MSUAASF

Please complete the applicable Position Authorization form. 

If position is approved, follow the steps below and/or contact your Human Resources Business Partner for assistance. 

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.

1. Department creates the Notice of Vacancy (NOV)
2. Forward the NOV to the Hiring Authority for review, approval and signature
   
3. Hiring Authority designee enters NOV in PeopleAdmin
4. Upload the following documents in PeopleAdmin
   • Human Resources approved Position Description
   • NOV
5. Order of Approvals in PeopleAdmin
   
   1. Human Resources Initial Review - HR Business Partner
   2. Budget 
   3. Grant (if applicable)
   4. Affirmative Action Officer
   5. VP/Provost
   6. Human Resources Final Review 
6. Each Approver will receive a system generated email indicating there is action needed on the position. Once reviewed, the the Approver moves the position in the workflow following the order above. 
7. Human Resources posts the position on the SCSU Employment Opportunities website and identified advertising sources, then notifies the Hiring Authority and Search Chair

• Per MSUAASF contract, the number of MSUAASF members on the committee will not be exceeded by membership from any other bargaining unit. 
• Per the MSUAASF contract, the union President will appoint at least one union representative to the search committee.
• Human Resources will contact the MSUAASF President to request their appointed representative(s).
• Human Resources will notify the Hiring Manager, Search Chair and OEA once an appointed representative has been provided.
• If not already provided on the Notice of Vacancy (NOV), please send the names of all committee members appointed by the hiring manager to searches@stcloudstate.edu

Completing the Notice of Vacancy (NOV)

• 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 is signed/approved by the Hiring Authority.
• Every NOV must contain the following statements:
  • Bachelor’s or master’s degree at time of application (include in Required Qualifications)
  • Evidence of demonstrated ability to work with persons from culturally diverse backgrounds. (include in Required Qualifications)
  • 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, LGBTQ, 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 Vice President for Equity and Inclusion & Title IX Coordinator at St. Cloud State University is Chocoletta Simpson. For additional information, contact the Office of Institutional Equity & Access, (320) 308-5123, Admin. Services Bldg. Rm 121 

Search Advisory Committee Training for Minnesota State (part 1 of 2). Roles and responsibilities for creating a fair and effective search process (20 min.)

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.)  

1. All committee members complete and return the Confidentiality Agreement form to OEA at Searches@stcloudstate.edu
2. A Search Advisory Committee Handbook is also available for review the Minnesota State Search Advisory Committee Handbook (PDF).
3. Once a position has posted, OEA will send an email to the search chair and hiring authority that outlines the search process, committee training information and required search documents.
4. Schedule and conduct initial search committee meeting to review the search process and screening criteria before an initial review of candidates.
   • If you prefer to review applicants independently and share results of evaluations via email, this is also acceptable; however, a meeting convened by the search chair with the entire search committee must occur before applicant interviews commence
5. Review NOV terminology for full understanding of terms responsibilities, qualifications and experience; be clear as to what is required, what is preferred;
6. Draft NOV terminology into Screening Criteria form (The screening tool must mirror the NOV required and preferred qualifications)
7. Draft Interview Questions (for phone/campus interviews and reference checks)
8. Forward screening criteria form and interview questions to OEA for approval prior to review of any applications. 
9. Set up Committee meeting schedule, using proposed search timeline.

Establish Committee Ground Rules

1. Decide standard way to achieve consensus;
2. 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).
3. Decide how to break stalemate;
4. Decide when and how to inform unit/department of progress;
5. Committee Chair is sole spokesperson of committee;
6. Maintain confidentiality of deliberations, records and applicant information as per Minnesota State Data Practices Act. 

Please contact Renee Bertram (rdbertram@stcloudstate.edu or Searches@stcloudstate.edu ), Affirmative Action Officer, Office for Institutional Equity and Access (OEA) for assistance or clarification of the search process. 

1. Applicants' resumes and application materials are accessed in PeopleAdmin and will be reviewed by search committee and hiring authority/deans.
   

   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. Please contact Human Resources for questions pertaining to candidate immigration/work status.
3. Search committees use the approved screening criteria form for each candidate review.
4. Interview questions and selection format will be approved by OEA.
5. At each stage of candidate review (Initial, Phone Interviews, Campus Interviews, Reference Checks) the strength and weakness evaluations are entered in PeopleAdmin.
6. Once the Evaluative Criteria comments are entered, email the Hiring Authority and Searches@stcloudstate.edu and wait for approval from both before contacting candidates to schedule interviews.
7. 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 – Candidate meets the required qualifications of the NOV and is recommended for interview; enter the Committee’s comments on strengths and weaknesses for each applicant. Strengths and weaknesses should be based from the required and preferred qualifications on the NOV. If there is additional criteria that is 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 – Candidate does not meet the required qualifications of the NOV and cannot be considered further. Search Chair enters a comment indicating what qualifications they were lacking based on review of their application. Once the Hiring Manager approves recommendation, the Affirmative Action Officer will move candidate to a workflow that generates an email communication to the candidate indicating they are no longer be considered for the position.
      3. Other – Candidate meets the required qualifications of the NOV, but will not advance to interviews at this time. The candidate remains under consideration and may be interviewed at a later time. The candidate is notified with 'regrets' at the end of the search. Please include specific reasons for non-selection based on the required and preferred qualifications of the NOV.
8. 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.
9. Finalists complete the MSUAASF Prior Work Experience Collection form
10. The search chair should retain the completed Prior Work Experience Collection Form until requested (at time of offer) by either the Hiring Manager.
11. Hiring Authority will consult with Human Resources regarding salary offer. Offers must be confirmed in writing by a letter from Human Resources.
12. Provide Human Resources  humanresources@stcloudstate.edu with name and contact information of the new hire. Human Resources will contact the new hire to schedule orientation.
13. Search Committee's work is now complete - all materials/documents including interview notes are turned into the OEA office.
14. For candidate travel reimbursement, see Guidelines for Use of Recruitment Funds for Non-Faculty Searches.

1. Hiring Manager submits candidate's signed offer letter to searches@stcloudstate.edu and the Human Resources Business Partner.
2. Search Chair or Hiring Manager will notify all candidates who were interviewed, but not hired.
3. OEA notifies remaining unsuccessful candidates, closes search and completes hire process in PeopleAdmin.
4. Official transcripts are required and submitted directly to the HR office from the issuing institution within 30 days of employment start date.
5. OEA keeps Committee search materials on file for three years from date of hire and then they are destroyed.