Employment Procedures

Faculty & Coaches (Full-Time, Probationary/Tenure Track or Fixed-Term)

Hiring Procedures

Position Authorization

Request to Hire (RTH), for budget justification and approval completed by department. 
Note: For probationary positions, prior consideration of applicants under IFO contract Article notifies hiring manager and search chair when approved. 21 and 31 must be given before other applicants are reviewed.
  1. Department forwards completed paper RTH form to the Dean for review and approval.
  2. Department drafts the Notice of Vacancy (NOV) which now includes the Affirmative Action Recruitment Plan content. Forward the NOV to the Dean for review, approval and signature.
  3. Dean/Associate Dean or Designee logs into PeopleAdmin online hiring application and creates a new Posting, completing all areas of the online form. Documents that must be scanned and uploaded to the posting include: RTH form from the Department, HR approved Position Description (including salary calculations, salary range), and Notice of Vacancy (NOV). 
  4. Approval routing in People Admin must be set up with approvals designated in the following order (NOTE: revised 12/2020):
    1. Human Resources Business Partner - Initial Review
    2. Budget 
    3. Grant (if applicable)
    4. Equity & Affirmative Action Officer
    5. VP/Provost
    6. Human Resources – Final Review 
  5. An email notice is auto-generated in PeopleAdmin and sent to each Approver indicating that there is a new Posting to approve in above order and each Approver will electronically have the choice to approve/reject/put on hold or cancel. After the Approver makes their decision they must move the Posting in the workflow. 
  6. Prior to beginning a search for a full-time faculty position (including emergency searches/hires), the Dean/Associate Dean will provide written notification to all faculty in the College and the Faculty Association (FA) that a search is to be conducted.

Search Committee Assembly

All faculty searches will be conducted by Search Committees selected consistent with the IFO/Minnesota State Master Agreement and existing University and Minnesota State policy. Upon formation of a Search Committee, the Dean/Associate Dean will notify the faculty of the college and the FA of the formation and membership of the Search Committee. To request representation from MSUAASF, IFO, AFSCME, MAPE or MMA bargaining units for Search Committee membership, please complete the Search Committee Membership Request form and email the form to Human Resources humanresources@stcloudstate.edu. If you have questions, please contact Human Resources at 308-3203.

Notice of Vacancy (Including Affirmative Action Recruitment Plan Content/Advertising Summary)

The following must be completed and forwarded to Dean and Provost:
Notice of Vacancy (NOV) including Affirmative Action Recruitment Plan content  Important items to remember when preparing your Ad or NOV:
  1. Search Committee & Search Chair names
  2. Advertising plan and AA recruitment strategies listed in the Advertising Summary section of the NOV.
  3. Window of application for national searches open minimum of 30 days
  4. Use the NOV template provided online on the Employment Procedures website and type in the sections required.
  5. Every NOV and Ad that is placed by St. Cloud State University must contain the following statements:
    1. St. Cloud State University 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, persons with disabilities and veterans. St. Cloud State University 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 Interim Title IX coordinator at St. Cloud State University is Judith Siminoe. For additional information, contact the Office of Institutional Equity & Access, 320-308-5123, Administrative Services Building Room 121.
    2. Ph.D./Master’s Degree (depending on position) at time of application If ABD is acceptable, request date of graduation. (include in minimum qualifications) 
    3. Evidence of demonstrated ability to teach and work with persons from culturally diverse backgrounds. (include in Required Qualifications section)
    4. For Faculty TENURE-TRACK SEARCHES ONLY,  include the following near the end of the "Job Description" section:
      "In order to be considered for tenure, the successful candidate will demonstrate the ability to: teach and/or perform assignment effectively in other current assignments, produce a record of scholarly or creative achievement or research, continue preparation and study, contribute to student growth and development and provide service to the University and community.” (IFO Article 22, Section B
  6. Human Resources posts the Position on the SCSU Employment Opportunities website, along with the one ad paid for by Academic Affairs (Probationary and Tenure Track Positions Only).
  7. Human Resources will also provide the links to the posting.

Search Committee Tasks and Ground Rules

First Committee Tasks

  1. OEA will review the Search Committee makeup and identify Committee members that are required to complete Search Committee Training. Training is conducted by HR and OEA who will provide an overview of the search process, introduction to and training in PeopleAdmin 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. For Committee members that have already completed training, a signed original confidentiality agreement must be submitted to the Office for Institutional Equity & Access, AS 121. 
  2. Schedule initial committee meeting.
    1. Review NOV terminology for full understanding of terms responsibilities, qualifications and experience; be clear as to what is required, what is preferred;
    2. Draft NOV terminology into Screening Criteria form (The screening tool must mirror the NOV required and preferred qualifications)
    3. Draft Interview Questions (for phone/skype, campus interviews and reference checks)
    4. Forward screening criteria form and interview questions to OEA for approval prior to review of any 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.
  3. Set up Committee meeting schedule, using proposed search timeline.

Establish Committee Ground Rules

  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. 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 Committee Training Manual to assist you with developing criteria;
  4. Decide how to break stalemate;
  5. Decide when and how to inform unit/department of progress;
  6. Committee Chair is sole spokesperson of Committee;
  7. Maintain confidentiality of deliberations, records and applicant information as per Minnesota State Data Practices Act.  All interview committee members must sign the Confidentiality Agreement prior to viewing resumes. Minnesota State requires training courses for search committee members.  Current employees will find these training videos in their Employee Self-Service, within ELM.  There is also a web link for committee members who aren’t employees. *NEW Minnesota State Search Advisory Committee Online Training modules available. To register:
    1. Log in to State of MN employee self service
    2. Select “Learning” from the lower right corner
    3. 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).
    4. Launch and complete the modules from your All Learning folder.
  8. Search Committee Training Manual  
  9. If the search committee has questions regarding the process, please email Searches@stcloudstate.edu for assistance.

Application Review

Human Resources provides access to Search Committee members to the PeopleAdmin system. After logging in, Committee members select the search Position Title and begin the ONLINE review of the 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.”

  1. Prior Consideration. Review applicant pool to determine if Prior Consideration applies. The Search Committee may work with HR Business Partner to determine if an internal applicant is the current incumbent and may be eligible for prior consideration.
  2. Members must use the approved 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.
    • 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 Evaluative Criteria comments are entered, email the Hiring Manager and Searches@stcloudstate.edu and wait for approval from both before contacting finalists to schedule interviews.
  5. Phone/Zoom interview questions and schedule must be submitted to Searches@stcloudstate.edu for review and/or approval. All committee members should be present during phone interviews.
  6. Upon approval, dean/hiring manager will notify Search Chair at which time interviews can be arranged.
  7. 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.

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 dean/associate dean and provost.
  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 St. Cloud State's -supported technologies or for assistance in using them, contact ITV/Video/WebConferencing (320) 308-4096. In addition to these St. Cloud State -supported options, there are several other free options available on the web. For information on downloading and installing these types of software, please contact HuskyTech at huskytech@stcloudstate.edu or 308-7000.
  8. Committee should meet as soon as possible after the interviews are completed to compare notes and discuss results of interviews.
  9. After each stage of interviews (first and second), the Search Committee members should record strengths and weaknesses (unranked) for each interviewee in PeopleAdmin in the Evaluative Criteria area. The Search Committee Chair should then enter the collective committee recommendations (pass/fail/other) in the comment section and email the Hiring Manager and OEA once completed. Dean/Associate Dean will then review final dispositions and make a decision on which candidate to make an offer and hire. 
    1. Example of comment format: (Date, stage of review, justification)

      12/14/20 1st Interview - Strengths: Applicant meets the requirements of the NOV. Additionally, applicant meets several of the preferred qualifications. Weakness: While applicant has experience as noted on the NOV, that experience is limited.

  10. Candidates that do not proceed to interviews, will be sent a regret letter generated in PeopleAmdin from Human Resources
  11. Candidates that receive an interview (1st or 2nd) but are not selected for hire should receive a regret letter from the Search Chair or Hiring Manager.
  12. 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.Search Committee's work is now complete - all materials related to the search must be turned in to the OEA office, including screening forms and interview questions completed by the search committee members. 
  13. Dean/Associate Dean proceeds to work with Human Resources to determine Salary Calculations and Offer.
  14. For candidate travel reimbursement, see Guidelines for Use of Recruitment Funds for Faculty Searches.

Salary Calculation / Offer

  1. At the point when finalists are approved by the Dean and OEA, the Dean’s Office will send the Prior Work Experience Collection Form to finalists to complete prior to campus visit/interview for all new FTNP and tenure-track/probationary faculty hires. The Guidelines for Calculation of Creditable Experience will provide direction to the faculty member when they are completing the Prior Work Experience Collection form.
  2. When the Search Committee is ready to make an offer, please contact your Administrative Director who will work with the HR Business Partner.
  3. The Dean/Associate Dean will forward the form to Academic Affairs Office for verification of the finalist’s prior work experience based on application materials submitted online. Once this process is completed and signed by Academic Affairs staff and Human Resources, the form will be returned to the Dean/Associate Dean and a base salary will be confirmed for the new faculty member and offer extended. Offers must be confirmed in writing by a letter from Human Resources.
  4. Please notify OEA when regret letters have been sent and offer has been accepted.

Hire / Payroll Deadlines / Search Close

The Unclassified 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. Once the chosen finalist accepts the offer, the Dean/Associate Dean notifies the Department Chair and requests the department to complete the ERF, which the Department Chair signs.  The completed (see A-J below), signed ERF should be forwarded to the Dean/Associate Dean’s office. Note: All of the following information should be entered into the ERF. If information is missing from the form, the Department Chair will be contacted by OEA to make the necessary revisions to the form.
    1. For an Adjunct appointment, rank does not need to be assigned. If the person is Adjunct and teaching the entire semester, please enter the semester dates. If the employee is not teaching the entire semester, then put in the dates of the class.
    2. For probationary, fill in the rank, the final year dates, which is 5 years, unless special arrangements have been made. If left blank, verify with Chairperson that it’s a 5 year probationary period and enter that information.
    3. Specify Assignments – complete by listing special assignments, nature of assignment, courses and credit hours assigned.
    4. Special considerations – work authorization statements, completion of Ph.D. requirement, tenure review in anything less or more than 5 years.
    5. Source of funding – Include the account number to be charged
    6. Identification of Position – if replacement, include the name of the person the new employee is replacing. If adjunct, per the IFO collective bargaining agreement, specify why an Adjunct is being hired:
    7. To meet temporary staffing needs due to enrollment increases for which normal full funding is not provided.
    8. To meet temporary staffing needs when faculty are reassigned to other duties or who are on sabbatical or on other leaves of absence.
    9. To teach courses requiring special expertise and/or to meet special programmatic needs of departments where such expertise and needs cannot otherwise be provided by the faculty within the department.
    10. Enter the number, in the “Replacement For” line, that corresponds to the reason for hiring an adjunct.
  2. The Department should email Human Resources humanresources@stcloudstate.edu with the name and contact information of the new hire. An HR Business Partner will contact the new hire for to schedule their orientation.
  3. The Dean/Associate Dean’s designee will need to log in to PeopleAdmin and print the job posting, the new hire application, vita, unofficial transcripts, and references
    • Official transcripts are required and submitted directly to the HR office by the issuing institution.
  4. The dean/associate dean will then review and sign the ERF and will attach the Prior Work Experience form, a copy of job posting, application and vita printed from PeopleAdmin, transcripts, references, and notice of vacancy (NOV).
  5. The ERF and attachments are forwarded to OEA. Once approved by OEA and the provost, Human Resources will process the appointment form and mail to the new hire. 
  6. In order for an employee to be paid in a timely manner, the 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 receive a campus id number, access e-mail and obtain a campus card.
    Note:  No employee may work without an approved Employment Request Form and completed I-9 form which will be processed through Human Resources.
  7. If the person being hired is not a U.S. citizen or U.S. permanent resident, contact Human Resources at 308-3203 so that a work authorization can be processed right away, if necessary.
  8. Following OEA for approval of the new hire paperwork; Human Resources notifies remaining unsuccessful candidates, completes hire in PeopleAdmin and the posting is closed.
  9. Upon conclusion of the search, the dean/associate dean shall notify the College faculty and the FA of the outcome of the search.
  10. Committee search materials are archived within OEA. After four years, all search materials for the hire must be destroyed.

Coaches & Assistant Coaches (Faculty, 4-yr or 2-yr fixed-term, respectively)

Position authorization process for conducting a coach or assistant coach search is below. All other steps follow the Faculty Hiring Procedures above.

Position Authorization

Request to Hire (RTH) Faculty Position form for budget justification and approval completed by department.
  1. Department chair forwards RTH form to the Athletic Director for approval
  2. Athletic Director's designee logs into PeopleAdmin online hiring application and creates a new posting, completing all areas of the online form. Posting approval must be completed in the following order:
    1. Director of Athletics
    2. HR Initial Review - HR Business Partner
    3. Budget - Director of Business Services
    4. AAO - Affirmative Action Officer
    5. HR Final Review
  3. The PeopleAdmin system electronically routes the posting to approvers. An email notice is auto-generated and sent to each Approver indicating that there is a new posting to approve in above order and each Approver will electronically have the choice to approve/reject/put on hold or cancel.
  4. Hiring Manager or designee drafts the Notice of Vacancy (NOV) which now includes the Affirmative Action Recruitment Plan content. Forward the NOV to the Director of Athletics for review, approval and signature.

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

Other Special Notes and Requirements

The Athletics unit includes both the men's and women's sports within the athletics unit. Under the current "Affirmative Action Plan for Employment Practices" anytime a vacancy occurs in the athletics unit, a search committee would be formulated by the unit as a whole. The following guidelines supplement and do not supplant either the "Affirmative Action Plan for Employment Practices" or the collective bargaining agreement between the Inter Faculty Organization and the Minnesota State Colleges and Universities System.

Three levels of sports are set forth in the current IFO collective bargaining agreement:
  1. Level 1 (basketball, football, ice hockey, and volleyball);
  2. Level 2 (soccer, baseball, swimming, gymnastics, wrestling, softball, cross-country skiing or spring track); and
  3. Level 3 (cross-country running, Nordic skiing, golf, tennis, and winter track).
When additional women's sports are added, a memorandum of agreement between the university and the Faculty Association will be completed addressing level placement.

Ordinarily, coach search advisory committees will be constituted as follows according to level. All head coach committees will have four members from the athletics unit; assistant coach committees will have three members from the athletics unit. If a sport is primarily for a particular gender, the distribution will be three from department members representing that gender and one from the other. This is for head coach positions. For assistant coach positions, two and one. If a coach is to be assigned either to a mixed gender team or if that person is to coach both a men's and women's team, an equal number of representatives will be selected from members of the male and female sports staff. Note: When in the opinion of the president, a variation in the committee structure will serve the best interests of the University and its Athletic programs, the president shall confer with the athletic director and unit and seek to reach consensus on any such variation.

Head Coaches for Level 1 Sports (Basketball, Football, Ice Hockey, Volleyball)

  1. Athletics (4) - Selected by unit members as described above
  2. Other Department(s) - If joint appointment (e.g., PERSS Kinesiology) (1-2) - Selected by the Department; number dependent upon proportion of time assigned to that unit.

    Optional: Student member - individual should not be from the team to be coached.
    Optional: Community member(s) - in recognition of the community relations functions of coaches.

Head Coaches for Level 2 Sports (Soccer, Baseball, Softball, Swimming, Gymnastics, Wrestling, Cross-Country Skiing, Spring Track)

  1. Athletics (4) - Selected by unit members as described above
  2. Other Department(s) - If joint appointment (e.g., PERSS Kinesiology) (1-2) - Selected by the Department; number dependent upon proportion of time assigned to that unit. Options on student and community member(s) same as in Level 1.

Head Coaches for Level 3 Sports (Cross-Country Running, Nordic Skiing, Golf, Tennis, Winter Track)

  1. Ordinarily appointed as adjuncts or graduate assistants. In other cases, the same structure will be used as for Level 2.

Assistant Coaches - All Levels

  1. Athletics (3)- Selected by unit members as described above.
  2. Other departments(s)- If joint appointment (e.g., PERSS Kinesiology)(1-2)- Selected by the Department; number dependent upon proportion of time assigned to that unit. Option on student same as in Level 1.
  3. *Level for soccer and Nordic skiing to be determined.
Participation of community members and students in the interview process where appropriate is encouraged.