Employment Procedures

Minnesota State Administrators

Requesting a New Minnesota State Administrator Position

Position Justification and Approval

  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.

Hiring Procedures

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 PeopleAdmin online hiring center and creates a new posting, completing all areas of the online form.  The position description and/or NOV must be attached to the online posting.  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 PeopleAdmin system electronically routes Posting 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 Posting to approve in above order automatically and each Approver will have the choice to approve/deny/put on hold or cancel the Posting.
  3. Following the final approval of the President, Human Resources receives notice and then authorizes, notifies the hiring unit and opens the Posting and creates a recruitment plan in PeopleAdmin 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.

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 and email the form to Renee Bertram, Human Resources Rdbertram@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 & Access (EAO).
  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 (OEA).  (see Step III).

Recruitment Plan / Notice of Vacancy / Advertising

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

  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 St. Cloud State University must contain the following statements:
      1. Evidence of the ability to work with persons from culturally diverse backgrounds. (include in the Qualifications section)
      2. 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, Admin. Services Bldg. Rm 121 (at end of NOV)

    2. OEA reviews NOV against approved position description and makes changes as needed and provides revised NOV to Hiring Manager.
    3. OEA reviews AA Recruitment Plan for completeness, clarity and timeliness and upon approval, OEA notifies Human Resources once both the NOV and Recruitment Plan are approved.
    4. Human Resources posts the position on People Admin and other identified advertisements.
    5. Human Resources notifies Hiring Manager and Search Chair of approval and next steps.

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. OEA will send a meeting notification to each committee member that should attend. Training is conducted by HR and OEA representative 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 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 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 from the AA Recruitment Plan as a guide.

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. Watch this 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. *NEW Minnesota State Search Advisory Committee, 4 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. Questions from Committee members should be routed to the Search Chair, who will then route them to the Affirmative Action Officer (AAO), Nick Taylor (Nicholas.Taylor@stcloudstate.edu) at 308-5123.

Application Review

  1. Human Resources provides access to Search Committee members to the PeopleAdmin system.  After logging in, Committee members select their 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.”
  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 PeopleAdmin system and becomes the official record. The search chair will log into PeopleAdmin and enter each candidate’s evaluative criteria 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 Evaluative Criteria.  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 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).
      2. Fail – indicates those that didn't meet the minimum qualifications or that had incomplete files; 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 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.
    2. 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.
    3. Once the evaluative criteria and comments are entered, email the Hiring Manager and OEA to let them know and then wait for approval from both before contacting finalists to schedule interviews.
  6. Hiring Manager and OEA review the evaluative criteria and comments in PeopleAdmin 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 redacted curriculum vitaes/resumes can be made public via an announcement and/or posting the St. Cloud State website. Contact Renee Bertram, Human Resources (308-3968) to assist.
  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 Resources 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 OEA before the calls are conducted.

Interviews

  1. Treat all candidates the same, 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 St. Cloud State-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 the HelpDesk 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. 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 reimbursement, see Guidelines for Use of Recruitment Funds for Non-Faculty Searches.
  13. Note: For administrative searches, candidate travel expenses are the financial responsibility of the hiring unit.

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 PeopleAdmin and print the job posting, the new hire application, vita, unofficial transcripts, references, and notice of vacancy (NOV).
    • Official transcripts are required and submitted directly to the HR office from the issuing institution.
  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.

Hire / Payroll Deadlines / Search Close

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 Unclassified Employment Request Form (ERF) and submit to OEA with transcripts, reference letters, PeopleAdmin application (printed from PeopleAdmin system) and the notice of vacancy attached.
  2. Vice-President/Provost forwards all paperwork to OEA for approval.
  3. OEA reviews and approves.
  4. OEA 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 PeopleAdmin.
  6. OEA keeps committee search materials on file for four years from date of hire and then they are destroyed.