MSUAASF Hiring Procedures for New or Existing Positions
Effective August 28, 2014, all requests to fill new or existing positions must be accompanied by a Hiring Freeze Exception Request form.
Requesting a “New” MSUAASF Position
Position Justification and Approval for a NEW MSUAASF position:
- Complete the following and submit to Human Resources:
- MSUAASF Position Description * - The Human Resources Office may suggest changes or modifications in addition to those suggested by the supervising authority. Only newly created or substantially changed existing position descriptions are forwarded to the MnSCU system office, where final salary range determination is approved. (also send this document electronically to firstname.lastname@example.org)
- MSUAASF Position Analysis Questionnaire
- Current Organizational Chart
- Justification Memo from supervisor that includes:
- Why was the position created?
- Where did the job duties come from?
- Campus Evaluation Committee (CEC) evaluates the materials submitted and recommends range to the MnSCU system office.
- MnSCU system office makes final range determination and notifies Human Resources
- Supervisor is notified of range approval by Human Resources and proceeds to Step I.1. below.
* MSUAASF Position Description – 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, comments, and approval. If it is determined the position took on substantial duties, the position will be reviewed and forwarded to the MnSCU system office for a salary range placement. It is not within the purview of any search committee to write or edit position descriptions.. Equal Employment Opportunity considerations are required for all vacancies including interim appointments. MSUAASF (Minnesota State University Association of Administrative Service Faculty) employees are covered by the MSUAASF bargaining unit contract.
MSUAASF Hiring Procedures for New or Existing Positions
I. Position Authorization
- Director/Dean/Associate Provost or Designee logs in to NEOGOV/Online Hiring Center and opens a new electronic requisition, completing all areas of the online form. The position description and/or NOV must be attached to the online requisition. Approval routing must be set up with approvals designated in the following order (NOTE: revised 8-28-14):
- Human Resources Director
- Budget Officer
- Sponsored Programs (if granted funded only)
- Equity & Affirmative Officer
- President (final approval)
- The NEOGOV/OHC system electronically routes requisition to approvers in this order, with the President as the final approver. An email notice is triggered and sent to each approver indicating that there is a new requisition to approve in above order automatically and each approver will have the choice to approve/reject/put on hold or cancel the requisition.
- Following the final approval, Human Resources receives notice and then authorizes and opens the requisition and creates a recruitment plan in NEOGOV indicating the position is ready to be searched.
- Human Resources prepares and sends a red search packet to hiring manager unit office as notice that a search can be commenced.
- Hiring Manager* forwards search packet to department or search chair.
*Hiring Manager is the person within each unit who makes hiring decisions/authorizes hires.
II. Search Committee Assembly
- To request representation from MSUAASF, IFO, AFSCME, MAPE or MMA bargaining units for search committee membership, please complete the Search Committee Membership Request form (click on this link or go to Forms area under Resources at this site) and email the form to email@example.com. If you have questions, you may contact Human Resources at x83203. Per MSUAASF Master Agreement requirement, “The number of ASF members on the committee will not be exceeded by the membership from any other bargaining unit.”
- Affirmative Action Requirements for all search committees:
- Each committee must be diverse and should include a representative from the under utilized class in the department/unit where applicable.
- 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.
- Simultaneously, complete the “Affirmative Action Recruitment Plan” (AARP) and “Notice of Vacancy”. After Vice-President signs the AARP, mail these forms to the Office of Equity & Affirmative Action (OEAA). (see Step III).
III. Affirmative Action Recruitment Plan / Notice of Vacancy / Advertising
The following forms must be completed by the Hiring Manager, approved by Vice-President (VP) and forwarded to Equity & Affirmative Action Office (EAA):
1. Affirmative Action Recruitment Plan form
- Advertising plan and AA recruitment strategies
- Search time line, including date review of applications begins; all positions are open until filled.
- Window of application for national searches open a minimum of 30 days.
2. Notice of Vacancy (NOV) template.
- Important items to remember when preparing NOV or Ad:
Every NOV and Ad that is placed by SCSU must contain the following statements:
- Bachelor’s or Master’s Degree (depending on position) at time of application (include in minimum qualifications)
- Evidence of demonstrated ability to work with persons from culturally diverse backgrounds. (include in the Minimum Qualifications section)
- 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, LGBT or persons with disabilities and veterans. SCSU is a member of Minnesota State Colleges and Universities System. (at end of NOV)
- The NOV is drafted by the Hiring Manager from position responsibilities and qualifications contained in the position description. Hiring Manager 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 approved NOV
- EAA reviews NOV against the PD for completeness, and AA Recruitment Plan for clarity and timeliness. EAA notifies Human Resources once both the NOV and Recruitment Plan are approved.
- Human Resources posts the position on NEOGOV and on AA websites and places one ad paid for by Academic Affairs.
- Human Resources notifies Hiring Manager and search chair of approval and next steps.
IV. Search Committee Tasks and Ground Rules
- FIRST COMMITTEE TASKS
- Search Chair contact Human Resources to arrange for committee to meet with Human Resources and Equity & Affirmative Action Office representative who will provide an overview of the search process and the importance of confidentiality and data privacy of applicants during the search process. A handout outlining this is provided to all members along with a Confidentiality Agreement form to sign.
- Schedule initial committee meeting.
- Review NOV terminology for full understanding of terms of responsibilities, qualifications and experience; be clear as to what is required, what is preferred;
- Draft NOV terminology into Screening Criteria form
- Draft Interview Questions (for phone and/or campus interviews)
- Forward screening criteria form and interview questions to EAA for approval prior to any review of applications. EAA notifies Human Resources when screening form is approved.
- Human Resources provides introduction to and training in NEOGOV system during this first meeting.
- Set up committee meeting schedule.
- ESTABLISH COMMITTEE GROUND RULES
- Committee as a whole 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.
- Decide standard way to achieve consensus;
- Decide how to break stalemate;
- Decide when and how to inform unit/department of progress;
- Committee Chair is sole spokesperson of Committee;
- 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 the link to all search committee members and have them review it. This will provide some basic concepts and fundamental law.
- Questions from committee members should be routed to the Search Chair, who will then route them to the Equity & Affirmative Action Office (x8-5123).
V. Application Review
- Human Resources pre-screens applicant files for completeness and provides search committee members access to NEOGOV/OHC system. After logging in, Committee members select their search Recruitment Plan and begins ONLINE review of the eligible applicant materials using the approved screening criteria form. Note: No printing or downloading of applicant materials is permitted.
- Members must use the screening criteria form for each applicant review.
- Committee’s collective assessment of each applicant is recorded on the screening criteria form and kept in the search file.
- Maintain complete confidentiality; credential discussion should only be among committee members.
- The committee’s collective assessment of each applicant is recorded in the NEOGOV system and becomes the official record. The search chair will log into NEOGOV and enter each candidate’s disposition and comments (summary of strengths and weaknesses) based on the committee’s consensus as follows:
- Click on the first candidate’s name and then click on Show Candidate Disposition in the upper right hand side of the screen. Enter the disposition (committee consensus) and click on one of the options there using this as your guide:
- Pass – indicates those you recommended for interview; enter comments in the comment box indicating that these are your A-List (e.g. Rec. for phone or campus interview, list summary of strengths/concerns)
- Fail – indicates those that did not meet the minimum qualifications or that had incomplete files; select the Reject Reason from the dropdown list and enter a comment indicating what qualifications they were lacking or item(s) missing based on review of their application file.
- Other – indicates those that meet the minimum qualifications but are not as strong as those you are recommending for interview. You will want to keep these on reserve (B-List and C-List) in case the A-List people are no longer available and/or decline interviews. Be sure to include specific reasons for non-selection in the Comments box (why they are not as strong as those recommended for interview (A-List); what makes them less qualified)
- Once the dispositions and comments are entered, email the Hiring Manager and EAA (cc: firstname.lastname@example.org) to let them know and then wait for approval from both before contacting finalists to schedule interviews.
- Hiring Manager and EAA review the dispositions and comments in NEOGOV and determine if they approve or if there are additional candidates who should be interviewed.
- Upon approval, interviews can be arranged. Search Chair will create and provide the interview schedule and interview itineraries to EAA.
- For MSUAASF positions, candidate names, bios and curriculum vitaes/resumes can be made public via an announcement and or posting the SCSU website. Contact Human Resources (308-3203) to assist or you may contact University Communications directly and they will assist. Please note that the person who posts the candidate information on the website is also responsible to be sure it is removed after search is closed.
- If an applicant indicates in their application or during their phone interview that they cannot provide proof of their legal right to work in the U.S., contact Karla Shangrow in Human Resources (308-3203) or by email at email@example.com before proceeding. If an on-campus interview, you may also include Human Resources in the interview schedule (15 minutes) to answer questions and address current status. Call 308-3203 to arrange. See Foreign National section of this website for more detailed information.
- Human Resources sends email notices to initial group of unsuccessful applicants.
- Phone interviews are an option for pre-screening and may be done to narrow an applicant pool. Phone interview questions must be approved by EAA prior to use and majority of search committee members should be present during phone interviews.
- Reference checks can be done prior to bringing candidates on campus and/or following the candidate interview process. Reference questions must be approved by EAA.
- Treat all candidates the same (including internal candidates), and with the courtesy of guests. Note: Internal candidates that rise to the level of a finalist should be interviewed first (for phone or campus interviews).
- Personal questions are not appropriate; this is an assessment of professional qualifications based on the published criteria.
- Arrange for candidates to be picked up and dropped off at airports.
- Arrange to have candidates accompanied around campus.
- For a national search, three (3) interviews is the norm. More is acceptable with approval by the Hiring Manager and Vice-President/Provost.
- This is recruitment; put the department’s best foot forward.
- 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 (320) 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 mailto:firstname.lastname@example.org or 308-2077.
- Committee should meet as soon as possible after the interviews are completed to compare notes and discuss results of interviews.
- Search Committee Chair enters strengths and weaknesses for each interviewee in NEOGOV in the Candidate Disposition Comments area and emails Hiring Manager and EAA seeking approval and a decision on offer and hire.
- Search Committee's work is now complete - all materials related to the search must be turned in to the Hiring Unit office, including screening forms and interview questions completed by the search committee members.
- Hiring Manager should proceed to Step VII to work with Human Resources to determine Salary Calculation and Offer.
- 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: For administrative searches, candidate travel expenses are the financial responsibility of the hiring unit.
VII. Salary Calculation / Offer
- At the point when finalists are approved by the Hiring Manager and EAA, the Hiring Manager will send the MSUAASF Prior Work Experience Collection form to finalists to complete prior to campus interview for all new fixed-term and probationary MSUAASF searches.
- Forward the completed forms to Rose Haugen email@example.com in Human Resources (AS204). Rose will log into NEOGOV to find the finalists’ application materials and verify the MSUAASF creditable work experience form for each finalist and determine the creditable experience and a potential starting salary offer for each finalist and communicate these to the Hiring Manager. Offers must be confirmed in writing by letter from HR.
- Following interviews, Final candidate recommended by Hiring Manager and approved by Vice-President/Provost and by the President.
- Contact Karla Shangrow in HR firstname.lastname@example.org and provide name and contact information of the new hire. Karla will contact the new hire to schedule orientation.
- Proceed with hiring paperwork – see step VIII.
VIII. Hire / Payroll Deadlines / Closing Search File
The Employment Request Form (ERF) is used by HR to complete the hire of an employee. It initiates the process whereby an Appointment Form is generated and places the employee on payroll.
- The Hiring Manager completes and submits the MSUAASF Employment Request Form (ERF) to appropriate unit Vice-President/Provost along with a copy of the finalist’s printed NEOGOV application and attached resume/vitae, copies of official transcripts, references and the notice of vacancy (NOV).
Note: Copies of official undergraduate and graduate transcripts are acceptable for Bachelor’s and Master’s level positions. Note: Student records/unofficial transcripts printed off the internet are NOT acceptable.
Official Original transcripts are required for PhD level positions and should be requested and submitted directly to the Human Resources office, Attn: Karla Shangrow.
- Vice-President/Provost forwards all hire paperwork to EAA for approval
- EAA forwards hire paperwork to Human Resources for final approval and contract processing. Note: In order for an employee to be paid in a timely manner, the MSUAASF ERF must be processed through Human Resources 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 attachments and a completed I-9 form which will be processed through Human Resources.
- Human Resources notifies remaining unsuccessful candidates, closes search and completes hire in NEOGOV,
- Hiring Unit keeps committee search materials on file within hiring unit for three years from date of hire and then they are destroyed.