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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. Current Position Description - signed and dated by official ** 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.

3. Organization Chart

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2. Recruitment and Selection Committees

If the hiring official 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 official shall always be the primary contact and directly involved in the recruitment and selection process. Others may be invited by the hiring official to assist him/her in activities such as screening of applicant resumes, developing interview questions, sitting in on interviews, etc. but the hiring official 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 official, 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 official'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

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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. 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

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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.

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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.

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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. For most positions Human Resources will prescreen the resumes based on the posted minimum qualifications for the position. Hiring officials are also responsible for screening all resumes received to ensure that the applicants meet ALL of the posted minimum requirements.

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. Worker's Compensation List: If there is a candidate on the State Worker's Compensation List, his/her resume will be forwarded to the hiring official so the candidate can be contacted to schedule an interview to determine his/her qualifications.

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

7. 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.

*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

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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). Please note, if you decide at any point in the process to interview the candidates you initially listed on the Screening Summary Report as candidates who "may be" interviewed, the Finalist Approval Packet must be re-routed to Affirmative Action and Human Resources for review and approval prior to scheduling interviews with those candidates.
3. Completed Screening Summary Report - Classified: Please note, this form must be completed only for applicants who are being interviewed or may be interviewed.
4. Position Description
5. List of interview questions (Template will be provided to you by Human Resources).

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.

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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 submitted with the below items to Affirmative Action for final review and approval: 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.

   1. Finalist Approval Form - Classified (completed in step 8)
   2. Screening Summary Report - Classified (completed in step 8)
   3. Position Description
   4. Resume of selected candidate
   5. Completed Interview Template forms for ALL candidates interviewed. Please note: All of the Interview Template forms must be thoroughly completed.

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10. Reference Checks, Applications, Transcripts, Background Checks and Employment Verifications

    Once the packet has been approved by Affirmative Action, it will be forwarded onto Human Resources who will contact the hiring official to coordinate and begin the following steps:

    1. 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. Prior to contacting any references, please verify that that candidate has consented by checking the “yes” boxes on the Application for Classified Employment form.

    2. The Application for Classified Employment forms the candidates turned in at their interviews must all be forwarded to Human Resources at this point in the process.

    3. Please forward all copies of transcripts received from candidates to Human Resources (WA 336 - Attention: Jill). Prior to forwarding the transcripts to Human Resources, please verify that the degree obtained matches with the posted requirements for the position. Continued on next page...

    4. Human Resources will complete the employment verifications and conduct a criminal background check (if applicable). 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

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11. Wage Information

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

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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)

Please note: the written offer of employment includes the start date of employment which is needed for several legal documents. If this is modified from the initial date communicated to Human Resources, you must inform us of the new date so a revised offer letter can be created and our systems updated accordingly.

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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 to Human Resources (WA 336 – Attention: Jill). 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.

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14. Thank You Emails

Once the selected candidate has verbally accepted the position, the hiring official must notify all internal candidates that the position has been offered to and verbally accepted by another candidate. Once the offer letter is signed and returned to Human Resources by the selected candidate, the remaining applicants in the pool will be notified via email by Human Resources that the position has been filled.