Employment Procedures

Position Descriptions

In an effort to better manage and maintain current position descriptions, the Human Resources department has collected electronic position descriptions to be maintained internally.To access the current SCSU position descriptions, please contact the Human Resources office manager at humanresources@stcloudstate.edu

For instructions on how to create new or update existing Position Descriptions (PDs), refer to the appropriate section of this website (MSUAASF, Administrator or Classified).

Following are some general reminders regarding position descriptions:

  • Positions descriptions may be created by the employee or supervisor; however, they must be approved by the supervisor, reviewed and approved by the Vice President or President as required, and approved by the Human Resources department.Substantial changes require a review by the Human Resources department. Position descriptions must be well-written using current Forms.
  • Position descriptions are public data and if poorly written, they could open the employee or department to public scrutiny.
  • HR must also evaluate positions correctly for placement in the appropriate bargaining unit or plan.
  • Position descriptions must not be too general or incomplete; they should not be written or tailored to an individual, but should focus on the position.
  • The Human Resources department will return incomplete or unsigned position descriptions.
  • HR staff are continuously working to ensure that all position descriptions are current. Supervisors need to review their employees’ position descriptions annually to make sure they are current and accurate. PDs should be updated at every new hire, after any major change to a position, or at least every three years.

Contact HR if there are any questions regarding revising a position description at humanresources@stcloudstate.edu or call, x8-3203.

MSUAASF

New position

  1. Complete the MSUAASF Position Description form and the MSUAASF Position Analysis Questionnaire.
  2. Obtain signatures on these 2 forms and submit the original to Human Resources with a current organizational chart and memo from the supervisor explaining why the need for the new position and where the job duties came from.
  3. Also send the position description via email to humanresources@stcloudstate.edu. There is a campus committee that meets to evaluate the position for range placement.
  4. Then the paperwork is sent to the Office of the Chancellor for range approval. The position cannot be searched until the range placement is approved.

Current position

  1. Review the position description and make appropriate revisions before searching to fill.
  2. Send paper copy of an updated and signed original position description to Human Resources.
  3. Also send it via an email attachment to humanresources@stcloudstate.edu.

Minnesota State Administrator

New position

  1. Complete the Minnesota State Administrator Position Description form and the Minnesota State Administrator Position Analysis Questionnaire.
  2. Obtain signatures on these 2 forms and submit original to Human Resources with a current organizational chart.
  3. Also send the position description via email to humanresources@stcloudstate.edu.
  4. The HR Director reviews the paperwork and submits it to the Office of the Chancellor for range determination. The position cannot be searched until the range is approved.

Current position

  1. Review the position description and make appropriate revisions before searching to fill.
  2. Send an updated and signed original position description to Human Resources
  3. Also send it via an email attachment to humanresources@stcloudstate.edu.

Classified

New position

  1. Complete the Classified Position Description form.
  2. Submit the form to Human Resources with a current organizational chart and memo from the supervisor explaining why the need for the new position and where the job duties came from.
  3. Also send the position description via email to humanresources@stcloudstate.edu.
  4. The position will be reviewed by HR for recommendation to an appropriate classification--this recommendation will be communicated to the hiring supervisor for agreement/approval.
  5. The paperwork is then sent to the Office of the Chancellor for classification approval. The vacancy cannot be announced until the classification is approved and the Request to Hire is submitted and approved.

Current position

  1. Review the position description and make appropriate revisions before submitting to HR for review.
  2. Once reviewed and approved, send an updated and signed original position description to Human Resources.
  3. Also send it via an email attachment to humanresources@stcloudstate.edu.

Essential Functions

Classified position descriptions have a section in the PD called Essential Functions. These are job requirements standardized across most positions in a given class and are critically important in the event of disability, legal action, injury or termination.  It is important that supervisors verify that the essential functions on all PDs accurately apply to the position.