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MnSCU Administrator Hiring Procedures

Administrators should be selected based on their qualifications and organizational fit. Equal Employment Opportunity considerations are required for all administrative assignments including interim appointments. Administrators are typically covered by the Personnel Plan for Administrators.

1. Position Authorization

Before any search begins for administrative positions, the position description must be updated. Position descriptions must be updated at least every three years, or more often if there are substantial changes in duties and responsibilities.  The sole responsibility for updating position descriptions lies with the immediate supervisor to whom the position reports.  A vice president or president may also review and approve position descriptions.  All job descriptions must be routed to Human Resources for review and comments.  If it is determined the position took on substantial duties, the position will be reviewed and forwarded to Office of Chancellor for a salary range placement.   It is not in the purview of any search committee to write or edit position descriptions. 

To fill a position on a permanent or interim basis, the following process should be followed:



1. Complete the following and submit to HR
1. Request to Hire Approval Form
2. Position Description Form: MnSCU Administrators (if new or revised)
3. Position Analysis Questionnaire Form: MnSCU Administrators (if new position)
4. Current Organizational Chart
2. Supervisor is notified of Request to Hire Form approval.
3. Supervisor and Office of Equity & Affirmative Action (EAA) notified of range approval.
2. Search Committee Assembly
   1. The collective membership of MnSCU Administrator search committees is determined at the discretion of the President or designee. The Supervising Authority or designee requests membership from the Faculty Association on the committee. Members of the committee will be consulted about and receive at least one week’s notice before the first meeting. The Search Committee Chair is appointed by the Supervising Authority; however, the Supervising Authority may allow the Search Committee to elect a Chair. Any questions about search committee assembly should be directed to the Director of Human Resources or the Equity & Affirmative Action Officer (EAAO).
   2. Affirmative Action requirements for all Search Committees:
      1. Each committee must be diverse and should include a representative from the underutilized class in the department/unit where applicable.
      2. If it is not possible to constitute a committee within the unit which meets this minimum, a representative from outside the unit or administrative unit where the vacancy occurs may be asked to serve as a member of the committee.
3. Recruitment Plan / Notice of Vacancy / Advertising

The following forms must be completed, approved by Vice-President (VP) or Supervising Authority (SA) and forwarded to EAA:

1. Affirmative Action Recruitment Plan
1. Search committee & search chair names
2. Advertising plan and AA recruitment strategies
3. Search timeline, including close or first review date
4. Window of application for national searches open a minimum of 30 days.
2. Notice of Vacancy (NOV)
   1. The NOV is drafted by the Supervising Authority from position responsibilities and qualifications contained in the position description. Supervising Authority provides the Search Committee Chair with a copy of the current approved Position Description (PD) along with the NOV. Ads for professional publications and newspapers are written based on the NOV.
      
      Important items to remember when preparing your Ad or NOV:
      Every Notice of Vacancy and Ad that is placed by SCSU must contain the following statements:
      1. The successful candidate will have demonstrated ability to work with persons from culturally diverse backgrounds. (include in the Qualifications section)
      2. Submit a letter of interest, resume/vitae, transcripts (copies acceptable for initial screening) and three letters of professional reference (may substitute “names, addresses, telephone numbers of three professional references”). (include in the Application Information section)
      3. SCSU is committed to excellence and actively supports cultural diversity. To promote this endeavor, we invite individuals who contribute to such diversity to apply, including minorities, women, GLBT, or persons with disabilities. SCSU is a member of Minnesota State Colleges and Universities System. (at end of NOV)
   2. NOV and PD forwarded from EAA to HR for review. HR Director reviews NOV against approved position description and makes changes as needed, approves and returns to EAA.
   3. EAA reviews for completeness, diversity of committee, clarity and timeliness.
   4. EAA notifies SA and Search Chair when approved.
   5. EAA posts the position on AA websites and places one ad paid for by Academic Affairs.
4. Search Committee Tasks and Ground Rules
1. FIRST COMMITTEE TASKS
1. Search Chair arranges for committee to meet with the Equity & Affirmative Action Officer, who gives the search committee its charge and answer questions.
1. Review NOV terminology for full understanding of terms of responsibilities, qualifications and experience; be clear as to what is required, what is preferred;
2. Draft NOV terminology into Screening Criteria form
3. Draft Interview Questions - Include an interview question that asks if the candidate is eligible to work in the USA.
4. Forward Screening Criteria form and Interview Questions to EAA for approval prior to any review of applications.
2. Arrange for applicant files to be secured; with space for reviewing.
3. Set up committee meeting schedule. 
2. ESTABLISH COMMITTEE GROUND RULES
1. Committee as a whole is the agent of university, not individuals;
2. Decide standard way to achieve consensus;
3. Decide how to break stalemate;
4. Decide when and how to inform unit of progress;
5. Committee Chair is sole spokesperson of Committee;
6. Maintain confidentiality of deliberations, records and applicant information as per Minnesota State Data Practices Act. Click on this link to a short video from MnSCU regarding the law and confidentiality issues in searches. Please forward it to all search committee members and have them review it.  This will provide some basic concepts and fundamental law.  Questions should be routed to the Search Chair, who will then route them to the Equity & Affirmative Action Officer (x8-5123).  A search committee (as a whole, not individually) acts as an agent of the university and is obligated to follow law and policy applying to personnel matters in carrying out the President's authority to hire, which is delegated, in writing, to the Provost.  
5. Application Review
1. All applications must be acknowledged in writing (email is preferred-see Acknowledgement of Application letter/email template). The letter contains a link to the Equal Employment Opportunity form which must be sent to all applicants (completion of the form is voluntary). The completed form should be returned by email to affirmativeaction@stcloudstate.edu (not to the search committee, department or hiring unit).
2. Maintain complete confidentiality; credential discussion should only be among committee members.
3. Members must use the screening criteria form for each applicant review.
4. The committee’s collective assessment of each applicant is recorded on the screening criteria form and kept in the search file.
5. Phone or airport interviews are an option for pre-screening and may be done to narrow an applicant pool. Two committee members should be present during phone interviews.
6. Create Applicant Flow Analysis that includes every applicant and committee’s assessment, including specific reasons for non-selection based on the NOV criteria.
7. Draft Memo of Strengths and Weakness of Best Qualified candidates for interview (A-List), and Well Qualified candidates for back-up (B-List);
8. Forward Memo and Applicant Flow Analysis to VP or SA for approval;
9. Upon approval, VP or SA forwards the Memo and Flow Analysis to EAA;
10. Upon approval, EAA notifies Search Chair at which time interviews can be arranged.
11. If an applicant is not a US citizen or U.S. permanent resident, include Human Resources in the interview schedule (15 minutes). Call 308-3203 to arrange. See Foreign National section for more detailed information.
12. Notify unsuccessful applicants.
13. Reference checks can be done prior to bringing candidates on campus and/or following the candidate interview process.
6. Interviews
1. Treat the candidate with the courtesy of a guest.
2. Personal questions are not appropriate; this is an assessment of the person’s professional qualifications.
3. Arrange for candidates to be picked up and dropped off at airports.
4. Have candidates accompanied around the campus.
5. For a national search, 3 interviews is the norm.
6. This is recruitment; put the department’s best foot forward.
7. Seeking work-related travel/interview alternatives? Web/video/phone conferencing bring creative solutions.  St. Cloud State University provides and supports several meeting alternatives that can alleviate time and travel costs. To learn more about the SCSU-supported technologies or for assistance in using them, contact ITV/Video/WebConferencing 308-4096. In addition to these SCSU-supported options, there are several other free options available on the Web. For information on downloading and installing these types of software, please contact the HelpDesk at helpdesk@stcloudstate.edu or 308-2077.
8. Committee should meet ASAP to compare notes and discuss results of interviews.
9. Committee should discuss and record strengths and weaknesses for each interviewee.
10. Provide reasons for committee's recommendation (unranked) to VP/SA.
11. Upon approval, VP/SA forwards copy to EAA.
12. Search Committee's work is now complete. VP/SA proceed to Step VII.
13. For candidate travel expense reimbursement guidelines, see Guidelines for Use of Recruitment Funds for Non-Faculty Searches. Contact SCSU Business Office, Payroll Services X8-4005 for more information.
    Note: Candidate travel expenses are the financial responsibility of the hiring unit.
7. Salary Calculation/Offer
1. Final candidate recommended by VP/Supervising Authority and approved by the President.
2. Have the candidate complete the Unclassified Personnel Application Form.
3. The Human Resources Director will assist in evaluating the applicant’s education and experience for salary placement. Approval for salary requests beyond mid-salary range need to be approved by the President.
4. Offers must be confirmed in writing by letter. If relocation expenses are part of the negotiated offer (needs prior approval of the president), that must be specifically outlined in the letter.
8. Hire / Payroll Deadlines / Search Close
1. Complete MnSCU Administrator Employment Request Form and submit to HR with transcripts, reference letters, Unclassified Personnel Application Form and the notice of vacancy.
2. In order for an employee to be paid in a timely manner, the Employment Request Form must be processed through HR immediately. Any delay can have significant impact on when the employee receives their first paycheck. It also impacts the employee’s ability to access e-mail and obtain a campus card.
   No employee may work without an appointment letter, an Employment Request Form and completed I-9 form which have been processed through Human Resources.
3. If the person being hired is not a U.S. citizen or U.S. permanent resident, contact Human Resources at 308-3203 so that a work authorization can be processed right away, if necessary.
4. HR forwards to EAA for final signature; search completed and file closed.
5. EAA forwards employment request form to HR for contract processing.
6. Search Chair notifies remaining unsuccessful candidates.
7. Committee search materials are archived within hiring unit for three years.