Office
of
Affirmative
Action
&
Equal
Opportunity
474 Oregon Hall, 5221 University of Oregon, Eugene, OR 97403-5221 • (541) 346-3123
INTERNAL MANAGEMENT DIRECTIVE
POSITION
RECRUITMENT
This directive applies in the following instances:
1. When the position
being filled results from an existing job being vacated.
2. When the position being filled is newly created
A new position is created in any one of the following:
a. a position being established by a new budget authorization;
b. a position in which the job responsibilities and duties are more than 40% different than any single previously existing position; or
c. a position for which the salary is more than 20% greater than any previously existing position which had a substantial portion of the job responsibilities and duties of the position under question.
3. Reorganization or downsizing.
When a unit or division undertakes a reorganization or downsizing of its existing operations which does not result in a newly created position (as defined above), the unit director shall provide the Director of the Office of Affirmative Action & Equal Opportunity (OAA&EO) with a written justification and proposed job description for all affected positions prior to implementing the downsizing or reorganization. If, in the determination of the Director, the job responsibilities and duties in any proposed description are more than 25% different than any previously existing position description or the salary is more than 15% greater than any previously existing position which had substantial portion of the job responsibilities and duties of the position under question, the Director shall post a “Notice of Intent to Reorganize/Downsize” on the universities’s Human Resources web site. Such notice shall describe the positions substantially affected and afford a reasonable period for comment and application by interested persons.
At the executive job group level, a reorganization also occurs when there are increases in responsibilities in job duties accompanied by an unscheduled raise in pay (than does not result from a salary equity adjustment and an advancement in the reporting structure.
POSTING OF UNCLASSIFIED AND EXECUTIVE POSITIONS
For internal recruitment, the university will post on its Human Resources web site, and permit application from all qualified university employees for any affected position (as defined above).
For external recruitment, the university will announce a position (as defined above) on its Human Resources web site, and in a least one newspaper of general circulation (as set forth in the Unclassified Appointments Process). In determining whether a recruitment shall be internal or external, the Director of AA&EO may consider whether the affirmative action job group of the position, or an appropriate “feeder” job group, is underutilized for women or minorities.
SELECTION PROCESS
In all cases to which this directive applies, the university shall prepare a position description, including qualifications, before posting an affected position. For external recruitment, the university shall follow the standard procedures contained in the Unclassified Appointments Process manual. For internal recruitment these same procedures shall be followed, except that search committees may not be required where a substantial number of employees in the unit affected may be applicants for the position(s) in question. In such a circumstance, the appropriate appointing authority shall make appointment(s) based on the listed qualification for the position and the skills and experience of the applicant. The appointing authority may also consider overall staffing efficiency, consequences of inter-unit redeployment of employees, seniority and inefficiencies or impracticality of retraining individuals for the position in question.
For all appointments, whether as the result of an internal or external recruitment, the appointing authority shall provide the Director OAA&EO with a complete compliance statement stating the reason for selection or non-selection of applicants. If the Director does not find the appointment in compliance with this or other applicable appointment policies, she/he shall so state in writing and forward that statement to the appropriate Vice President for final determination. If the appropriate Vice President agrees or disagrees with the Director, she/he shall state the reasons in writing and attach that statement of reasons to the Affirmative Action Compliance Statement.
WAIVERS TO RECRUITMENT REQUIREMENTS
Request
for waiver of recruitment (posting, application and selection) requirements
for an affected position should be submitted in writing to the Director of
OAA&EO. The Director shall only
grant a waiver in exceptional cases or cases of undue hardship.
In determining whether a waiver is warranted as an exceptional case or a case of undue hardship, the Director may consider whether the affirmative action job group of the position, or an appropriate “feeder” job group, in underutilized for woman and/or minorities and may grant or deny the request on that basis. If the Director grants a waiver, the approval shall be in writing and state the reason for the waiver.
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