On April 1, 2020, President Kirk Schulz announced a university-wide hiring freeze. Effective immediately and until further notice, hiring of tenure and career track faculty, administrative professional, classified staff and certain temporary hourly employees will be limited to mission-critical positions. Mission-critical means, if a position is not filled, it will cause a failure or significant damage to the system/operation/service.

  • All tenure and career track faculty and academic staff must be approved by the Interim Provost and Executive Vice President or Chancellor.
  • All non-academic hiring must be approved by the appropriate Vice President or Chancellor. Areas may use existing approval processes to document approval or utilize the sample form. Approval documents must be retained in accordance with BPPM 90-01, University Records Retention and Disposition.

The approval process above, is referred to as the “required approval” in the FAQ below.

Colleges/Areas must certify the following statement in OPDRS and Academic Areas must enter HIRES approval number for academic appointments requiring Interim Provost and Executive Vice President approval, prior to initiating recruitment:

I certify, in accordance with the President’s April 1, 2020, directive, the recruitment of this position is mission-critical and the required approval was received.

Any faculty recruitment conducted outside of OPDRS must receive Interim Provost and Executive Vice President or Chancellor approval prior to initiating recruitment.

Recruitment Tips during COVID-19 Hiring Freeze

Frequently Asked Questions

1. After I receive approval from the Interim Provost and Executive Vice President/Vice President/Chancellor to recruit for a position, do I follow standard HRS recruitment processes?

Yes, the required approval allows the hiring department to proceed with the normal policies and procedures needed to accomplish this action. Classification/compensation review is still required by Human Resource Services (HRS) for classified and AP positions, prior to initiating a search/recruitment.

Refer to:

2. Can we hire graduate students?

Graduate teaching assistants and research assistants are not subject to the hiring freeze. These appointments do not need additional approval outside standard university policies and procedures.

3. Does the hiring freeze apply to all fund types?

Yes, with the exception of grant funds, recruitments regardless of fund type must receive approval from the Interim Provost and Executive Vice President or appropriate Vice President or Chancellor.

4. Does the hiring freeze apply to 100% grant funded positions?

No. Grants often require hiring in order to comply with the grant’s signed budget and deliverables. It is expected that the grant will fully cover the cost of such positions, and that the University will have no obligation to continue employment if grant funding expires. Thus, such grant funded hiring may be deemed essential. However, if a position is partially state funded, all tenure and career track faculty, administrative professional and classified staff must still receive the required approval.

5. Can we hire student or hourly employees under the freeze?

At this time and until further notice, Work Study employees are not frozen. Other state and non-state funded hourly employees must receive the appropriate approval, unless hiring authority was specifically delegated by the Interim Provost and Executive Vice President or appropriate Vice President or Chancellor.

6. Can we renew or extend existing appointments?

Yes. Faculty and Administrative Professional appointments may be renewed if the same person and on the same position.  In these cases no additional approval is required outside of current PERMS processes and/or established area/college procedures.

Contact your HRS Service Team regarding extension of Faculty or Administrative Professional direct appointments or Civil Service project positions.

7. Do academic summer appointments need to receive approval?

Any academic summer appointments that are not 100% grant funded must receive the required Interim Provost and Executive Vice President or Chancellor approval.

8. Can we proceed with hires where an offer has already been made?

If an offer was extended by April 1, 2020, you may proceed with hire. However, if the candidate declines, you may not extend to another candidate without receiving the required approval from your Interim Provost and Executive Vice President/VP/Chancellor.

9. What is the process for requests which have already been approved prior to April 1, 2020?

These requests must be resubmitted for the required approval to your Interim Provost and Executive Vice President/VP/Chancellor.

10. Does the hiring freeze impact changing an employee appointment from temporary to permanent?

No, however, colleges/areas must follow standard university approval processes.


Updated 4/1/2020