Request for a Waiver
A department chair/ORU director should submit a letter requesting to waive
the open recruitment process to the Office of Academic Diversity and Equal
Opportunity (OADEO). Units are encouraged to contact the OADEO, or review
OADEO's
General Guidelines Web site, for guidance in determining whether or not a
request for a waiver of the open recruitment process is appropriate.
WAIVER CATEGORIES
1. Principal Investigator (PI):
In addition to
describing the candidate's skills and qualifications (see sample letter format
below), the request must state and document that the individual has an award and
that the award provides (X) percent of the PI’s salary. A minimum of 50%
is required for a PI waiver. Please state total salary (x-portion only).
Attach the following documentation to the request letter:
- a copy of the "Notice of Grant Award" letter from the agency to the PI
(include section showing funding allocation)
- a copy of the PI's budget page showing proposed salary and/or effort
2. General:
The waiver request must describe the skills and qualifications of the
candidate and provide a justification as to why an open recruitment should not
be conducted (see sample letter format below). Spousal/partner issues that
are critical in a recruitment/retention effort should be noted in the request.
If the request is for a "change in series," the unit should also address the
following factors as appropriate:
- Job Evolution: the job has evolved to such a degree that a new
job title is warranted to reflect the individual's acquired expertise and
increased job responsibilities.
- Continuity: the individual will continue to work in the same
unit/lab with the same supervisor.
- No New Position/No Vacancy: the new job title does not represent
the creation of a new position, i.e., a new position in addition to the old
position; and the old position is not vacated such that a new individual may
be appointed as a replacement.
- Contribution: the individual is an integral part of a research
program and has contributed to a grant proposal that will fund the grant.
- Only One: if there are several individuals in the same series in
the unit, the unit supervisor should explain why one person is being
proposed for the change in series and others are not.
SAMPLE FORMAT FOR A LETTER
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ADDRESSING:
TO: (Appropriate person;
see table below)
VIA: Jonathan Welch, Director,
Office of Academic Diversity and Equal Opportunity
FROM: Dept/Unit Chair
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PARAGRAPH #1:
State what
you want; for example: The Department of (X) requests to waive
the open recruitment process in order to appoint (full name) to the
position of (rank, step), at (%) time, ($) salary, effective (date).
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PARAGRAPH #2:
Describe
the skills and qualifications of the individual. If the person is
at the junior level, describe the educational background and training
that has led this person to the threshold of the proposed appointment.
If the individual is more senior ranking, describe the area of research,
the person's national or international reputation in the field, and the
uniqueness of skills and knowledge.
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PARAGRAPH #3:
Provide the justification for wanting to hire
an individual without an open recruitment. The following items may
be of help in developing appropriate details for the justification:
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What will this person do for the unit? What function will
the person perform?
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Describe how the skills of the individual will be used to perform
the function?
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What are the business (i.e., research, teaching) needs of the
unit?
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Why is it essential that the unit have someone with the skill set
described above?
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Are the skills and qualifications of the individual so unique that
no one else could be obtained via an open recruitment to do the job?
Explain how or why these skills are so unique. (In other
words, fully describe the connection between the unit's "business
needs," the "function" of the job, and the "skills" of the person.)
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For a very senior candidate, how will the skills and
qualifications enhance the excellence of the unit and the
University?
-
If the request is for a "change in series," consider addressing
the factors presented above under General waivers.
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A waiver request must always be signed by the department chair/ORU director.
Please include the initials of the person writing the letter/department contact
at the bottom of the request.
ADDRESSING AND ROUTING WAIVER REQUESTS
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Addressing: Use the table below to
identify the person to whom the request should be addressed. OADEO
is usually included in the addressees as a "Via."
Routing: Letters should be routed first to OADEO. Exception: Letters
from SOM units should be routed first to the Associate Dean for Academic
Affairs.
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GENERAL CAMPUS (Instructional Positions)
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| Campus Unit |
Address Request To: |
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Jacobs School of Engineering
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Dean Frieder Seible (for LRF) or
Assoc. Dean Jeanne Ferrante (for non-LRF)
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Division of Physical Sciences
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Dean Mark Thiemens
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Division of Biological Sciences
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Dean Steven Kay
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Division of Social Sciences
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Interim Dean Jeffrey Elman
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Division of Arts & Humanities
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Interim Dean Eric Van Young
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Graduate School of IR/PS
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Kim Barrett, Dean of Graduate Studies
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Rady School of Management
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Kim Barrett, Dean of Graduate Studies
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Colleges
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Barbara Sawrey, Associate Vice Chancellor for Undergraduate Education
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GENERAL CAMPUS (Research Positions)
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All Units
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George Tynan, Associate VC for Research
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GENERAL CAMPUS (Library/Extension Positions)
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University Libraries
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Jon Welch, Director of the Office of Academic Diversity and Equal
Opportunity (MC 0065)
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Extended Studies & Public Programs
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Jon Welch, Director of the Office of Academic Diversity and Equal
Opportunity (MC 0065)
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HEALTH SCIENCES (All Positions)
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School of Medicine
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Andrew Ries, Associate Dean for Academic Affairs, SOM
Note: Waiver requests must be routed
first to the Associate Dean for Academic Affairs, who will then forward
the request to OADEO for its review. However, Recruitment Plans
and Compliance Reports should be submitted first to OADEO, who will then
forward the document to the dean's office.
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School of Pharmacy & Pharmaceutical Sciences
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Jerry Schneider, Dean, Academic Affairs, Emeritus
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SCRIPPS INSTITUTION OF OCEANOGRAPHY (All positions)
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SIO -- All Units
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Ray Weiss, Associate Dean for Academic Affairs, SIO
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