Classified Hiring Process

1. Request to Fill Position

   The process is started when Human Resources receives the following packet of paperwork.

   All forms must be complete with applicable signatures obtained prior to routing to Human Resources in order to not delay the process. Forms received in Human Resources without signatures will be sent back to the appropriate department for all applicable signatures.

   1. Classified Position Requisition Form - PRF(Classified)
   2. Classification / Salary Range Review Request Form ** NOTE: This form is only required with a new position or when the classification of a current position should be reviewed prior to posting.
   3. Current Position Description - signed and dated by supervisor ** NOTE: If there are revisions/updates to be made to a position description by the supervisor, these changes must be made prior to sending the position description for signatures and to Human Resources. Once a position is announced/posted internally, changes to the position description cannot be made.
   4. Organization Chart

2. Recruitment and Selection Committees

   If the hiring supervisor wishes to include others in the recruitment and selection process for a Classified position, the following must be considered:

   1. No one with a conflict of interest or an obvious bias which may jeopardize the fairness of the recruitment and selection process should be included in the recruitment and selection process for any position (MnSCU Board Policy on Nepotism and Consensual Relationships).
   2. The hiring supervisor shall always be the primary contact and directly involved in the recruitment and selection process. Others may be invited by the hiring supervisor to assist him/her in activities such as screening of applicant resumes, developing interview questions, sitting in on interviews, etc. but the hiring supervisor shall always be the primary individual responsible for all steps in the Classified recruitment and selection process.
   3. Members of the same bargaining unit as the vacant position may be involved in the recruitment and selection process and may provide requested input and feedback to the hiring supervisor, but should not be the final decision-maker(s). Students should not be involved in the Classified recruitment and selection process.
   4. Those invited to be involved with the Classified recruitment and selection process shall have a clear, concise understanding of the position description, duties and required knowledge, skills and abilities they are recruiting for. There shall also be a clear connection between those chosen to be involved with the Classified recruitment and selection process and the position being recruited for.
   5. It is the hiring supervisor's responsibility to ensure that anyone he/she invites to be involved in the recruitment and selection process reads the language contained in the following webpage and views the video prior to starting the hiring process: www.mnsu.edu/hr/search/confidentiality.html

3. Confidentiality and Access to Application Materials

   Maintaining confidentiality is a fundamental responsibility of all individuals involved in the hiring process. Understanding the legal and practical reasons and effects of confidentiality are critical. All hiring officials, as well as any others who will be involved in the hiring and selection process, are required to read the language contained in the following webpage AND to view the short video prior to starting the hiring process: /hr/search/confidentiality.html

4. Posting

   Human Resources posts vacant positions internally on Tuesdays and Fridays. All paperwork must be complete, include all appropriate signatures, and be turned into Human Resources by 9:00am Monday (for Tuesday postings) or by 9:00am Thursday (for Friday postings). The length of the internal posting period varies depending on the requirements in the respective bargaining agreements. The requirements are as follows:

   1. AFSCME – 7 calendar days
   2. MAPE – 10 calendar days
   3. MMA – 10 calendar days
   4. MNA – 10 calendar days
   5. MGEC – 10 working days
   6. Managerial Plan – no requirements
   7. Commissioner’s Plan – no requirements

5. Review of Bids

   AFSCME: Once the internal posting period expires, Human Resources will determine if there are any eligible bidders for the vacant position.  If there are eligible bidders, the position will be awarded to the most senior, eligible bidder.  The supervisor of the vacant position and the successful bidder will have the opportunity to meet to discuss the position in more detail prior to the bidder making the decision to accept or reject the bid award.

   MAPE: All eligible interest bidders who have made a timely interest bid, shall be given consideration and may be appointed to the opening prior to the consideration of other non-interest bidding applicants and prior to filling the vacancy through other means. The appointing authority must have a legitimate business reason to reject all interest bidders. Seniority of the interest bidders shall not be a factor in appointing employees from among the interest bidders.

   MMA: All permanent or probationary classified supervisors in the same class and seniority unit who meet the posted qualifications and who express their interest in writing, shall be given consideration for the opening prior to filling the vacancy through other available means. If requested, an interview shall be provided before filling the vacancy.

   The procedure in the applicable bargaining agreement for all positions will be followed in regard to the handling of interest bidders.

6. Minnesota Management & Budget (MMB) Posting

   If there are no eligible bidders (or the eligible bidder(s) reject the bid award) the position will generally be posted on the Minnesota Management & Budget (MMB) website (http://www.careers.state.mn.us/) for  interested applicants to apply.  The minimum posting period on MMB is two (2) days, not including the day the position was opened. All applicants for vacant positions must submit their resume to Minnesota Management & Budget (MMB) to be considered for the vacancy.

7. Applicant Screening (Human Resources)

   After the position closes on MMB, the steps below will be followed in order until the position is filled:

   1. Human Resources will prescreen the applicants based on the posted minimum qualifications for the position.

   2. Seniority Unit Layoff List: A search of the list for the appropriate classification will be conducted.

   3. Claiming: Employees from other state agencies who are on notice of layoff but have not yet been separated from employment may claim positions in the same or lower classification as they are currently in.

   4. Class Layoff List: A search of employees who have been laid off from other state agencies will be conducted.

   5. Promotable Applicants (AFSCME): A search will be conducted to check for qualified applicants on the list who are promotable.

   6. If the position is not filled by one of the above methods, a list of applicants and their resumes will be forwarded to the hiring official via e-mail with instructions on how to access the resumes. Only applicants who meet the minimum requirements for the position will be forwarded to the hiring official.

   *NOTE* Prior to sending the applicant list to the Hiring Official, Human Resources will conduct a search of the list to identify any Recently Separated Veterans (RSV) who have applied for the position. A list of those applicants who meet the minimum qualifications will be forwarded to the hiring manager so interviews can be scheduled in accordance with the requirements of Minnesota Statutes Chapter 43A.11, Veterans Preference. For further information, please see: http://www.careers.state.mn.us/vets

8. Resume Review and Interviewing (Hiring Official)

   When the hiring official has reviewed the resumes and selected the candidates he/she would like to interview, the hiring official should forward the following information and forms to Affirmative Action (AH 112):

   1. Finalist Approval Form - Classified
   2. Resume for each of the proposed finalists (selected for interview and MAY BE selected for interview - columns 4 and 5 on the Screening Summary Report)
   3. Completed Screening Summary Report - Classified – completed through the initial review stage (see instructions on the top of the Screening Summary Report form)
   4. Position Description

   5. List of interview questions (check with Human Resources for an example list of questions)

   The above packet, including all of the documents described above, must be sent to Affirmative Action for initial review and approval prior to interviews being scheduled. The packet will be forwarded on to Human Resources after approval by Affirmative Action. Human Resources will review, approve and send the packet back to the hiring official. The hiring official may proceed with scheduling interviews at that point. It is recommended that a follow-up Interview Confirmation Letter be sent to each interviewee either via mail or email confirming the interview date, time, location, parking instructions, etc. This correspondence should also include a campus map, complete copy of the position description for review prior to the interview, as well as an Application for Classified Employment form to be completed and turned in at their interview. If applicable, the letter should also request an official copy of any transcripts required to verify the educational requirements for the position.

9. Identify Finalists (Hiring Official)

   Once the interview process is complete and the finalist candidate has been identified by the hiring official, the Offeree Approval Form - Classified must be completed and attached to the original packet (referenced above in # 7). Attach the resume of the successful candidate only. Columns 6 and 7 of the original Screening Summary Report - Classified previously submitted to Affirmative Action/Human Resources for initial review and approval must be updated by the hiring official for the candidates who were interviewed and the entire packet must be sent again to Affirmative Action for final review and approval.

   Once the packet has been approved by Affirmative Action, it will be forwarded onto Human Resources who will contact the hiring official to discuss next steps. The hiring official will perform his/her own reference checks for the finalist. Please be sure to view the following link for information on reference checks as well as requirements and sample questions: www.mnsu.edu/hr/search/references.html. The Application for Classified Employment forms (yellow forms) the candidates turn in at their interviews must all be forwarded to Human Resources at this point in the process. Please also forward all copies of transcripts received from candidates to Human Resources (attention: Jill). Human Resources will then complete the employment verifications, conduct a criminal background check (if applicable), and verify transcript information (if applicable) for the finalist candidate. Please note, it takes approximately 2 – 4 weeks for Federal background check results and 1 – 2 weeks for State background check results to come back.  Background checks will be completed prior to making a verbal or written offer of employment to the finalist candidate for the position, except in cases of extenuating circumstance.  If a hiring manager wishes to request permission to make a conditional offer of employment based upon background check results, approval must be obtained from the Director of Human Resources prior to proceeding with any conditional offer of employment. Under no circumstances may an applicant or employee start working in a position requiring a background check until the results of the background check have been completed and reviewed by Human Resources.  For more information on the background check policy and consent form go to: Background Check Policy

10. Affirmative Action

    Human Resources will complete the appropriate reporting information and forward it, along with any supporting documentation, to Affirmative Action for review and approval.

11. Wage Information

    The hiring official must discuss wage information with Human Resources prior to extending any offers of employment.

12. Offer

    Once all the above steps and approvals have been completed, Human Resources will notify the hiring official who will then extend the verbal offer of employment to the selected candidate.  The hiring official and the candidate will agree upon a start date for the new appointment.  When the verbal offer of employment has been accepted, the hiring official will contact Human Resources to confirm that the offer was accepted and communicate the start date.  Human Resources will then follow up with a written offer of employment to the candidate. A packet will be sent to the candidate that includes the following:

    1. Offer Letter
    2. I-9 Form
    3. W-4
    4. New Employee Checklist
    5. New Employee Profile
    6. Payroll Direct Deposit Authorization
    7. Retirement Checklist for New Hires
    8. Position Description (to be signed and returned to Human Resources)

13. Interview Notes and Documentation

    After the search is complete and an offer has been extended and accepted, please send all of your interview notes, documentation related to the interviews, and any other documents related to the search that Human Resources does not already have copies of, to Human Resources (WA 336). It is required by law that certain specified documents related to the recruitment and search process be kept on file for a specified period of time. Please contact Human Resources if you have questions related to which documents need to be sent to Human Resources.

14. Thank You Emails

    Once the selected candidate has signed and returned the written offer letter to Human Resources, the remaining applicants in the pool will be notified by Human Resources that the position has been filled.