Hiring Procedures > Unclassified > Minnesota State Administrators


Minnesota State Administrator Hiring Procedures

(revised 10-27-17)

All requests to fill new or existing positions must be accompanied by a Hiring Freeze Exception Request form.

Position Justification and Approval for a NEW Minnesota State Administrator position:
    1. Complete the following and submit to HR
      1. Position Description Form: Minnesota State Administrators
      2. Current Organizational Chart
    2. HR evaluates the materials submitted and recommends range to the Minnesota State system office.
    3. Minnesota State system office makes final range determination and notifies HR rep
    4. Supervisor is notified of range approval by HR and proceeds to Step I.1. below.

* Minnesota State Administrator Position Description - Before any search begins for administrative positions, the position description must be created or 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 position 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 Minnesota State System Office for a salary range placement. It is not in the purview of any search committee to write or edit position descriptions. Equal Employment Opportunity considerations are required for all administrative assignments including interim appointments. Minnesota State Administrators are covered by the Personnel Plan for Administrators.

I. Position Authorization

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

    1. President/Vice-President/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):
        1. Provost/Vice-President
        2. Human Resources Director
        3. Budget Officer
        4. Sponsored Programs (if grant funded only)
        5. Equity & Affirmative Officer
        6. President – final approval
    2. 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/deny/put on hold or cancel the Requisition.
    3. Following the final approval of the President, Human Resources receives notice and then authorizes, notifies the hiring unit and opens the Requisition and creates a recruitment plan in NEOGOV indicating the position is ready to be searched.
    4. Human Resources prepares and sends a red search packet to the Hiring Manager* who then forwards the packet to the search chair.

    *Hiring Manager is the person within each unit who makes hiring decisions/authorizes hires.

II. Search Committee Assembly

    1. The collective membership of Minnesota State Administrator search committees is determined at the discretion of the President or designee. 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. 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 Hiring Manager. Any questions about search committee assembly should be directed to the Director of Human Resources or the Institutional Equity & Accessr (IEAO).
    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. Simultaneously, Complete the “Affirmative Action Recruitment Plan” and “Notice of Vacancy”.  After Vice-President signs the AARP, mail these forms to the Institutional Equity & Access (OIEA).  (see Step III).

III. Affirmative Action Recruitment Plan / Notice of Vacancy / Advertising

The following forms must be completed, approved by Vice-President or Hiring Manager and forwarded to the Institutional Equity & Access (IEA):

    1. Affirmative Action Recruitment Plan form
      1. Advertising plan and AA recruitment strategies
      2. Search timeline, including review of applications begins date; positions are open until filled.
      3. Window of application for national searches open a minimum of 30 days.
    2. Notice of Vacancy (NOV) template
      1. 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 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. Evidence of the ability to work with persons from culturally diverse backgrounds. (include in the Qualifications section)
        2. 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. SCSU is a member of Minnesota State Colleges and Universities System. (at end of NOV)
      2. IEA reviews NOV against approved position description and makes changes as needed and provides revised NOV to Hiring Manager.
      3. IEA reviews AA Recruitment Plan for completeness, clarity and timeliness and upon approval, IEA notifies Human Resources once both the NOV and Recruitment Plan are approved.
      4. Human Resources posts the position on NEOGOV, AA websites and places one ad paid for by Academic Affairs.
      5. Human Resources notifies Hiring Manager and Search Chair of approval and next steps.

IV. Search Committee Tasks and Ground Rules

      1. Search Chair contacts Human Resources to arrange for committee to meet with Human Resources and Institutional Equity & Access 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. 
      2. Schedule initial committee meeting:
        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 (phone and/or campus interview questions)
        4. Forward Screening Criteria form and Interview Questions to IEA for approval prior to any review of applications.
        5. Human Resources provides introduction to and training in NEOGOV/OHC system during the first meeting.
      3. Set up committee meeting schedule.
      1. 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.
      2. Decide standard way to achieve consensus;
      3. Decide how to break stalemate;
      4. Decide when and how to inform unit/department 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 Minnesota State 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.
      7. Questions from committee members should be routed to the Search Chair, who will then route them to the Institutional Equity & Access (x8-5123).

V. Application Review

    1. Human Resources pre-screens applicant files for completeness and provides access to Search committee members access to NEOGOV/OHC system.  After logging in, Committee members select their position search and begin ONLINE review of the eligible applicant materials using the approved screening criteria form to record their notes.  Note:  No printing or downloading of applicant materials is permitted.
    2. Members must use the screening criteria form for each applicant review.
    3. Committee’s collective assessment of each applicant is recorded on the screening criteria form and kept in the search file.
    4. Maintain complete confidentiality; credential discussion should only be among committee members.
    5. 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:
      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 summary of strengths/concerns)
        2. 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.
        3. 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)
      B. Once the dispositions and comments are entered, email the Hiring Manager and IEA (cc: ddclarck@stcloudstate.edu) to let them know and then wait for approval from both before contacting finalists to schedule interviews.
    6. Hiring Manager and IEA review the dispositions and comments in NEOGOV and determine if they approve or if there are additional candidates who should be interviewed.
    7. Phone or airport interviews are an option for pre-screening and may be done to narrow an applicant pool. Majority of search committee members should be present during phone interviews.
    8. Upon approval, Search Chair is notified at which time interviews can be arranged.
    9. For Minnesota State Administrator 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.
    10. 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 (308-3203) humanresources@stcloudstate.edu 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.
    11. Human Resouces sends email notices to initial group of unsuccessful applicants.
    12. Reference checks can be done prior to bringing candidates on campus and/or following the candidate interview process.  Search committee should consult with the Hiring Manager regarding the timing and candidates should be notified as a courtesy.  Reference call questions must be approved by IEA before the calls are conducted.

VI. Interviews

    1. 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).
    2. Personal questions are not appropriate; this is an assessment of professional qualifications based on the published criteria.
    3. Arrange for candidates to be picked up and dropped off at airports.
    4. Arrange to have candidates accompanied around campus.
    5. For a national search, three (3) interviews is the norm.  More is acceptable with approval by the Hiring Manager.
    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 (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.
    8. Committee should meet as soon as possible after the interviews are completed to compare notes and discuss results of interviews.
    9. Search Committee Chair should record strengths and weaknesses for each interviewee in NEOGOV in the Candidate Disposition Comments area and emails Hiring Manager and IEA seeking approval and a decision on offer and hire.
    10. 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.
    11. Hiring Manager proceed to Step VII to determine Salary Calculation and Offer.
    12. 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

    1. Final candidate recommended by Hiring Manager and approved by the President.
    2. The Hiring Manager will need to log in to NEOGOV and print the job posting, the new hire application, vita, transcripts, references, and notice of vacancy (NOV).
      • 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.

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 needs to be approved by the President.

4, Offers must be confirmed in writing by a letter from Human Resources. If relocation expenses are part of the negotiated offer (needs prior approval of the president), that must be specifically outlined in the letter.

5. Hiring department contacts Human Resources and provides name and contact of the new hire. HR will contact the new hire to schedule orientation.

VIII. Hire / Payroll Deadlines / Closing Search

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.

    1. Hiring Manager or designee will complete Minnesota State Administrator Employment Request Form (ERF) and submit to IEA with transcripts, reference letters, NEOGOV application (printed from NEOGOV system) and the notice of vacancy attached.
    2. Vice-President/Provost forwards all paperwork to IEA for approval.
    3. IEA reviews and approves.
    4. IEA forwards employment request form and attachments to HR for contract processing. 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 will be processed through Human Resources.
    5. Human Resources notifies remaining unsuccessful candidates, closes search and completes hire in NEOGOV..
    6. Hiring Unit keeps committee search materials on file within hiring unit for three years from date of hire and then they are destroyed.