HR Units

<span style="font-size:65%">Human Resources</span>

Office Location
415 West 6th Street
875 Perimeter Drive MS 4332
Moscow, ID 83844-4332
Phone: (208) 885-3609
Fax: (208) 885-3602

General Email

Department Phone List

<span style="font-size:65%">Employment Services</span>

Office Location
415 West 6th Street
875 Perimeter Drive MS 4332
Moscow, ID 83844-4332
Phone: (208) 885-3609
Fax: (208) 885-3602

General Email

Department Phone List

<span style="font-size:65%">Payroll Services</span>

Office Location
415 West 6th Street
875 Perimeter Drive MS 4332
Moscow, ID 83844-4332
Phone: (208) 885-3609
Fax: (208) 885-3864

General Email

Department Phone List

<span style="font-size:65%">Benefits Services</span>

Office Location
415 West 6th Street
875 Perimeter Drive MS 4332
Moscow, ID 83844-4332
Phone: (208) 885-3697
Fax: (800) 646-6174

General Email

Department Phone List

<span style="font-size:65%">PDL</span>

Office Location
Administration Building
Room 216 - 220
875 Perimeter Drive MS 3166
Moscow, ID 83844-3166

Phone: (208) 885-2322
General Email

Approved Exceptions to Searches for Student & Temporary Positions

Criteria and Instructions

To use any of the following HRCO approved Exceptions to Search from your Affirmative Action Coordinator

  1. A completed Required Applicant Disclosure Form from the potential employee. Keep in mind you should also have a job description for this position. It is the department’s responsibility to ensure the required application disclosure is complete, signed, and should review the form for Nepotism, Felony and Sex Offender disclosures and contact Human Resources as appropriate regarding information disclosed in these sections. These required application disclosures must be kept, along with documentation of the exception to search approved by the AAC, for three years from the date of hire.
  2. Justification for the request to waive the search. In this justification provide information regarding the previous search that was conducted (search number, dates, etc.). If the employee for whom the exception is being requested is not a current employee, provide further justification regarding the need for a search waiver.
  3. If the position requires a criminal history background check, education verification, and/or pre-employment medical screen, any offer of employment must be contingent upon satisfactory results of these verifications being received by Human Resources. In addition, the Fair Credit Reporting Act and UI Policy require written notification of the requirement of a criminal background investigation to the applicant. A copy of this correspondence must be attached to the background check form to allow for processing.
  4. EPAF comments entered for these hires should contain information that indicates a hire was made using this exceptions list, and specifically contain which exception number was used.

Human Rights Compliance Officer Approval

Approved by Andreen Neukranz-Butler, Human Rights Compliance Officer for the University of Idaho

University of Idaho policy and state and federal law support conducting open competitive searches to satisfy Equal Opportunity hiring. Sometimes circumstances exist where you may wonder whether you may hire without conducting a search, or request “an exception” from conducting a search. The University’s Human Rights Compliance Officer has approved the following list of exceptions for student and temporary positions only.

Please note that your individual department and/or Affirmative Action Coordinator (AAC) may have specific department/college policies that may prohibit you from using these exceptions. It is the AAC's responsibility to ensure these policies and procedures are being upheld on behalf of the department and in accordance with UI policy and state and federal law. As such, your request for exception to search should be posed first to your Affirmative Action Coordinator for approval.

Special Note

The following hiring situations may not require an open competitive recruitment process. Any hire not covered by these exceptions, or which your AAC disapproves, must have a search conducted. Please note that with regard to ALL positions, the University’s policies on Nepotism and Conflict of Interest apply (refer to FSH 6240 and 6241).

Regarding Any Exception On This List

If any one item for any of this exceptions list is not met or needs clarification, you must either post the position following university affirmative action hiring policies (See Faculty-Staff Handbook 3090) or send your request to your Affirmative Action Coordinator to ask for a waiver of search from the Human Rights Compliance Officer (HRCO). If approval is given, your Affirmative Action Coordinator will then send the request on to the HRCO. Requests sent to the HRCO from anyone other than an AAC will result in a request for the approval to be routed through the appropriate channels.

  • Exception 1: Two weeks or less

    The position/duties will not last longer than one bi-week (two consecutive weeks).

  • Exception 2: Continuing work-study employment

    You are continuing to employ a work-study student on temporary funds to perform the same duties for the same department

  • Exception 3: Academic year work/summertime hiatus

    The incumbent worked for you the previous semester where the hire resulted from a documented search and returns to the same position. This only applies if they will be performing the same duties.

  • Exception 4: Previous permanent employment

    The person you wish to hire has previously held that position (same duties) in a board appointed or temporary classified capacity where a search was originally conducted for their hire. This exception is meant to assist departments during times of transition or emergency.

  • Exception 5: Undergraduate Research Assistants (URA)

    Undergraduate Research Assistant (URA) positions are student employment positions whose major purpose is to provide a research-related educational work experience to the student. Given the unique nature of the undergraduate research assistant position, the department administrator may authorize the appointment of an individual into a URA when the following parameters are met.

    • The individuals accepting the opportunity must be full-time students (High School 16 years or older or Undergraduate)
    • The major purpose of the position is to provide educational experience in a research-related environment
    • The work experience is no more than 20 hours per week during the academic year
    • The work experience may be up to full-time for summer and during school breaks
  • Exception 6: Undergraduate Teaching Assistants (UTA)

    Undergraduate Teaching Assistant positions are student employment positions whose major purpose is to provide an educational work experience to the student by allowing the student to assist with classroom activities. Given the unique nature of the undergraduate teaching assistant position, the department administrator may authorize the appointment of an individual into an Undergraduate Teaching Assistant position when the following parameters are met.

    • The individuals accepting the opportunity must be full-time students (High School 16 years or older or Undergraduate)
    • The major purpose of the position is to provide educational experience in a classroom environment
    • The work experience is no more than 20 hours per week during the academic year
    • The work experience may be up to full-time for summer and during school breaks
  • Exception 7: Recruiting within your department for the next higher level of the same title

    Departments with established levels of temporary positions, such as Library Assistant I, II and III, may post Level II and III opportunities in their own location (rather than on ATS if acceptable by their AA Coordinator) and notify/provide opportunity to apply for all current employees for which the opening represents a promotional opportunity. The position must be directly related to others in a series.

  • Exception 8: Seasonal employment

    You may not be required to recruit for ‘seasonal positions’ – see the following:

    • Harvest positions, agricultural positions, landscaping positions or any other position that is hired for in regular intervals around a season.
    • Positions that come around at a set period of time such as during the Jazz Festival or during rush at the Bookstore. In these cases the duration of the hire would be shorter, usually only to accommodate the event or busy time.

    The following conditions must be met in order to consider this exception:

    1. The prospective employee must have been hired from a documented search or from an approved exception.
    2. The department must not have had another search for the same position between the time they hired last to the time they would like to re-employ the person.
    3. The prospective employee must be expected to perform the same duties as they were originally hired for.
    4. In a multiple hire situation, if the department wishes to bring back only some of the people they hired but not others for the next season's work, they need to have documented reasons why they will bring back some and not others, i.e, availability, performance issues, etc.
  • Exception 9: Temporary positions can be offered to interviewed candidates of board appointed or temporary classified searches...

    ...if the following conditions are met.

    • The job duties are the same for the temporary position as for the board appointed position. For example: A custodian could be hired from a Team Cleaning Specialist search.
    • The applicant(s) under consideration must have received an interview for the board appointed search and received good ratings from the search committee.
    • If the individual(s) do not accept the temporary positions, the department must conduct a search for the temporary positions.
    • If the individual(s) accept the offer of a temporary position, they must be informed that they are not guaranteed a board appointed position if it becomes available in the future. In addition, it is recommended that an appropriate offer letter be given to the new hire.
    • The time limit for hiring a candidate temporary from a board appointed search is 6 months from the date the board appointed search yielded a hire or was closed.
  • Exception 10: Temporary Individual Instructors/ Mentors/Studio Instructors

    Temporary Individual Instructor/Mentor/Studio Instructor positions exist to provide a mentorship/directed study experience for students. These positions are temporary and intermittent. Given the unique circumstances when a position of this nature arises, the department administrator may authorize the appointment of an individual into an individual instructor/mentor position when the following parameters are met.

    • This exception cannot be used to instruct or mentor individuals under the age of 18.
    • The mentorship or directed study activity is no more five (5) hours per week for the employee.
    • The mentorship or directed study appointment is no more than one (1) semester in duration.
    • To use this exception the department must ensure that the employee possesses both the education/experience in the area of emphasis or specialization to further a student’s academic experience AND the ability to do so in a responsible, appropriate, and effective manner.
    • The instruction is provided in a UI classroom/lab/studio environment.
    • The hiring department and the employee understand that this appointment is categorized as temporary and Faculty Staff Handbook 3090 A and A-4 apply.
  • Exception 11: J-1 Scholars/Students or J Exchange Visitors

    The University of Idaho has responsibilities to the US Department of State Program as an Exchange Visitor Program sponsor. As Exchange Visitor Program sponsors, which are legal entities that have applied for and received designation from the Department of State to conduct an exchange program, have been enrolled in SEVIS, and which either directly offer the “program” in which the exchange visitor will participate, or which place the exchange visitor in an appropriate program.

    Characteristics of J-1 scholars/students:

    • Because most J-1 scholars or students are only on our campus for 1-3 years (with a possible extension beyond dates of 5 years), the positions they hold are not tenure track.
    • Faculty and staff bringing visiting scholars or students to campus for joint research projects know most of the professionals in their specific fields, and often have built professional relationships with many of these individuals. As such, the University expects these individuals to identify and hire the very most qualified short term researchers in J-1 status.
    • The department needs to determine a scholar’s proficiency in English, to make sure that he or she will be an asset.
    • J-1 scholars are a visiting temporary worker
    • There is not a requirement from DOL to conduct a search.
    • Most are here by invitation based on match of skills and have no intent of immigrating.
    • Many have a requirement to go back to their home country and share their knowledge.
    • Must have an advanced degree.
    • Very specialized work, may be unpaid by UI, could be fullbright scholars.
    • Background check done by Dept of Homeland Security.
    • Similar to visiting faculty or artist in residence positions.
    • The US Department of State audits institutions to ensure that only qualified scholars are invited to campuses.
  • Exception 12: Research Assistant and Teaching Assistant (RA and TA) positions over the summer.

    A note of clarification and required criteria:

    RA and TA positions are assistantship positions. A student can be an RA or TA only if all of the following criteria are met:

    • The student is a graduate student.
    • The student is currently enrolled.
    • The student is currently accepted into a program (major).

    Why the clarification?

    Unless a student is an enrolled graduate student accepted in a program over the summer, for example, they would NOT be eligible to be a RA/TA as they are not eligible for an assistantship for that period of time, EVEN IF they had been a RA/TA the previous semester, etc.

    Where the exception comes in and how to do it correctly:

    In the cases where a department would like to have their RA or TA continue to work with their research project performing the same work they did during their assistantship, but the student does not meet the criteria above of being on an assistantship, an exception to conducting a search may be made. In these cases, since the work has been performed by the student and their knowledge of the research or class is most likely more specific and involved than that of other potential applicants, a search does not need to be conducted for that limited period (such as summer). The student would instead be employed on an hourly basis to perform the work. Accurate timesheets must be kept and payment must be in the form of an hourly wage rather than by stipend or lump sum payment.

    Circumstances where this exception does not work:

    • If the student did not meet the criteria for an assistantship above to have been an RA or TA the semester immediately preceding the term for which the department wants them to be employed, then this exception will not be valid.
    • When the RA or TA graduates and is therefore no longer a student meeting the assistantship criteria, the department will no longer be able to continue the assistantship. If the department wishes to employ the former RA or TA, they will need to conduct a search or their AAC will have to request a special exception to search from the Human Rights Compliance Officer.