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Minnesota State University, Mankato

Minnesota State University, Mankato

Hiring Process Guidelines

Page address: http://www.mnsu.edu/hr/hiringprocess/unclass_new_adjunct.html

Adjunct - Unclassified Appointments

Adjunct - Unclassified Appointments
Adjunct faculty members are critical to the success of our teaching mission at MSU, Mankato. However, it is also critical to ensure that adjunct faculty members are properly employed, so that they can teach and be compensated accordingly. The process for employing adjunct faculty members is as follows.

  1. Offer Overload
    • Offer course/assignment to current MSU faculty, per the IFO Master Agreement, any possible adjunct assignment(s) must first be offered to current department faculty. If no interest from current MSU faculty, you may move forward with filling the adjunct position.
  2. Adjunct Appointment Authorization Form
    • To request approval to hire adjunct(s), you must first complete the Adjunct Appointment Authorization form (Available from Academic Affairs www.mnsu.edu/acadaf/forms/). If approved, proceed to step #3.
  3. Selection of Adjunct Candidates
    • Adjunct positions may be posted through the Office of Human Resources. However, if the department has an existing pool of adjuncts, you are not required to post the position online through the Office of Human Resources.
    • Confirm the adjunct candidate(s) qualifications by requesting a CV/resume and an official transcript of their highest completed degree, in order to meet department/university accreditation requirements. If the candidate has been previously employed with MSU, this information may already be on file. Note: The official transcript must be received in Human Resources before an offer can be extended to the candidate. The applicant must request for the transcript to be sent in a sealed envelope directly from the granting institution to our respective college Dean. It will then be forwarded to Human Resources with all of the final paperwork (noted below in step 5).
  4. Extend Verbal Offer
    • As the hiring authority, the Dean is responsible for extending the verbal offer to the intended adjunct candidate.
  5. Create Written Offer
    • When it is determined which adjunct is going to teach a specific course, e.g. when it is put into the course schedule, the Dean's office will generate the appointment letter (Adjunct Appointment Letter or Athletics - Adjunct Appointment letter) and attach all appropriate forms for the employee to complete and return. As a reminder, the Department Chair does not have the hiring authority.
      Note: The Dean's office should check to see if the individual is also working in another department as this may impact how the person is paid and may require placement on the IFO contract salary schedule.
    • Along with the adjunct appointment letter, provide all new adjuncts with the following documents:
      1. Adjunct Faculty Checklist
      2. Employee Profile
      3. I-9
      4. W-4 Form
      5. Direct Deposit Form
      6. Retirement Checklist for New Hires
    • Returning adjunct hires must include the above documents only if something has changed or if it has been three (3) years or longer since his/her last appointment with Minnesota State Mankato. All new adjuncts, or current adjuncts who have completed another degree, are required to submit an official transcript of his/her highest degree. Any exceptions to the degree requirements must be discussed in advance of an offer with the Dean and/or Academic Affairs.
  6. I-9 Form
    • The employee must visit Human Resources to complete the Form I-9 within three working days of the start of his/her employment to meet I-9 regulations, or the department may be charged an audit fee. If the adjunct will not be working on the Mankato campus, contact the Office of Human Resources at x2015 to determine how to process the I-9.
  7. Unclassified Personnel Documents (UPD)
    • The department/Dean's Office should complete an Unclassified Personnel Document (UPD). The UPD (as well as the appointment letter) must indicate whether this is a new adjunct hire or a returning adjunct. This information is available in SCUPPS and must be checked before processing the appointment letter and UPD.
    • Documentation for enrollment based courses should be completed as soon as enrollment is sufficient, or as soon as the course is cancelled. In the comment section of the UPD, indicate the course is enrollment based and that it has been offered to currently faculty members in the department/college. The Form I-9 still needs to be completed within the required timeframe, as noted in step #5 above.
    • In other circumstances where an adjunct faculty member is identified later, the appointment letter and UPD should be generated as soon as possible. However, in no way can it be later than the first day the adjunct is teaching class.
    • In order for an adjunct employee to be paid on the first full pay period after the start of a semester, the UPD must be processed through Human Resources one week before the first duty day of the semester, if not before. Earlier submissions are appreciated due to volume and the ability to input the data. Note: For spring semester this means the paperwork must be processed before leaving for the holiday break or the adjunct faculty member may not be paid until the second full pay period--at the earliest.
    • No adjunct faculty member may teach without an appointment letter, official transcript, resume, UPD and completed Form I-9 which has been processed through Human Resources.
  8. Academic Affairs
  9. Finalized Appointment Document (View Sample Document)
    • Human Resources will key all the information provided from the UPD and accompanying paperwork into the SCUPPS system. They will generate a finalized appointment document which details the assignment, appointment status, rank and contracted salary for each new employee.
    • Human Resources will send the SCUPPS generated finalized appointment document to the appropriate Dean's office for review and distribution.
  10. Class Cancellations
    • If a class is cancelled after submission of the UPD to Human Resources, immediately email JoAnn Scholtz at joann.scholtz@mnsu.edu to notify her, so that she can stop the pay as soon as possible. Then process the necessary UPD and forward to Academic Affairs, as noted in item #7 above.