University of Montana Western logo.
Apply Visit More Info

704.4 Recruitment/Promotion: Staff Employees

Date Adopted: 07/15/2004
Date Revised: 
Date Last Reviewed: 01/16/2024
References: Change in Employment Status for Classified Staff; UMW 701.1 a Affirmative Action Plan Exceptions Policy; Collective Bargaining Agreements; Americans with Disabilities Act of 1990
Issuing Office: Administration and Finance
Approved By: Vice Chancellor for Administration and Finance

  1. Policy

    The Vice Chancellor for Administration and Finance is responsible for developing and administering recruitment procedures for staff positions according to the guidelines of the University of Montana Western’s established Affirmative Action Plan, EEO guidelines, Collective Bargaining Agreements, and other relevant state and federal regulations.

  2. Purpose

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

  3. Procedures

    1. Recruitment Process

      A department with a vacancy may hire an employee utilizing one of three recruitment options. The Human Resource Services Office is responsible for assisting departments in determining the most viable choice. Factors to be considered when determining which option to select include the job duties and responsibilities of the position, the availability of eligible applicants within that recruitment option pool, and special recruitment needs.

      Option 1: Intra-Departmental Recruitment

      Any permanent employee within the department may apply for the position. To be considered a candidate, the employee would have to meet at least the minimum qualifications for the position based on the position description and criteria for selection as defined in the vacancy announcement. The recruitment period must consist of a minimum of three working days.

      Option 2: Campus Recruitment

      Any non-temporary employee of UMW may apply for the position. The employee selected for the position must meet at least the minimum qualifications as specified in the vacancy announcement. The recruitment period must be at least five (5) working days.

      Option 3: External Recruitment

      Applications are accepted from any person interested in applying for the position. The recruitment period must consist of a minimum of five (5) working days.

      Option 4: Career Ladder

      Eligible employees may be promoted through the use of a pre-approved career ladder. There is no requirement for recruitment if an established career ladder is used.

    2. Request for Recruitment

      To initiate recruitment for a staff position vacancy, hiring authorities shall complete the Personnel Requisition Approval Form and obtain appropriate authorization to fill the vacancy. Assistance will be provided by the Human Resource Services Office in determining the best option for filling the vacancy.

      If a department elects to use Option 1 and does not have minimally qualified applicants apply for the position, Option 2 or 3 may be subsequently utilized. If the hiring department first used Option 2 and found no acceptable candidate, the position will be advertised using Option 3.

      1. Reference Checks

        Reference checks are a mandatory step in the selection process. Applicants are required to provide three references. References in addition to those listed by the applicant should be contacted.

        Restrictions on pre-employment inquiries apply to inquiries made directly to an applicant or made indirectly about an applicant. During the process of checking references, the interviewer cannot ask previous employers or other sources about an applicant’s disability, illness, workers’ compensation history, or other similar restricted matters.

        A copy of the Reference Check Form is included in the interview packet:

        1. A Reference Check Form must be completed for each reference check.
        2. The interviewer must attempt to verify any negative information received as a result of a reference check by contacting at least one other reference.
        3. A copy of the completed Reference Check Form must be included with the screening/interview materials returned to the EEO/ Affirmative Action Officer.

        Reference checks may be made at any time during the hiring process; however) they are most beneficial when used after an interview. Although it is not necessary to conduct reference checks on all applicants in the screening and/or interview pool, the decision of when to use checks should be justifiable and applied in a fair and consistent manner.

    3. MPEA Layoff Pool

      According to the collective bargaining agreement between the Montana Public Employees Association (MPEA) and the Montana University System, employees in the layoff pool may apply for any MPEA bargaining unit position vacancy for which they qualify. Employees in the layoff pool shall submit all applicable application materials in order to be considered a candidate for a vacant bargaining unit position. Hiring authorities must first consider the application of employees in the layoff pool for open positions in the bargaining unit.

    4. Applications

      The University of Montana Western encourages providing current employees with opportunities for advancement. Applicants are responsible for ensuring their application is complete and contains current information including statements of knowledge, skills, abilities and experience, as indicated in the vacancy announcement. Assistance in completing applications is available from Human Resources upon request.

    5. Screening and Selection

      Screening and selection criteria must be job-related and based on the role description and required qualifications. After screening the applications, the hiring department must return the entire screening packet, including all applications, screening documentation, a list of proposed interview questions, and copies of any proposed tests, to the EEO/Affirmative Action Officer. The material is reviewed for compliance with ADA, EEO/AA and other federal and state laws and regulations. After receiving approval from the EEO/Affirmative Action Officer to proceed, the hiring department may interview applicants. All recruitment materials, including justification for selection/non-selection for all interviewed applicants will be forwarded to the EEO/Affirmative Action Officer for review and final approval prior to the extension of an offer of employment to the preferred applicant.

      After acceptance of the job offer by the successful candidate, all applicants who were interviewed for the position shall receive notice from the hiring department advising them that they were not selected for the position. Any written applicant inquiries regarding the selection procedures or outcome should be referred to the EEO/Affirmative Action Officer.

      In accordance with the Americans with Disabilities Act (ADA) of 1990, a department is required to make reasonable accommodation for a known physical or mental limitation of an otherwise qualified individual unless to do so would impose an undue hardship. A reasonable accommodation may be required at any step of the recruitment and selection process such as when submitting an application, interviewing, or testing. The EEO/Affirmative Action Officer monitors the recruitment process to ensure compliance with ADA and to assist departments in providing reasonable accomodation for job applicants.

    6. Reassignment

      At the discretion of the supervisor, employees may be reassigned to a new or different position of the same job title within the department. No reassignment shall be considered to be effective until the proposed change has been reviewed by the Vice Chancellor for Administration & Finance/Student Affairs.

    7. Career Ladders

      Progression pay shall be utilized when employees advance through pre-established career progression plans (career ladders) that have been approved by the Vice Chancellor for Administration and Finance. The Vice Chancellor for Administration and Finance or delegee is available to assist departments in the development of career ladders. However, it must be recognized that career ladder opportunities vary depending on the nature of work performed. Career ladder opportunities are not available in every position.

      To establish a career ladder, there must be a business need for employees to use newly acquired skills on the job.

    8. Recruitment Exceptions

      Individuals written into grant and contract proposals by name may be appointed without recruitment to the positions funded by grants. These positions may not be clerical or administrative support positions. To be eligible for a recruitment exception, the individual named in the grant under a staff position must possess grant specific professional and/or teclmical skills that are unique to the grant and that are essential to the awarding of the grant funding.

      Only the Vice Chancellor for Administration and Finance will grant recruitment exceptions for staff positions. Requests must be submitted in writing a minimum of 10 working days prior to the estimated start date, along with supporting documentation verifying the individual as named in the grant. The individual(s) for which an exception is requested cannot begin employment without prior approval by the Vice Chancellor for Administration and Finance.

    9. Temporary Fixed Term Staff

      A “fixed term” or temporary employee is one whose employment is not intended to be permanent and with no expectation of employment beyond the period specified, not to exceed one year. No temporary position may be changed to a permanent position without recruitment. Any fixed term or temporary employee may apply for any permanent position for which an external recruitment is being conducted.

      No formal recruitment process is required for temporary employment. The hiring department may recruit employees to fill temporary positions. The hiring department shall collect application materials and interview candidates. Assistance is available from the Human Resource Services Office. All screening and interviewing materials used in the selection process must be job related.

  4. Authority

    UMW 704.7 Change in Staff Employment Status Policy; UMW Affirmative Action Plan Exceptions Policy; Collective Bargaining Agreements; Americans with Disabilities Act of 1990

  5. Responsibility

    Vice Chancellor for Administration and Finance or delegee, EEO/Affirmative Action Officer