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Waiver of Vacancy Posting

This process should only be used when a position, because of an emergency or urgent need, must be filled immediately and the department wishes to waive the posting, advertising and/or recruitment requirements and offer the position to a specific individual.

In order to receive approval to waive posting on a vacant position, the hiring unit must provide written justification explaining the circumstances for which the waiver is being requested. Administrative approvals indicate that the justification provided in the request is correct and that the request has full support through administrative channels. For an example of a properly completed waiver request, click here.

For those departments using Hiring Phase II, it is strongly recommended that the written justification be approved before entering the information into the system.

Waiver Criteria

The following criteria should be used for making a waiver request:

  • What is the hiring unit’s business case for making the request? What urgent need is being addressed with this hire? Why must the hire be made immediately? Why is it in the University’s best interest to waive posting for the position? Describe the consequences of posting the position. 
  • What will the recommended hire be responsible for? The justification should provide a short description of the position’s duties. It would also help to indicate the importance of that position’s role.
  • Are there qualified internal applicants that may be interested in this position? Often complaints arise as a result of internal employees who feel they meet the qualifications for the position. Posting the position internally may be an option in this case.
  • How is the recommended hire uniquely qualified to fill the position? The recommended hire must have skills/background/circumstances that set them apart from others who may be considered. This could be related to the business case, the person’s relationship to a project/grant/department, or the person’s expertise in a given area.
  • If the recommended hire is a current employee, were they waived into their current position? Often individuals are recommended to be hired without posting and have never competed for a position at the University. This can create an unfair advantage for individuals who have never been considered competitively among other applicants.
  • Is the vacant position underrepresented by any groups? Access and Equity will take this into consideration on all waivers since this process limits the University’s opportunities to address underrepresentation in accordance with its Affirmative Action Plan.

Waiver Request Procedures

The action you take after completing the Waiver Form (PDF) depends upon the type of position being filled.

  • Unclassified position: Submit the completed Waiver Form to the Office of Access and Equity.

Once the waiver is approved by the Office of Access and Equity, the form will be signed, dated and returned to the department and a copy will be sent to the Office of Human Resources (HR).

  • Classified position: Submit the completed Waiver Form to the Office of Access and Equity.

Upon receipt of the Waiver Form, the Office of Access and Equity will fax the form to HR in order to conduct a preliminary check on the person identified to fill the position. If the person clears the screening, HR will notify the Office of Access and Equity. Once the waiver is approved by the Office of Access and Equity, the Waiver Form will be signed, dated and returned to the department and a copy will be sent to HR.

The department must maintain the form in its recruitment file.