UHR Employment and Compensation Office

1. Do I have to wait until a position is vacant to request a list of candidates or to advertise?
2. Where are positions advertised?
3. How do I fill an exempt position?
4. How do I fill a nonexempt position?
5. How long does it take to fill a vacant position?
6. What procedures must I follow with respect to the handling of the List of Eligibles?
7. What if I am unable to make a selection from the List of Eligibles?
8. What do I do after selecting a candidate?
9. How do I establish a new position?

1. Do I have to wait until a position is vacant to request a list of candidates or to advertise?
   No. When you have received knowledge, through notice of termination or other means, that a position is going to be vacant at a specific date in the future, you may begin the recruitment process.



2. Where are positions advertised?
   Positions are announced on weekly campus and University-wide postings, on our 24-hour job-line (301) 405-5677, and on our web site. Postings are also distributed to various State, local and Federal agencies as well as to other private industries and other educational institutions, including HBCU's. If you believe a particular position may be difficult to fill, the Employment Office will work with you on a recruiting strategy, including posting the announcement in local/regional newspapers. Please let us know of your desire to do this at the time you inform us of a vacancy.



3. How do I fill an Exempt position?
   First, the Search Committee Chair should complete the Search and Selection plan, available on the Equity Council web page at www.president.umd.edu/EqCo/. The approved plan should be faxed to the Office of Employment Services at 301-405-5688. Included with the plan should be a one-page campus announcement for posting. This one-page announcement should also be e-mailed to jobads@umd.edu. Search documents and the announcement must be received by Employment Services by 12:00 p.m. on Wednesday to make that week's posting.



4. How do I fill a Nonexempt position?
   
   • Obtain a Personnel Requisition form. Most campus offices keep a supply of these forms. Otherwise you may obtain the form from our website.
   • Fill out the form completely. Be especially careful to note the departmental code, title, title code, former incumbent and position number (not the item number). This information will identify your vacancy to the UHR-Office of Employment Services and speed up the process of filling the vacancy. Unless otherwise required by the responsible Equity Administrator, Secretary, Clerical, Paraprofessional and all Technical positions require the Equity Administrator's signature.
   • Use the "Special Abilities or Experience Desired" section to indicate particular skills a candidate may need for the job (e.g., emphasis on technical typing, payroll/budget experience, computer languages, or the requirement for weekend hours/overtime).
   • Send the complete Personnel Requisition form to UHR-Office of Employment Services in Room 1104 Chesapeake Building, by Wednesday 12:00 p.m.
   
   
   
5. How long does it take to fill a vacant position?
   Nonexempt positions are usually posted for two weeks. In order to be included for posting, the requisition must be received in the Office of Employment Services office by 12:00 p.m. of the Wednesday preceding the date of posting. The List of Eligible Candidates will be forwarded to your department as soon as possible after the closing date. You may begin the interviewing process immediately upon receipt of the List of Eligibles.



6. What procedures must I follow with respect to the handling of the List of Eligibles?
   The instructions are included on the List of Eligibles. If you have any questions, please call the Employment Office at 301.405-5679.



7. What if I am unable to make a selection from the List of Eligibles?
   A department can only request additional candidates after each candidate on the List of Eligibles has been fully considered. In the event that a suitable candidate is not identified, the List of Eligibles must be signed and coded for each candidate and returned to the Employment Office with the request for an additional list of Eligibles. Such requests shall include justification for non-selection from the previous List of Eligibles. REQUESTS FOR AN ADDITIONAL LIST OF ELGIBLES FOR SECRETARIAL/CLERICAL AND TECHNICAL/PARA-PROFESSIONAL POSITIONS MUST FIRST BE APPROVED BY THE EQUITY ADMINISTRATOR.



8. What do I do after selecting a candidate?
   The department shall return the List of Eligibles, signed by the appointing official, to the Employment Office, with all codes completed for each candidate on the list. The coded List of Eligibles must be returned to the Employment Office prior to appointing the new hire in the PHR system. For Secretarial/Clerical and Technical/Para-Professional positions, the "Affirmative Action Statement for Lists of Eligibles" must be returned with the List of Eligibles. Failure to return the list promptly may result in a delay in placing the new hire on the payroll.



9. How do I establish a new position?
   The position must be evaluated and classified and assigned an appropriate title and position number assigned by the UHR-Office of Employment and Compensation.