Employment Procedures


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

Supervisors are asked to work with Human Resources during this process to ensure contract and civil service hiring policies and procedures are followed.

Hiring procedures

Request to create/fill new position

  1. Complete Request To Hire Approval Form (leave “position number” blank).
  2. Create a position description for new position; consult with HR for classification advice.
  3. For ITS 3 and higher classes, the Option Code must be provided to HR.
  4. Human Resources mails the audit packet to Minnesota State requesting position be classified.

Request to fill a current vacancy

  1. Complete Request To Hire Approval Form.
  2. Ensure position description is current and accurate - if any changes are made, consult with HR.

Internal posting for bidding

  1. Position is posted for 10 days for interest bidding by current employees in equal class.
  2. Human Resources accept interest bids and provide names to supervisor -- seniority is not a factor.
  3. All seniority unit eligible interest bidders shall be considered. Supervisors must have a legitimate business reason to reject interest bidders.

Selection via bid process

  1. Interview eligible interest bidders. Seniority is not considered.
  2. Interview committee composition is at the discretion of the supervisor and all committee members must sign the Confidentiality Agreement prior to reviewing any resumes.
  3. Tools available for selection are resumes, interviews, performance reviews, references.
  4. Selection or rejection of interest bidders must be completed and bidders notified in a timely manner.

Vacancy Builder/MMB (Minnesota Management & Budget) if not filled through bid process

  1. If there are no interest bidders or bidders are not selected, Human Resources completes "Vacancy Builder" and posts vacancy to MMB web site.
  2. Upon completion of MMB posting, Human Resources provides supervisor with list of resumes for review.

Screening/Interview committee makeup

  1. Supervisor screens resumes to ensure candidates meet the minimum qualifications; HR will offer assistance if needed.
  2. Interview committee composition is at the discretion of the supervisor and all interview committee members must sign the Confidentiality Agreement prior to viewing resumes. Click on this link to a short video from Minnesota State regarding the law and confidentiality issues in searches. Please forward it to all search committee members and have them review it.  This will provide some basic concepts and fundamental law.

Application review / Interviews / Selection

  1. Applicants’ resumes will be reviewed by supervisor and/or interview committee.
  2. A practical number of eligible applicants will be selected for interviews (consult with HR).
  3. HR will provide direction on Affirmative Action –supervisors are responsible to factor diversity into hiring decisions
  4. Interview questions and selection format will be approved by HR.
  5. Other selection tools that may be used are references, performance reviews. Contact for a reference with the current or most recent supervisor of a finalist applicant is expected.
  6. Selection will be made to hire the most qualified candidate.
  7. 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.
  8. All selection related documents/documentation including interview notes, reference notes, and the resume list will be sent to HR for filing. Supervisor will mark each resume on the MMB list with Not Qualified, Interviewed, or Others More Qualified prior to returning it to HR.

Salary calculation/Offer

  1. Department will consult with HR regarding salary. Salary may depend on years of experience, market forces, education, etc. HR must approve salary prior to offer. Consult with HR regarding start date and other new employee requirements that may apply.

Hire/Payroll deadlines

  1. Selection of candidate must be made within 180 days of the MMB posting date or the vacancy will have to be reposted to the MMB website.
  2. Candidate will be scheduled by the supervisor to meet with HR on the first day of employment to complete new hire paperwork, orientation, benefits overview. New employee may meet with a union representative.