Hiring Exception Process FAQs

Units should complete a Hiring Waiver form only in unique circumstances. Departments that believe they have extenuating circumstances or a vacant position that is deemed mission critical* to the continued operation of the department or the university may submit a Hiring Waiver form to the Hiring Committee.

If it is determined that a Hiring Waiver form is appropriate, you may download the Hiring Waiver form (PDF). All Hiring Waiver Forms must have signature approval from department Dean or Vice Chancellor before being uploaded to the department Box site for review and consideration by the committee.

If you have questions not addressed in these FAQs, please contactThe UMKC Office of Human Resources.

  1. How is this Hiring Exception process different from the previous Hiring Authorization Review process?

Only positions that are considered mission critical to the continued operation of the department or the university should be sent to the committee for review and consideration. Discussion should be had at the department level to determine if the position is considered mission critical, prior to submitting a Hiring Waiver form to the committee. Certain positions are eligible for an exemption of the hiring exception process, see question #3.

  1. What positions require a Hiring Waiver form?

Any position that will be funded from the operating fund, even if only partially funded by operating funds, require an approved Hiring Waiver form. See list below.

  • Any position that is not 100% externally funded
  • Any position that is not 100% grant funded
  • Student positions that are not in job codes 4022-4026
  • All full-time, part-time, and temporary positions
  • Internal hires/direct promotes
  1. What positions do NOT need a Hiring Waiver form?
  • Adjunct hires
  • Positions that are 100% externally funded or are 100% grant funded

Note: These positions should be submitted on the Hiring Exemption Spreadsheet.

  • Undergraduate Student Titles, Work Study positions, and Dental, Medical, and Pharmacy Residents will not require Hiring Waiver or a Hiring Exception Spreadsheet.
  1. When is this effective?

April 17, 2017

*Mission critical = positions that would adversely impact the ability of the University to perform critical research, teaching and business operations.

  1. If I have a current, outstanding offer made to a candidate, may I proceed with hiring?

Yes, only after receiving additional approval from your Dean/Vice Chancellor.

  1. If I made an offer before the Hiring Exception Process implementation, but the offer was not accepted, may I extend an offer to the next candidate?

Yes, only after receiving additional approval from your Dean/Vice Chancellor.

  1. If I have finished interviews and am ready to make an offer, may I proceed?

Yes, only after receiving additional approval from your Dean/Vice Chancellor.

  1. If I have started interviews, may I continue with scheduled interviews?

You may continue with currently scheduled activities if this is approved from your Dean/Vice Chancellor.

  1. If I have not yet started interviews, may I proceed?

You may continue with currently scheduled activities if this is approved from your Dean/Vice Chancellor.

  1. Does the committee meet on the same schedule as before?

Yes, the Hiring Exception Committee meets once a month, usually the first Thursday of the month. Please see the Hiring Exception Process on the left side of the Recruitment Services page for current forms, dates, and deadline information. The HR Facilitator should upload their signed Hiring Waiver Form(s), and coordinating Excel (not PDF) coversheet, or update their Hiring ExemptionSpreadsheet to their coordinating departmental Box site by noon on Wednesday the week prior to the Hiring Exception Committee meeting.

  1. Since the Hiring Exemption Spreadsheets aren’t reviewed by the committee, do they have to be submitted on the same timeline as the Hiring Waiver forms?

Yes, to ensure efficiency of the review process.

  1. What is the difference between the cover sheet used for listing Hiring Waiver Forms, and the Hiring ExemptionSpreadsheet used for providing hires that are exempted?
  • The cover sheet exists to collect and manage the data related to the forms for each month for the committee. It should be uploaded to Box as an Excel document. From there it is combined into one master list provided to the committeealong with the coordinating Hiring Waiver forms.
  • The Hiring ExemptionSpreadsheet is sent to the Budget Office for review and consideration.
  1. I have multiple (adjunct, 100% external or 100% grant funded) positions that are identical, can I list them as a group on one line of the Hiring Exemption Spreadsheet?

No. These positions should be listed seperetly on the Hiring Exemption Spreadsheet.

  1. Can I request multiple positions on one Hiring Waiver form?

Yes, assuming everything is the same (Ex: title, funding source, job code, etc.), you can request up to 20 positions on one form. You must provide position numbers.

  1. How do I indicate on an ePAF that a position has been approved?
  • For positions that do NOT require a Hiring Waiver form, note that the position is 100% grant or 100% externally funded in the comments section.
  • For positions that require a Hiring Waiver form, upload supporting documentation.
  1. Do actions returning someone from Short Work Break require Hiring Exception Committee approval?

Yes, any reappointment and new contracts that are not 100% externally or 100% grant funded will require approval from the Hiring Exception Committee.

  1. Can I still hire a Work-study student?

Yes. Work-study assignments are not subject to the Hiring Exception Review, as these assignments are funded through a federal financial aid program.

  1. Is a Hiring Waiver Form required for contracts submitted to Administrative Services?

No. Continue to process contracts as normal through the Office of the Vice Chancellor for Administration and Finance Services. If it is determined that a justification is required for the proposed expense, they will request that you e-mail a short explanation of the reason for the expenditure. It will then be reviewed by the designated staff in Administration and Finance Services and you will be advised of the results.

  1. If an employee is terminated for performance problems will I be able to fill the position?

Please follow the process as outlined in the Hiring Waiver Guidelines document. The Hiring Exception Committee will take the information about how the position became vacant into consideration during their review process.

  1. Who is the Hiring Exception Committee?

Barbara Bichelmeyer, Richard Delaware, Carol Hintz, Sharon Lindenbaum, Denis Medeiros, Leo Morton, and Peggy Ward-Smith.

  1. When will the Hiring Exception Process be lifted?

There is no set timeframe for when the Hiring Exception Process will be lifted.

  1. What if someone forgets and submits an old Hiring Authorization Form instead of the new Hiring Waiver form, will it still be reviewed for consideration?

Due to the timing of the transition, Hiring Authorization Forms will be accepted at the May 2017 meeting only. Please ensure you have reviewed the new Hiring Waiver Form, and add any information requested on the Hiring Waiver form to your Hiring Authorization form.

Attention: Any hiring requests submitted after the May meeting must be on the Hiring Waiver form. Old Hiring Authorization Forms will be returned to be resubmitted the following month, off-cycle review of old forms will not be offered.