MSUAASF Hiring Procedures for New or Existing Positions
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
- 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 9/21/2016):
- Sponsored Programs (if granted funded only)
- Budget Officer
- Human Resources Director
- Equity & Affirmative Officer
- President (final approval)
- The NEOGOV 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.
- Human Resources prepares and emails a red search packet to the Hiring Manager after receiving final approval for the requisition in NEOGOV from the President.
- Hiring Manager forwards search packet (email) to department or search chair.
- Hiring Manager or designee drafts the Affirmative Action Recruitment Plan (RP) and sends it to the Provost’s Office and to the Office for Institutional Equity & Access (OEA) for approval along with the Notice of Vacancy (NOV). See section III Recruitment Plan / NOV for additional details. NOTE: The RP is the only document in this process that requires ink signature from all signatories. It is the department’s responsibility to ensure that the RP is printed and routed to the appropriate signatories for approval.
*Hiring Manager is the person within each unit who makes hiring decisions/authorizes hires.
- 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 Human Resources email@example.com. If you have questions, please contact Human Resources at 308-3202. 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.
- 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 Institutional Equity & Access (OEA):
- Affirmative Action Recruitment Plan (RP)
- 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.
- Notice of Vacancy (NOV)
- 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)
- St. Cloud State University is an equal opportunity employer and does not discriminate on the basis of race, sex, color, creed, religion, age, national origin, disability, marital status, status with regards to public assistance, sexual orientation, gender identity, gender expression, or status as a U.S. veteran. The Title IX coordinator at SCSU is Ellyn Bartges. For additional information, contact the Office of Institutional Equity & Access, (320) 308-5123, Admin. Services Bldg. Rm 102. (include this at the end of the 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
- OEA reviews NOV against the PD for completeness, and AA Recruitment Plan for clarity and timeliness. OEA notifies Human Resources, Hiring Manager and/or designee 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 the posting and provides the links to the positing with next steps.
- Search Committee Tasks and Ground Rules
- FIRST COMMITTEE TASKS
- Search Chair contact Human Resources to arrange for committee to meet with HR Analyst and OEA representative who will provide an overview of the search process, introduction to and training in NEOGOV system 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 (The screening tool must mirror the NOV required and preferred qualifications)
- Draft Interview Questions (for phone/skype, campus interviews and reference checks)
- Forward screening criteria form and interview questions to OEA for approval prior to any review of applications. OEA notifies Human Resources when screening form is approved. Once the screening tool has been approved and all confidentiality agreements have been received, access will be granted to the committee to review the applicant pool.
- Set up committee meeting schedule, using proposed search timeline from the AA Recruitment Plan as a guide.
- 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;
- Review 12 Cognitive Biases That Can Impact Search Committee Decisions worksheet, then draft Unconscious Bias Assessment Criteria (4 criteria that will be used as a check and balance to ensure an equitable search process). See Part 3 of the Search Advisory Committee Handbook to assist you with developing criteria;
- 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. *NEW Minnesota State Search Advisory Committee 4 Online Training modules available. To register:
- Log in to State of MN employee self service
- Select “Learning” from the lower right corner
- Search the catalog for the course and enroll in all four modules (Roles and Responsibilities of Search Advisory Committee Members, Laws and Policies for the Search Process, Mitigating the Effects of Unconscious Bias, A Fair and Effective Search Process).
- Launch and complete the modules from your All Learning folder.
- Search Advisory Committee Handbook available at http://www.hr.mnscu.edu/talent_management/Talent%20Mgmt%20documents/Search%20Committee%20%20Handbook%202016%20FINAL.pdf
- Questions from committee members should be routed to the Search Chair, who will then route them to the Affirmative Action Officer, Desiree’ Clark (firstname.lastname@example.org) or Office Manager, Meredith Athman (email@example.com) at 308-5123.
- Application Review
- Human Resources pre-screens applicant files for completeness and provides search committee members access to NEOGOV system. After logging in, Committee members select their search Exam # (Requisition #) or Exam Title (title of the position) and begins ONLINE review of the eligible applicant materials using the approved screening criteria form. Note: No printing, downloading, sharing or emailing of applicant materials is permitted. This is a breach of confidentiality and Minnesota Statutes sections 13.03 and 13.43 Subd. 3. Data privacy violations can create both institutional and personal liability. Minnesota Statutes section 13.09 provides, in part, “Any person who willfully violates the provisions of this chapter or any rules adopted under this chapter is guilty of a misdemeanor. Willful violation of this chapter by any public employee constitutes just cause for suspension without pay or dismissal of the public employee.”
- Members must use the approved 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 the committee’s comments on strengths and weaknesses for each applicant. Strengths and weaknesses should be based from the requirements and preferred qualifications on the NOV. If there additional criteria that are found during the review process, those criteria should also be listed in the strengths/weaknesses (e.g. Rec. for phone or campus interview, list of strengths/concerns)
- Fail – indicates those that didn’t meet the minimum qualifications or that had incomplete files; select the reasons for no selection 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 and that you want to keep on reserve, in case another applicant(s) is no longer available and/or declines an interview. Be sure to include specific reasons for non-selection based on the requirements and preferred qualifications of the NOV
- At each stage of the review process (Initial, Phone Interviews, Campus Interviews, Reference Checks) the strengths and weaknesses should be revised for each applicant. At the end of the review process, there should be a complete analysis from the committee of each applicant.
- Once the dispositions and comments are entered, email the Hiring Manager and OEA (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 OEA review the dispositions and comments in NEOGOV and determine if they approve or if there are additional candidates who should be interviewed.
- Phone/Skype interviews are an option for pre-screening and may be done to narrow an applicant pool. Phone/Skype interview questions must be approved by OEA prior to use and most or all committee members should be present during phone interviews.
- Upon approval, interviews can be arranged. Search Chair will create and provide the interview schedule and interview itineraries to OEA.
- 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 Human Resources (308-3202) 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. The Search Chair should contact the HR Analyst giving notice to send out this notification.
- Reference checks can be done prior to bringing candidates on campus and/or following the candidate interview process. Reference questions must be approved by OEA.
- 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/skype 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 should record strengths and weaknesses for each interviewee in NEOGOV in the Candidate Disposition Comments area and emails Hiring Manager and OEA. Hiring Manager will then review final dispositions and make a decision on which candidate to make an 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.
- Salary Calculation / Offer
- At the point when finalists are approved by the Hiring Manager and OEA, 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 Human Resources (AS204). HR Analyst 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 Human Resources (308-3202) email@example.com and provide name and contact information of the new hire. An HR Analyst will contact the new hire to schedule orientation.
- Proceed with hiring paperwork – see step 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: Jean Sandquist.
- Vice-President/Provost forwards all hire paperwork to OEA for approval
- OEA forwards hire paperwork to Human Resources for final approval and contract processing. 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.