Selection and Evaluation, Specific Positions
SIUE Search Waiver Policy - 2B4
Restatement of Commitment
Southern Illinois University Edwardsville (SIUE) is firmly committed to equal opportunity, affirmative action, and the diversity and inclusivity of its workforce. This commitment is reflected in the University’s mission, vision, and values. As an equal opportunity employer, SIUE does not discriminate against persons or groups of persons based on race, color, national origin, ancestry, religion, sex, sexual orientation, gender identity, age, disability, marital status, military or veteran status. This commitment applies to all employment decisions, including recruiting, hiring, and promotions.
The search procedures established by the University have been developed to ensure an open, inclusive, and competitive process to fill vacant positions. Thus, every effort should be made to advertise, and conduct search processes for vacant University positions. Filling vacancies through fair and competitive search processes ensures that the University maintains compliance with Federal and State affirmative action requirements and offers assurance that units are hiring the candidate best suited to advance the University's mission. However, in limited circumstances, an appointment may be made without conducting standard search procedures, namely this Search Waiver Policy and the Internal Appointment and Promotion Policy.
Search Waiver Procedures
Deviations from established search processes require approval first by the appropriate Vice Chancellor or the Chancellor (for positions not reporting up to a Vice Chancellor or positions within two reporting lines of the Chancellor), then the Human Resources Director (or designee), and finally, the Equal Opportunity, Access & Title IX Coordination (EOA) Director (or designee). Candidates hired or appointed through the search waiver process should still be selected from a group (i.e. two or more) of qualified individuals, following the efforts appropriate to the specific circumstances, to identify qualified candidates.
To request a search waiver for an approved position, the hiring unit should submit a completed search waiver request form. The request must include appropriate justification and documentation to support the request. At a minimum, all requests must include:
- For A/P positions, a copy of the position description (PDQ) approved by the Office of Human Resources for the position to be filled;
- For faculty positions, a summary of the required duties of the position;
- The résumé or curriculum vitae of the individual that the unit seeks to hire or appoint;
- A statement of the individual's qualifications for the position, based upon the position description or institutional need; and
- An explanation of why a search to fill the position is not feasible.
A hiring unit may not extend a formal or informal offer (written or verbal) until a search waiver request is approved by the appropriate Vice Chancellor or the Chancellor (for positions not reporting to a Vice Chancellor), HR and EOA.
Examples of circumstances for which a search waiver request may be appropriate include:
- In situations where the needs, health, safety or welfare of students require an immediate hire. Examples of such needs include but are not limited to: immediate departmental/unit teaching needs or immediate coaching needs in Athletics, that cannot be addressed through the normal search process, due to sudden resignation, sickness, death, etc.;
- In situations where a department wishes to secure a time-limited/visiting faculty member with substantial professional distinction;
- In situations where a grant, contract, or other agreement specifies the employee to be hired for the position;
- In situations where a person may be appointed temporarily, to fill a position while a search is conducted (i.e. an interim or acting appointment);
- To facilitate an approved spousal/partner hire, where the primary spouse/partner has been hired through an established search process.
Except for situations where a grant, contract, or other agreement specifies the employee to be hired, or approved spousal/partner hires, appointments established by the use of a search waiver should have a term of a maximum of one year. A search waiver appointment for a longer period of time may be approved only under exceptional circumstances. To extend an employee's time in a position beyond the initial one year interim appointment, the hiring unit must submit a new Search Waiver Request which includes an explanation of why the extension is warranted and necessary and obtain approval first of the appropriate Vice Chancellor or the Chancellor (for positions not reporting up to a vice chancellor or positions within two reporting lines of the Chancellor), then the Human Resources Director (or designee), and finally, the EOA Director (or designee). Under certain limited circumstances, a department or unit may identify a candidate whose special qualifications will enhance the unit in such a way that a search waiver for a multi-year or continuing appointment may be granted. In such cases, the hiring unit must submit a request to hire the individual on a multi-year or continuing appointment and provide a sufficient and compelling written rationale for granting such a waiver, including but not limited to, why a search is unlikely to result in identifying a better or more qualified candidate for the position. The appropriate Vice Chancellor or Chancellor (for positions not reporting up to a vice chancellor or positions within two reporting lines of the Chancellor), the HR Director (or designee) and the EOA Director (or designee) must approve such a request, prior to any offer of employment to the candidate.
This Policy does not apply to circumstances where an administrative/professional staff employee on a continuing appointment is being converted to a one-year (or less) term appointment and being re-assigned with new duties and/or a new title for the period of that term. In such situations, neither a competitive search nor a search waiver is necessary to fulfill the University's obligation to the affected staff member pursuant to SIU Board of Trustees Policies.
Approved by Chancellor effective January 27, 2025
This policy was issued on February 3, 2025, replacing the March 23, 2023 version.
Document Reference: 2B4
Origin: OC 3/23/23; OC 2/3/25
