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Hiring Toolkit

For Academic Recruitment: Effective October 8th, 2018 the WyoCloud online recruitment module (also known as Taleo) went live.

For information about searches taking place in our new recruiting system: HCM Recruiting, please click here

Faculty and Academic Search Committees: For resources and information, please see the Faculty & Academic Search page and How-To page for filling Academic positions.  As always, questions can be directed to Human Resources at 307-766-5612.  Additionally, the Office of Diversity, Equity and Inclusion has provided a resource to help with Conducting a Fair and Equitable Search - At A Glance.

Are you involved in the hiring process?  This HR resource contains all hiring information, checklists, guides and charts to help you through the hiring process.  Examples of information contained within include:
  • Hiring Process Checklists
  • Hiring FAQ's
  • How to Write a Job Advertisement
  • Interview Questions Help
  • Screening Evaluation Help
  • Reference Checks
  • Helpful Forms
  • Diversity Information
  • Onboarding Information
  • Veteran Preference
  • Exceptions to the Search Process & Direct Hires

Search Processes

all benefited Searches are strictly recruited for via our Online Process as of October 3, 2016. Any searches begun ON OR AFTER this date must use the online processes.

all benefited positions must go through the online requisition approval process.  This applies for all Staff, Academic or Administrative positions and is not dependent on whether it is going to be posted and a search conducted, or if it is a direct hire or an exception to the search process.

Direct Hire & Exceptions to the Search Process

Direct Hire Information: classified staff

Advertising exceptions for benefited staff positions

The University of Wyoming is an equal opportunity employer committed to eliminating barriers to employment and improving opportunities available to individuals in protected classes, particularly where there is underutilization. The University makes good faith efforts consistent with State and federal laws to meet this goal. One method used to achieve this goal is through open competitive recruitment. Such a process is consistent with the University’s goal to increase workforce diversity.  However, exceptional circumstances may justify foregoing the open competitive recruitment process for benefited staff positions.

Exceptional Circumstances

An appointing authority may submit an advertising exception request to the AVP of Human Resources for a direct appointment without recruitment when:

  • A position requires expertise in an area and the department has a unique opportunity to hire an individual with that experience. The appointing authority will need to justify how the person is uniquely qualified.
  • Spousal accommodation primarily applicable to assist with facilitating a faculty/administrator appointment and will be decided on a case-by-case basis in consultation between the appropriate departments.
  • A department reorganizes or has an operational need to ensure that necessary work is uninterrupted. In such cases, the department may reclassify or promote a permanent employee in her or his current position and/or reassign the employee to a new position with different duties and responsibilities. The employee must meet the position requirements.

Submitting a Request for a Direct Appointment

To request direct appointment of a candidate, the appointing authority or hiring manager will need to complete the Staff Position Requisition through the on-line recruiting system.

At the same time, the Appointing Authority submits the following to the appropriate Staffing Partner to disseminate for approval:

  1. Written justification to appoint without a formal search approved by the appropriate VP or Provost.
  2. Organization chart showing the position's relationship to other positions in the department.  
  3. Position description questionnaire (PDQ).
  4. Employee/applicant resume.
  5. If requested proposed salary is over the minimum + 15%, you must also include the salary authorization form.

If approved, candidate will need to complete the UW background screening, and the department will need to submit a Non-Academic Benefited Hiring form once background screening is complete.

Factors when Considering a Request for Direct Appointment

Each request will be considered individually, on a case by case basis. The AVP of Human Resources may confer with Director of Employment Practices to further assess any potential impact on diversifying the campus and affirmative action placement goals before making a final determination.

Exceptions to posting: Faculty, academic and administrative at-will

The University of Wyoming recognizes that there are generally three valid situations that occasionally develop that may preclude following the standard search process: Target of Opportunity, Business Necessity, and Spousal or Domestic Partner Consideration. Candidates for opportunities that result from such situations must meet minimum qualifications.

TARGET OF OPPORTUNITY – The University of Wyoming aspires to be one of the nation’s finest public land-grant research universities and our mission statement includes nurturing an environment that values and manifests diversity. To that end, departments may, on rare occasions, wish to request a Target of Opportunity hire.

Target of Opportunity exceptions fall under two categories:

• A qualified scholar or candidate who meets a pre-determined and pre-approved diversity objective (i.e., minorities, women, individuals with disabilities, LGBTQ and/or veterans)


• A distinguished scholar or uniquely outstanding candidate who meets a pre-determined research objective and an institutional need

Requests for Target of Opportunity exceptions may take place during the course of a search or at a time when no active search is being conducted. Target of Opportunity hires are subject to the availability of funding.

BUSINESS NECESSITY – A sudden death, resignation, termination, or long-term illness of an incumbent occupying a position that is both time-sensitive and critical to the institution’s mission and ability to deliver its curriculum and other programs may create an immediate and unexpected need to fill a position without advertising. Shortened advertising periods may also be considered under this category. Clarifications should be provided regarding the relevant time-sensitive and critical nature.

SPOUSAL OR DOMESTIC PARTNER CONSIDERATION – This is primarily applicable to faculty appointments and will be decided on a case-by-case basis in consultation between the appropriate academic area and the Office of Academic Affairs.

Exception Approval Process: 

  • The appointing authority should submit a written request to the appropriate vice president or Provost.
  • The vice-president or Provost will review the request and forward his/her decision, including supporting documentation and rationale, to the Office of Diversity, Equity, and Inclusion's Diversity Specialist.
  • The Diversity Specialist will review the documentation and, in consultation with the appropriate university official, will either offer advice or concur with the decision and keep a record of the action. Prior position approval is required.
  • A Position Requisition should be created by the Search Chair/Hiring Department in PeopleSoft HRMS (see instructions above). Indicate in the appropriate field that this is an exception to posting, noting the reason and the justification. The candidate’s resume/CV should be emailed to The Diversity Specialist will contact you to ensure that the hiring process is completed.

Additional Information

Onboarding Your New Employee:

After all your hard work with the hiring process, don't forget the most important piece, welcoming your new employee!  A good onboarding process not only helps the employee feel comfortable, but helps with retention and builds a cohesive team environment.  Start out right by demonstrating you are an attentive, thoughtful leader.

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