Employment Procedures and Practices

HIring Procedures > Unclassified > MSUAASF

MSUAASF Hiring Procedures for New or Existing Positions

(revised 02-2013)

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 Office of the Chancellor, where final salary range determination is approved. (also send this document electronically to humanresources@stcloudstate.edu)
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), comprised of HR reps and MSUAASF CEC rep, evaluates the materials submitted and recommends range to Office of the Chancellor
Office of the Chancellor makes final range determination and notifies HR rep
Supervisor is notified of range approval by HR 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 Office of Chancellor for a salary range placement. It is not within the purview of any search committee to write or edit position descriptions. Administrators should be selected based on their qualifications and organizational fit. Equal Employment Opportunity considerations are required for all administrative assignments 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

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:
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, EAA Analyst receives notice and then authorizes and opens the Requisition and creates a recruitment plan in NEOGOV indicating the position is ready to be searched.
EAA Analyst prepares and sends a red Search Packet to the Director/Dean/Associate Provost’s unit office as notice that a search can be commenced.
Director/Dean/Associate Provost forwards Search Packet to department or search chair.

Search Committee Assembly

NEW 2/4/13!! 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 humanresources@stcloudstate.edu. If you have questions, you may contact Human Resources at x8-3203. 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 underutilized 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.

Recruitment Plan / Notice of Vacancy / Advertising

The following forms must be completed by the Director/Dean/Associate Provost, approved by Vice-President (VP) and forwarded to EAA:

Affirmative Action Recruitment Plan
1. Search committee & search chair names (approved by Barg. Unit reps)
2. Advertising plan and AA recruitment strategies
3. Search timeline, including date review of applications begins; all positions are open until filled.
4. Window of application for national searches open a minimum of 30 days.
Notice of Vacancy (NOV) The NOV is drafted by the Director/Dean/Associate Provost from position responsibilities and qualifications contained in the position description. Director/Dean/Associate Provost 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 Notice of Vacancy.

Important items to remember when preparing NOV or Ad:
Every NOV and Ad that is placed by SCSU must contain the following:

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)

EAA reviews NOV against the PD for completeness, and AA Recruitment Plan for diversity of committee, clarity and timeliness.
EAA notifies Director/Dean/Associate Provost and Search Chair when approved.
EAA posts the position on NEOGOV and on AA websites and places one ad paid for by Academic Affairs.

Search Committee Tasks and Ground Rules

FIRST COMMITTEE TASKS

Search Chair arranges for committee to meet with 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.
EAA Analyst provides introduction to and training in NEOGOV system during this first meeting.
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.

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).

Application Review

EAA Analyst 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 (strengths and weaknesses) based on the committee’s consensus as follows:
1. 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:
  1. 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 of strengths/concerns)
  2. Fail – indicates those that didn’t 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.
  3. Other – indicates those that meet the minimum qualifications and that you want to keep on reserve (B-List and C-List if needed) in case the A-List people are no longer available and/or decline interviews. Be sure to include specific reasons for non-selection (why they are not as strong as the A-List candidates, what makes them less qualified)
2. Once the dispositions and comments are entered, email the Hiring Manager and EAA 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, Dean/Associate Provost will notify Search Chair at which time interviews can be arranged. Search Chair will create and provide the interview schedule and interview itineraries to EAA.
EAA Analyst 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.

Interviews

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 Director/Dean/Associate Provost 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:helpdesk@stcloudstate.edu 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.
Director/Dean/Associate Provost and Vice-President/Provost proceed to Step VII to work with Human Resources to determine Salary Calculation and Offer.
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.
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.

Salary Calculation / Offer

At the point when finalists are approved by the Hiring Manager (Director, Dean, Associate Provost, Vice-President) and EAA, the Hiring Manager will send the MSUAASF Prior Work Experience Collection form to finalists to complete prior to campus visit/interview for all new fixed-term and probationary MSUAASF searches.
Forward the completed forms to Rose Haugen rmhaugen@stcloudstate.edu 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 Director/Dean/Associate Provost and approved by Vice-President/Provost and by the President.
Contact Karla Shangrow in HR kjshangrow@stcloudstate.edu 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.

Hire / Payroll Deadlines / Closing Search File

The Director/Dean/Associate Provost completes and submits the MSUAASF Employment Request Form (ERF) to appropriate unit Vice-President/Provost 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 HR office, Attn: Karla Shangrow.

In order for an employee to be paid in a timely manner, the MSUAASF ERF 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 will be processed through Human Resources.
Vice-President/Provost forwards all hire paperwork to EAA for approval; search completed and Requisition is closed.
EAA forwards ERF and attachments to HR for final approval and contract processing.
EAA notifies remaining unsuccessful candidates.
Hiring Unit keeps committee search materials on file within hiring unit for three years from date of hire and then they are destroyed.

NOTE: If you have any difficulties opening forms or accessing links from this document, please go to the Resources tab on left and access forms from the Forms area. Sorry for the inconvenience.