Recruitment Exceptions
The University of Montana generally conducts open recruitments for faculty, contract professionals, and staff positions. Open recruitment supports fair employment opportunities and helps prevent discrimination and bias. Exceptions to open recruitment are rare and require review and approval.
This page explains when a recruitment exception may be considered, how to submit a request, and what documentation is needed. Contact Human Resource Services (HRS) before proceeding if you are uncertain whether an exception applies.
Who This Applies To
Departments requesting an exception to open recruitment for an eligible faculty, contract professional, or staff appointment. Approval is not automatic; the requested exception must meet the applicable criteria.
Recruitment Exception Request Process
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Review the exception categories below and consult HRS about eligibility before proceeding. For positions involving work outside Montana, obtain prior consultation with HRS before making any employment offer.
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Identify the candidate, requested position, department, and proposed begin and end dates, if applicable. Start dates should align with the beginning of a biweekly payroll period. New campus employees and employees moving from staff to MUS Contract Professional positions cannot have back-dated start dates. Contact HRS first about any proposed back-dating for job restructuring.
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Download the Recruitment Exception Request Form, select the applicable category, and provide a written explanation supporting the request. Include category-specific information as described below.
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Include the role description, current résumé or CV, official transcripts when a degree is required, and any other documents applicable to the proposed appointment. Review the checklist below.
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Submit the request and attachments using the Electronic Hiring Form (Hire an Employee) in U-Approve. The Director of Talent Acquisition reviews the request and facilitates the exception process.
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HRS will coordinate the hiring and onboarding process if the exception is approved. Do not allow the employee to begin work before the request is approved. Additional approvals, including OCHE review in applicable salary cases, may affect timing.
Recruitment Exception Categories
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A temporary administrative appointment, normally for up to a year, while a search fills the vacancy permanently. It cannot become permanent without an advertised search. The memo must explain the selection process and qualifications. The form specifies required Vice President/Provost endorsement and additional appointment authority requirements.
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For an individual named in a successful grant or contract proposal, with the position funded by that award. Attach evidence of the named individual and role. If the individual was not named, provide additional justification explaining their unique qualifications and why they were not named.
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Expansion or restructuring of an existing staff or contract professional role without creating a new vacancy. The restructured role must be classified at the contract professional level. Attach an explanation of the changes. Staff-to-contract restructuring cannot be back-dated.
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For eligible part-time contract professional and academic appointments at 50% FTE or less. An appointment cannot be increased above 50% FTE without conducting a search.
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For an accompanying domestic partner appointment necessary to recruit or retain a successful candidate from a prior search. Attach documentation of programmatic needs. The form requires responsible Vice President/Provost endorsement.
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Temporary, non-renewable appointments of up to one year. These cannot be converted to permanent appointments without an advertised search.
Required Supporting Documentation
Include with every request
- Completed Recruitment Exception Request Form and written justification memo
- Role description (included in the U-Approve Electronic Hiring Form)
- Candidate's current résumé or CV
- Candidate's official transcripts, if the position requires a degree
Additional documentation, when applicable
- Reference check: One reference check for employees new to UM, or justification for waiving it. Optional for current, non-temporary UM employees. Contact HRS to use SkillSurvey.
- Grants/contracts: Documentation identifying the candidate and proposed role, plus further justification if not named in the award.
- Salary adjustment: A fully campus-approved Salary Adjustment Request (Non-Faculty) form when required for an existing MUS Contract salary increase or a staff-to-MUS Contract move. For existing MUS Contract salary increases, HRS submits the request to OCHE; approval may take 4–6 weeks, and exception approval follows OCHE approval.
- Category-specific memo or endorsement: Include selection rationale, restructuring explanation, or programmatic justification as applicable.
Frequently Asked Questions
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Allow at least four weeks before the anticipated start date when possible. Some requests require additional review and can take longer.
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No. The request must be submitted and approved before the first day worked.
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No. The categories described on the form require an advertised search before conversion to a permanent appointment.
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Not for new campus employees or staff moving into MUS Contract Professional positions. For restructuring of an existing employee's role, consult HRS first regarding any requested back-dating.
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Attach the form and supporting materials to the U-Approve Electronic Hiring Form, using “Hire an Employee.”
Contact This Team
Questions about eligibility, documentation, approvals, or the hiring process? Contact HRS Talent Acquisition at askHRS@umontana.edu or 406-243-6760.