Hiring Faculty

Use the links below to guide yourself through the process of hiring faculty at UMBC. .

JUMP TO: Starting a Search I Advertising/Posting a Position I Evaluating the Candidate Pool/Interviewing I Selection/Approvals I Formal Offer/Wrap Up

Starting a Search

Regular faculty hires (all but research centers) use the PageUp system.   Directions for completing the Personnel Requisition in PageUp are available on the PageUp Resources webpage.

  1. The hiring department completes the top portion of the UMBC Personnel Requisition form and the Preliminary Recruitment & Selection Report.
  2. The hiring department attaches a draft of the advertisement that will be placed in the Chronicle of Higher Education, specific journal, website, etc.Note:  All ads must indicate the minimum requirements and have the Equal Opportunity and Title IX  Statements at the end of the advertisement.
  3. The hiring department submits the entire packet (Personnel Requisition form, Preliminary Recruitment & Selection Report, and copy of the ad) to the dean’s/division head’s office for approval.  The dean’s/division head’s office will sign the Personnel Requisition form and forward the packet to the Department of Human Resources.

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Advertising/Posting a Position


Human Resources will review the Personnel Requisition, the Preliminary Recruitment and Selection Report and the ad copy. The hiring department will be notified that the advertisement is approved and the Personnel Requisition will be initialed and returned.  The hiring department will place the approved ad(s) in the various sources (listservs, journal, website, etc.).

Jobs in the PageUp system will be posted to the UMBC Jobs website, HERC and higheredjobs.com.

UMBC has subscriptions to MA-HERC and higheredjobs.com.  Hiring departments not using PageUp should email the approved ad copy  as a MS Word document to the Provost’s Office for placement on HERC and higheredjobs.com.

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Evaluating the Candidate Pool/Interviewing

Applications materials (viteas, cover letter, letters of reference, etc.) will be sent directly to the hiring department following the instructions in the ad or Interfolio.

The search committee will screen the candidates for minimum qualifications and determine those candidates to be contacted for interviews.

After the interview process, the committee will assess and rank candidates and determine the top candidate to be recommended for the position.

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Selection/Approvals

Making a Recommendation for Selection

Areas using the PageUp system should follow the instructions for Offer Approval on the PageUp Resources webpage.

  1. The hiring department completes the middle section of the Personnel Requisition by listing the names, race/sex codes, and action codes of the individuals interviewed for the position. A list of codes are available in the Resources section.
  2. The Department Head/Chair will sign in the Signatures for Approval section.
  3. The hiring department completes the Memo of Justification to Human Resources outlining the search and the justification for recommending selection of the candidate. A sample memo is available in the Resources section.
  4. The hiring department completes the memo to the Dean.
  5. Submit the packet (Personnel Requisition, memo to the Dean, justification memo, and a copy of the recommended candidate’s certified CV) to the Dean’s office for approval.

The Dean’s Office will review and sign off on the selection and forward the packet to Human Resources. Human Resources will review the materials and sign off on the selection and forward the packet to the Provost’s Office. The Provost’s Office will contact the hiring department once the selection has been approved. The hiring department may then make the formal offer to the candidate.  The appointment letter will be prepared by the Provost’s Office.

Note: Do not make a formal offer of employment prior to receiving the Personnel Requisition with the appropriate signatures and approval letter from Human Resources and the Provost’s Office.

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Formal Offer/Wrap Up

If the Selected Candidate Accepts the Position

Once the offer has been made, the hiring department should:

  1. Email a copy of the signed appointment letter to the Provost’s Office (Etoy Hamlin), Dean’s Office, hrbenefits@umbc.edu, and hrrecruitment@umbc.edu.  The hiring department will coordinate with Human Resources to schedule benefits orientation.  Note: Departments using PageUp, should move the applicant into Offer Accepted status and upload a copy of the signed appointment letter.

If the Selected Candidate Declines the Position

If the candidate declined the position, you will still need to notify Human Resources at hrrecruitment@umbc.edu.  If a second choice candidate is available, a new Personnel Requisition form will need to be completed based on the instructions below:

  1. Complete the Personnel Requisition.
      1. Complete the top portion of the Personnel Requisition with the same information that was on the original.  The department head/chair will sign the Requested By section of the Personnel Requisition.
      2. Write the word “Duplicate” on the top of the Personnel Requisition.
      3. Complete the middle section of the Personnel Requisition by listing the names of the interviewed candidates, race/sex codes, and action codes. The action code for the candidate that declined will be DEC.
      4. The department head/chair will sign the bottom portion of the Personnel Requisition under Signatures for Approval.
  2. Write a new Memo of Justification outlining the search and the justification for hiring the selected candidate.
  3. Submit the packet (Personnel Requisition, memo to the Dean, justification memo, and a copy of the recommended candidate’s certified CV) to the Dean’s office for approval.

The process will continue as before with the packet going to the Dean, Human Resources, and the Provost’s Office.

Reopening a Search

In the event that the top candidate declines the offer of employment, and no other viable candidates remain, the hiring department may request to reopen the search.

  1. A new Personnel Requisition will need to be completed.
  2. Submit a memo requesting that the search be reopened and give a brief explanation.
  3. The hiring department attaches a draft of the advertisement that will be placed in the Chronicle of Higher Education, specific journal, website, etc.The closing date should be adjusted accordingly and any revisions made.
    Note:  All ads must indicate the minimum requirements and have the Equal Opportunity and Title IX Statement at the end of the advertisement.
  4. The hiring department submits the entire packet (Personnel Requisition, Preliminary Recruitment & Selection Report, and copy of the ad) to the Dean’s office for approval. The Dean’s Office will sign the Personnel Requisition and forward the packet to Human Resources.
  5. The position is re-advertised and the same process continues as the original search.

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