Exceptions to the typical recruitment process
Note: For any actions that require a “waiver form”, schools and units should follow instructions outlined on the DocuSign Recruitment Waiver Request Form. VCU Human Resources must review the documentation and will determine if the recruitment waiver is appropriate.
Refer to the Waiver Standards - What is Expected? for additional guidance on what should be included when requesting a waiver.
Employment action | Definition | Example | Waiver request form required? | VCU HR approval required? |
|---|---|---|---|---|
Non-competitive lateral transfers (voluntary)
| The movement of an employee from one VCU job title to the same job title or a job title with a similar market range, and with similar duties to their previous role.
Changes Possible:
Does Not Typically Change:
For guidance on involuntary non-competitive transfers, please consult with Employee Relations and refer to HR Intranet Wiki. | An employee is an HR Specialist 1 in the School of Medicine and moves to an open HR Specialist 2 role in the College of Humanities and Sciences. There are a couple additional duties as a result of the transfer, but the overall work and salary stays the same. | Yes | Yes
|
Non-competitive demotions (voluntary) | The movement of an employee from one VCU job title to a job title with a lower market range.
Changes Possible:
For guidance on involuntary non-competitive demotions, please consult with Employee Relations and refer to HR Intranet Wiki. | An employee voluntarily moves from HR Specialist 1 to an open HR Coordinator 1 position. | Yes | Yes |
Reasonable accommodation of employees with disabilities as defined by law | The assignment of new job duties to provide a reasonable accommodation for a qualified current employee with a disability.
| An employee moves from Carpenter FM 1 to Office Manager GA 1 to accommodate a disability. | Yes | Yes |
Emergency hires* | When there is an urgent and unanticipated need to fill a position, there is not enough time to conduct a search, and the identified candidate has the expertise and is available to begin immediately. If the position is to be filled beyond the duration of the waiver (one year)*, an open search must be conducted.
*Emergency search waivers are the only time limited waiver action, not to exceed one year. | A finance manager resigns suddenly. It is at the end of the fiscal year and the workload is very heavy. No current staff are able to absorb the workload. A qualified candidate is identified who can begin work immediately. | Yes | Yes |
Interim appointments (below manager /administrator)* | The designation of a current employee to fill a position at a title below manager/administrator on an interim or acting basis, when that position is vacated, until an appropriate recruitment or appointment can occur.
Changes Possible:
*Interim appointments are different from temporary assignments, which are when an employee takes on additional responsibilities greater than those of their assigned position. For more information on temporary assignments, please refer to HR Intranet Wiki. | A Program Specialist retires and a colleague moves into the Specialist’s role. The majority of their previous responsibilities are redistributed to other team members. | No | No |
Interim appointments (manager /administrator and above)*
| The designation of a current employee to fill a position at a title of manager/administrator or above on an interim or acting basis, when that position is vacated, until an appropriate recruitment or appointment can occur. These leadership roles have a scope of work that includes strategic planning and oversight, may or may not include the supervision of direct reports, and have a significant impact on the department, influencing service delivery and operational goals.
Changes Possible:
*Interim appointments are different from temporary assignments, which are when an employee takes on additional responsibilities greater than those of their assigned position. For more information on temporary assignments, please refer to HR Intranet Wiki.
Please note: The VCU Waiver Request form in DocuSign has been updated to appropriately reflect movement into an interim appointment of manager/ administrator and above. | An AVP retires and a colleague moves into the AVP’s role. The majority of their previous responsibilities are redistributed to other team members. | Yes | Yes |
Workforce reduction placements | This may be requested to place a current employee into a new position to avoid termination during a reduction-in-force or to place a current VCU classified layoff applicant exercising preferential hiring rights. | An employee’s current position is going to be eliminated due to a reduction-in-force. There is a similar position open in another MBU for which the employee meets all required qualifications. | Yes | Yes |
Persons specified in a grant* | This may be requested to hire a candidate that has been named as a PI in a grant or for an individual that has been designated in a grant as someone intended to work on the project. | VCU has received grant funding to start up research similar to research already occurring at a different university. One of the PIs who is working on the similar research is qualified to lead the work at VCU and is named in the grant application. | Yes | Yes |
Dual career hires* | This may be used when the successful recruitment or retention of an executive or senior leader/ administrator ultimately depends on an appointment for their spouse or partner. | VCU hires a new executive director of student success. Their spouse meets the qualifications to be a Project Manager in a different MBU. | Yes | Yes |
Multiple hires from a single applicant pool: same position | A candidate may be considered for a similar position to one for which they initially applied. The second position must have the same university job title, and job duties, responsibilities and qualification requirements that are similar to the original posting. The positions must be within the same MBU, school or unit. This can happen only when the posting the candidate originally applied for has been closed for no more than 90 days and the candidate meets all required qualifications for the role offered. | A candidate applies to an Academic Advisor position within the College of Engineering but is hired into a second Academic Advisor position in the College of Engineering. The positions have the same job duties, responsibilities and qualification requirements. | No | No |
Multiple hires from a single applicant pool: core responsibilities or MBU/school/unit differs* | A candidate may be considered for a similar position to one for which they initially applied. This can happen only when the posting the candidate originally applied for has been closed for no more than 90 days and the candidate meets all required qualifications for the role offered. | A candidate applies to an Academic Advisor position within the College of Engineering but is hired into a different Academic Advisor position in the School of Education. The core duties differ based on the different student populations being served for each MBU. | Yes | Yes |
Dispute Resolution | The placement of an individual in a position for the purpose of resolving an employment complaint, grievance, or dispute. | There is conflict between a manager and direct report, and they are unable to work together productively. A position comes open in a different MBU for which the direct report is qualified. | Yes | Yes |
Non-competitive promotions in place: job series advancement | A manager and employee agree on the criteria necessary for the employee to advance to the next level in their existing job series or to a higher job series after meeting criteria agreed upon in their career development plan, resulting in a non-competitive promotion in place (PRP).*
Typical changes:
Does Not Typically Change:
Approval from VCU HR is required if the non-competitive promotion coincides with an increase that places the employee’s salary over the 75th percentile of the salary range for their job.
Approval from VCU HR is required via the pay assessor tool if the position to which the employee is promoted leads an MBU or higher.
*Other than the specific rules listed above, there are no mandatory guidelines for determining PRP salary increase amounts. Use the Pay Assessor Tool to evaluate the employee’s salary in relation to the Minimum, Midpoint, and Maximum of their proposed new market range.
It is important to distinguish between a PRP and a career development increase (CDI). Both recognize career development accomplishments; however, a PRP generally includes adjustments to base pay and movement to a new job code. A CDI typically results in an increase to base pay only, without a change in job title or code, and reflects progression within the current market range rather than advancement to a higher-level position. | An employee moves from Specialist IT to Senior Specialist IT after meeting criteria that was agreed upon with their manager and outlined in their career development plan. | No | No |
Non-competitive promotions in place: salary increase above 75th percent | An employee moves from Specialist IT to Senior Specialist IT after meeting criteria that was agreed upon with their manager and outlined in their career development plan. The employee’s proposed new salary is over the 75th percentile of their new salary range. | No | Yes | |
Non-competitive promotions in place: position leads an MBU | An employee moves from Deputy Chief Information Officer to Chief Information Officer after meeting criteria that was agreed upon with their manager and outlined in their career development plan. The employee will now lead the Technology Services MBU. | No | Yes | |
Reorganizations and reassignments | Management initiated changes to employee job duties and/or positions to meet the business needs of the unit. Changes Possible:
Does Not Typically Change:
| There is an existing HR/Admin/Finance role. As a result of the support provided by centralized shared services for HR and Finance, this position is reorganized to provide Administrative support to the full leadership team as a General Administration role, as the HR & finance responsibilities are absorbed centrally. | No | No |
Note: For many actions listed above, assessments or informal interviews are recommended for candidates being considered for the open position(s).