Employment Procedures

MSUAASF

Requesting a New MSUAASF Position

Position Justification and Approval

  1. Complete the following and submit to Human Resources:
    1. MSUAASF Position Description* - The Human Resources Office may suggest changes or modifications in addition to those suggested by the supervising authority. Only newly created or substantially changed existing position descriptions are forwarded to the Minnesota State System Office, where final salary range determination is approved. (also send this document electronically to your HR Business Partner humanresources@stcloudstate.edu)
    2. Current Organizational Chart
    3. Justification Memo from supervisor that includes:
      1. Why was the position created?
      2. Where did the job duties come from?
  2. Campus Evaluation Committee (CEC) evaluates the materials submitted and recommends range to the Minnesota State System Office.
  3. Minnesota State System Office makes final range determination and notifies Human Resources
  4. Supervisor is notified of range approval by Human Resources and proceeds to Step I.1. below.

* MSUAASF Position Description – Before any search begins for administrative positions, the position description must be 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 job descriptions must be routed to Human Resources for review, comments, and approval. If it is determined the position took on substantial duties, the position will be reviewed and forwarded to the Minnesota State System Office for a salary range placement. It is not within the purview of any search committee to write or edit position descriptions. Equal Employment Opportunity considerations are required for all vacancies including interim appointments. MSUAASF (Minnesota State University Association of Administrative Service Faculty) employees are covered by the MSUAASF bargaining unit contract.

Hiring Procedures

Position Authorization

  1. Hiring Manager or designee drafts the NOV which now includes the Recruitment Plan information in the Advertising Summary. Once approved by the Hiring Manager, the position description and NOV must be attached to the online Posting.
  2. Director/Dean/Associate Provost or designee logs in to the PeopleAdmin online hiring system and creates a new Posting, completing all areas of the online form. 
  3. PeopleAdmin Workflow approval and routing as follows:
    1. Human Resources Initial Review
    2. Sponsored Programs - if grant funded
    3. Budget
    4. Affirmative Action Officer (AAO)
    5. Human Resources Final Review
  4. An email notice is system generated and sent to each Approver indicating that there is a new Posting to approve. Each Approver will have the choice to approve/reject the Posting. After the Approver makes their decision they must move the Posting in the workflow.
*Hiring Manager is the person within each unit who makes hiring decisions/authorizes hires.

Search Committee Assembly

Per MSUAASF Master Agreement requirement, “The number of ASF members on the Committee will not be exceeded by the membership from any other bargaining unit.” All searches must request appointed union representation from the MSUAASF bargaining unit. To request Search Committee representation, 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 / Advertising Summary

Notice of Vacancy (NOV) Template

  • The NOV now includes the Advertising Summary (replacing the Affirmative Action Recruitment Plan). Please include the departmental advertising strategies in this area. The completed NOV and Advertising Summary should be signed/approved by the Hiring Manager.
  • Every NOV and Ad that is placed by St. Cloud State University must contain the following statements:
Bachelor’s or master’s degree (depending on position) at time of application (include in minimum qualifications)
Evidence of demonstrated ability to work with persons from culturally diverse backgrounds. (include in the Minimum Qualifications section)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 (include this at the end of the NOV)

  • 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 approved NOV
  • Human Resources Posts the position on the SCSU Employment Website and other identified advertisements.
  • Human Resources notifies Hiring Manager and Search Chair of the posting and provides the links to the positing.

Search Committee Tasks and Ground Rules

Committee Tasks

  1. Once a position has posted, OEA will send an email to the search chair and hiring manager that includes information regarding search committee training and required documents.
  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;
  3. Set up Committee meeting schedule using proposed search timeline 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).
  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 the following two training courses for search committee members:  Search Advisory Committee Training for Minnesota State (part 1 of 2). Roles and responsibilities for creating a fair and effective search process (20 min.), and Unconscious Bias in the Search Process (part 2 of 2). Strategies to minimize the impact of unconscious bias as part of the search process (30 min.).  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. *Minnesota State Search Advisory Committee Online Training modules available. To register:
    1. Log in to State of Minnesota 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

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 begins ONLINE review of the eligible 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 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.
  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 Zoom interviews are an option for pre-screening and may be done to narrow an applicant pool. Phone or Zoom interview questions must be approved by OEA prior to use and most or all Committee members should be present during phone interviews.
  8. Upon approval, interviews can be arranged. Search Chair will create and provide the interview schedule and interview itineraries to OEA.
  9. 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.
  10. Human Resources sends email notices to initial group of unsuccessful applicants through PeopleAdmin. The Search Chair is responsible for sending regret letters/emails to candidates who received interviews, but did not receive an offer.
  11. Reference checks may be done prior to Zoom or campus interviews and/or following the candidate interview process. Reference questions must be approved by OEA.

Interviews

  1. Treat all candidates the same (including internal candidates), and with the courtesy of guests.  
  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 and vice president/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-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 308-2077.
  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 (1st and 2nd), 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. The Hiring Manager 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 OEA, including screening forms and interview questions completed by the Search Committee members.
  11. Hiring Manager should work with Human Resources Business Partner to determine Salary Calculation and Offer.
  12. For candidate travel reimbursement, see Guidelines for Use of Recruitment Funds for Non-Faculty Searches.

Salary Calculation / Offer

  1. At the point when finalists are approved by the Hiring Manager and OEA, the Hiring Manager will send the MSUAASF Prior Work Experience Collection form to finalists to complete prior to campus interview for all new fixed-term and probationary MSUAASF searches.
  2. Forward the completed forms to Human Resources. HR Business Partner will log into PeopleAdmin to find the finalists’ application materials and verify the MSUAASF creditable work experience form for each finalist and determine the creditable experience and a potential starting salary offer for each finalist and communicate these to the Hiring Manager. Offers must be confirmed in writing by letter from HR.
  3. Contact Human Resources (308-3203) humanresources@stcloudstate.edu and provide name and contact information of the new hire. An HR Business Partner 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. The Hiring Manager completes and submits the Unclassified Employment Request Form (ERF) to appropriate unit Vice-President/Provost along with a copy of the finalist’s printed PeopleAdmin application and attached resume/vitae, unofficial transcripts, references and the notice of vacancy (NOV).
  2. Official transcripts are required and submitted directly to the HR office from the issuing institution.
  3. Vice-President/Provost forwards all hiring paperwork to OEA for approval
  4. OEA forwards hiring paperwork to Human Resources for final approval and contract processing. In order for an employee to be paid in a timely manner, the MSUAASF ERF must be processed through Human Resources 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 attachments and a 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.