University of Montana Western logo.
Apply Visit More Info

704.3 Recruitment: Administrative, Academic & Professional Employees

Date Adopted: 07/15/2004
Date Revised: 
Date Last Reviewed: 01/16/2024
References: UMW Affirmative Action Plan; UMW Policy
Issuing Office: Administration and Finance
Approved By: Vice Chancellor for Administration and Finance

  1. Policy

    The University of Montana Westem EEO/Affirmative Action Officer monitors contract administrator, contract professional, and academic recruitment and develops recruitment procedures.

  2. Purpose

    The purpose of this policy is to ensure compliance with state and federal opportunity and affirmative action requirements.

  3. Procedures

    Permanent administrative, academic and professional positions on Regents’ or Montana University System contracts and Letters of Appointment are generally advertised nationwide. When time and budget limitations preclude a national search, the department shall request permission from the Vice Chancellor for Administration & Finance/Student Affairs to limit the recruitment area. A person appointed to a temporary position may serve a limited time only.

    The position description and selection criteria must be reviewed and approved by the EEO/Affirmative Action Officer prior to advertising the vacancy. Job-related selection criteria must be provided in writing before any applications are screened. The criteria must be applied uniformly to all applicants by those responsible for the selection. The EEO/AA Officer shall grant pre-interview approval prior to the scheduling of any interviews.

    Pre-hire documentation required for all candidates for administrative, academic or professional positions must include the following: three (3) letters of recommendation, including one from a supervisor, and an official transcript for the terminal degree held by the applicant. Exceptions to the required hiring documentation may be approved only by the appropriate vice president.

    Written justification for applicants not selected for interview shall be submitted to the EEO/AA Officer. Candidates selected for interview shall be treated similarly with regard to the timing and structure of interviews. After interviews, the recommendation to hire the selected applicant and justifications for those candidates interviewed but not selected must be forwarded to the EEO/AA Officer for final review and approval before an employment offer can be extended.

    To ensure that state and federal record keeping requirements are met, an Affirmative Action/Equal Employment Opportunity Recruitment checklist is distributed by the EEO/AA Officer. The EEO/Affirmative Action Officer provides current affirmative action hiring goals for minorities and women to search chairs before recruitment is initiated.

    Affirmative Action Plan Exceptions: Academic and administrative appointments can be made without a search in limited special circumstances, following procedures set forth in UMW Policy Affirmative Action Plan Exceptions Policy.

  4. Authority

    UMW Affirmative Action Plan; UMW Policy

  5. Responsibility

    Vice Chancellor for Administration and Finance/Student Affairs, EEO/Affirmative Action Officer, Associate Director of Human Resource Services