St. Cloud State University
FAQs for Faculty and Administrative Searches
Q - Where can I find the Search Procedures for faculty and administrator searches?
A – For complete search guidelines, forms, recruitment resources, etc. for full time and temporary vacancies, go to: http://www.stcloudstate.edu/employeeprocedures/default.asp
Q – When can a search be started?
A – Authorization by the president, vice-president, dean, director/supervisor, Human Resources director and the budget officer for the university must have signed “Request to Hire” form, usually initiated by the hiring unit office. Upon approval, go to the website above and follow appropriate guidelines.
SEARCH COMMITTEE ASSEMBLY AND GROUND RULES
Q – How many members needed for a search committee?
A - Three to five works well. See Step II of search guidelines for more details – different searches require different membership. All search committees must have ethnic and gender diversity.
Q – What authority does a search committee have?
A - The search committee (as a whole, not individually) acts as an agent of the university in carrying out the President's authority to hire, which is delegated, in writing, to the Provost. All questions regarding searches should be directed through the search chair to OAA. Search committee purpose is to assess credentials and recommend best candidates to dean/provost/vice-president and/or president.
Q – What about confidentiality during a search?
A – Click here to review short video: http://www.hr.mnscu.edu/video/index2.html. All search committee members should review it. Further questions should be directed to the Director of Affirmative Action, OAA (phone: 308-5123 or email affirmativeaction@stcloudstate.edu)
RECRUITMENT, NOVs, and POSTING ADs
Q – How does the notice of vacancy get written?
A – 1)Faculty searches - department chair works with the search committee to write the NOV based on needs of the department. 2) administrator and MSUAASF searches - NOV is written based on the responsibilities and qualifications in the most current position description (PD). The “required” and “preferred or desired” qualifications must be clearly stated and must reflect the PD.
Q – How do ads get placed and who pays for them?
A –The OAA posts the NOV on all OAA designated websites. Check http://www.stcloudstate.edu/employeeprocedures/documents/AdvertisingInfoSheet.pdf . Provost/Office of Academic Affairs pays for one print ad per search that OAA then places.
Q - How do we treat internal applicants?
A – Treat internal candidates the same as any other applicants. Consistency is important to fairness.
Q – When do we notify applicants who are not selected as finalists?
A – It depends. It’s best after finalists are determined (see Step V). When an offer to hire is accepted, notify the remaining finalists. (see Step VIII).
Q – Can people apply by email and what about reference letters?
A – Communication by email prevalent, so use it as much or whenever appropriate, including applications. Can ask for reference letters, but notes on reference phone calls are acceptable.
Q – When is it appropriate to do phone interviews?
A – Always for fixed-term faculty searches; for other searches to narrow down finalists. Send a copy of phone interview questions to affirmativeaction@stcloudstate.edu for approval.
Q – How many finalists should we bring to campus for interviews?
A – Minimum of three is the norm for a national search for a permanent or probationary/tenure-track position.
Q – When may we call finalists in for interviews?
A – After applicant flow analysis and a memo of strengths and weaknesses for the finalists has been approved by the dean/vice-president and AAO.
Q – What should we do to give a good impression of our department and SCSU?
A – Your department website should showcase areas of expertise, programs, strengths, listing of faculty/staff, etc. Post department job openings on it.
Q – Who pays for travel expenses for finalists?
A – For faculty searches, candidates pay up front and then Office of Academic Affairs reimburses candidates for expenses. For more details, go to -http://www.stcloudstate.edu/employeeprocedures/guides/Reimbursement%20guildelines-Faculty%20searches.pdf
For administrative (MSUAASF and MnSCU Administrators) searches, candidates pay up front and then are reimbursed by department or hiring unit. For more details, go to - http://www.stcloudstate.edu/employeeprocedures/guides/Reimbursement%20guidelines%20non-faculty%20staff%20searches.pdf
HIRING PAPERWORK , FINAL SEARCH DETAILS
Q – How long do we need to keep applicant files after a search is completed?
A – Keep the records documenting the consensus of the committee on screening form. Keep applicant materials for three years, then destroy. Set a date to do this on annual basis (suggest July 1).
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St. Cloud State University is an affirmative action/equal opportunity educator and employer.
St. Cloud State University is a member of the Minnesota State Colleges and Universities system.
