiring Review Process

Date: October 28, 2008

On October 21, 2008, President Kennedy announced spending control measures in eight specific areas, including hiring. As referenced in the President’s announcement, the Office of Human Resources (OHR) has developed a hiring review process, which is set forth below and takes effect immediately. Please note that the provisions in this memo do not apply to positions that are fully funded by grants.

Some searches are currently underway, having been approved during the past few months. The President and the Vice-Presidents are reviewing each of those searches and will determine by mid-November which ones may continue. Meanwhile, no additional resources should be expended in these searches. Please contact the Office of Equal Opportunity for questions related to professional and faculty searches in progress; contact OHR for questions related to classified searches in progress.

For vacancies where refill is sought, but approval has yet to be obtained, the University has created a Request to Fill -Supplement (RTF-S), which may be downloaded here: (RTFS) (PDF). The RTF-S has been designed to elicit information that will assist the University’s leadership in ascertaining whether a particular position is critical to meeting ongoing operational needs.

Hiring administrators should prepare a Request to Fill (RTF), with all approvals short of the level of Vice President, along with an RTF-S, and submit both to OHR through the appropriate Human Resources Officer (HRO). By way of explanation, OHR utilizes a complement of generalists, known as HROs, who are assigned to organizational units throughout the University and serve as the principal contact for each; due to the specialized nature of faculty-related issues, a single HRO is assigned to this area. A list of current HRO assignments may be accessed through the following link: Contact.

The University administration’s determinations as to filling vacancies will be based upon the justification contained in each RTF-S, and communicated to hiring administrators by OHR. Where a refill is approved, normal hiring protocols will resume, with OHR responsible for handling classified recruitment and the Office of Equal Opportunity managing searches for professional and faculty positions.

For future vacancies, hiring administrators should anticipate contact from assigned HROs as such vacancies occur. The objective of this contact is to begin assessing whether a particular position is critical to meeting ongoing operational needs so that, should a refill be sought, OHR will be pre-positioned to expeditiously process the required RTF and RTF-S.

For temporary positions, instructions will be issued shortly by OHR. For the time being, no new temporary assignments may commence without obtaining prior approval from OHR.

Questions about the hiring review process may be directed to OHR by calling 581-1581 or through the following email address: hr-um@maine.edu.


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