Professional Position Negotiation Process

System to standardize the professional negotiation process (average timeline ~7 days):

  1. The hiring committee chair sends strengths and weaknesses to the Extension Staff Coordinator.
  2. The Staff Coordinator (with Extension HR Assistant Director copied) will send the strengths and weaknesses/search summary to UMaine HR for review.
  3. UMaine HR will contact the staff coordinator to provide the greenlight to start the professional offer process.

Professional Offer Process:

  1. Within five days of clearing UMaine HR approval process, the Extension Staff Coordinator will notify the position supervisor of the approved salary range and that the offer process can progress.
  2. To start the offer process, the position supervisor will send an email with the candidate’s vita, position job description, and the below position parameters to the
  3. Administrative Hiring Committee (Extension Staff Coordinator, Extension HR Assistant Director, CE Finance, and Associate Dean and for split appointments, a member of the other unit). The Program Leader’s email will include recommendations for the following position parameters:
      1. Salary and address these parameters.
        • Experience (1-2 years, 3-5 years, 6+)
        • Education
        • Funding history or if they are arriving with funding.
        • Examine other professional salaries
        • Other certifications
        • Base or soft-funded
      2. Office Location
      3. Start Date
      4. Other Items
        The below items and funds are not required, but please address them when you contact the administrative hiring committee.

        • Moving costs – $3,500 (Optional)
        • Technology requests (Computer – $1,500) and basic office furniture/equipment ($1,500) (Optional)
        • Identify possible mentors and informal peer committee
        • Visa and international employment costs (Optional)
        • Reference an MOU (For split appointments and special situations)
  4. The supervisor begins candidate negotiation within two business days of the administrative hiring committee email/meeting.
  5. Once the final offer has been negotiated, the supervisor will email the administrative hiring committee and administrative coordinator ( with an update on the final position offer. The supervisor must forward all email conversations with the candidate to the staff coordinator.
  6. OPTIONAL: If requested by the candidate, the supervisor and program leader can provide a letter with a tentative offer to the candidate (Tentative Offer Letter issued by Associate Dean).
  7. HR will then start the hiring process and official offer letter. The administrative coordinator and PL will work with the candidate once they have accepted the offer.
  8. The supervisor will contact the candidate and start the orientation and welcome process.