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Minnesota State University, Mankato

Minnesota State University, Mankato

Page address: http://www.mnsu.edu/hr/search/spchecklist/

Unclassified Search Process Checklist

(Print/Save PDF Version)

DateDescription
  1. Fill out the necessary position origination documents according to the Hiring Process Guidelines.
  1. Establish the Search Committee and submit the names of the committee members to HR and Affirmative Action.
 
  1. Draft a job posting and submit the following materials electronically to HR (HR will review and forward to the Dean, Affirmative Action, and Search Chair with suggested changes for their approval):
    1. Submit Job Posting Request http://www.mnsu.edu/hr/jobpost/. Review the Job Posting guidelines.  For MSUAASF and Administrator positions, the Job Posting must match the Position Description.
    2. HR posts all unclassified positions on the following websites: MSU Career Opportunities, MnSCU Employment Opportunities, HigherEdJobs.com, MinnesotaDiversity.com, Governmentjobs.com and Upper Midwest Higher Education Recruitment Consortium (HERC). In addition, all IFO Probationary positions will also be placed online with The Chronicle of Higher Education.
 
  1. After the position has been posted online by HR, Review recruitment guidelines and submit advertising requests.
 
  1. Create and e-mail draft applicant screening materials to HR for review and approval. After reviewing, HR will send final recommendations and forms to the Dean and Search Chair. The applications will not be released to the search committee (in step 7) until HR has approved the screening forms. Below are example forms and templates.
    1. Initial Applicant Screening Form
    2. Phone Reference Check Questions
    3. Phone/Pre-Screen Interview Questions (optional)
    4. On-campus interview questions
    5. Teaching/presentation evaluation (optional)
 
  1. For IFO probationary positions, the search chair must notify HR of any internal fixed term candidates eligible for prior consideration.
    1. Review the prior consideration guidelines and then complete the Prior Consideration / Transfer Form.
      1. If internal fixed term is recommended for hire, proceed to step 13.
      2. If internal fixed term is recommended to continue in process to be considered along with other applicants, proceed to step 7.
      3. If internal fixed term is not qualified for position, notify applicant. Note: This can be done before placing print ads, but the position must be posted on the Minnesota State Mankato web page, MnSCU web page, and HigherEdJobs.com before reviewing internal candidates.
 
  1. HR will review all on-line applications received and:
    1. Notify applicants that their application is either complete, incomplete, or if they do not meet the minimum qualifications (applicant responded 'no' to any of the minimum supplemental questions).
    2. Send a spreadsheet of the applicant pool to the Office of Affirmative Action for review and approval of the applicant pool.
    3. Once the pool is approved by OAA, HR will electronically forward all completed applications to the search committee.
      NOTE: Current IFO faculty at other MnSCU institutions may request transfer to MSU, per Article 31 of the IFO Master Agreement. If an applicant requests transfer in their application materials, only their application will be forwarded to the search committee for review. Upon completion of reviewing the individual's application materials, the search committee will complete the Prior Consideration/Transfer Form. The completed form will indicate the search committee's recommendation to either: A) hire the applicant who has requested transfer (then proceed to step 13) B) Review the entire applicant pool (resume search process at step 8).
 
  1. Search committee screens qualified applications using consistent, equal opportunity, and job related criteria for all candidates.
    1. Evaluate the applicants using the initial applicant screening form created in step 5.1.
    2. (Optional) Conduct phone interviews on the (approx. 4-7) most qualified applicants, using the form created in step 5.3.
    3. Conduct reference checks on the (approx. 3-7) most qualified applicants, using the form created in step 5.2.
 
  1. Determine potential finalists.
    1. Submit the Finalist Approval Form and required attachments to the Dean/VP.
      1. Required attachments include: Screening Summary Report, resume/CV for each of the proposed finalists (selected for interview and 'may be selected for interview'), job posting, Recruitment Report, and Prior Consideration Form (if applicable).
    2. After the Dean/VP has signed the Finalist Approval Form, deliver the packet to the Office of Affirmative Action.
    3. OAA will review and then deliver the Finalist Approval Form and attachments to HR.
 
  1. HR will review the finalist approval packet and then give the final approval to proceed with on-campus interviews.
    1. HR will e-mail Search Chair and Dean/VP with a copy of the approved finalist approval form.
    2. HR will e-mail finalists and request that they complete a Work Experience Summary (IFO) or (MSUAASF) and that an official transcript of their highest completed and/or required degree, be sent to HR. If an applicant is not able to provide an official transcript from their international institution, we will accept credential evaluations prepared by any National Association of Credentials Evaluation Services member.
 
  1. Arrange and conduct interviews with finalists using the questions from the On-Campus Interview Form created in step 5. (Review Expense Reimbursement for Finalists and comply with travel regulations. Reminder: Meal expenses limited to per diem rates.)
    1. Ask candidates to bring to their interview a completed:
      1. Work Experience Summary (IFO) or (MSUAASF) to be used in determining appropriate salary, if selected as the final candidate
      2. Authorization to Verify Employment History, for HR to verify employment history
    2. Remind candidates that an official transcript must be sent to HR (see 10b)
    3. See additional information on conducting interviews.  Be sure to redact confidential information from applications materials of finalists. See Confidentiality and Access to Applicant Materials for details.
    4. Provide candidates with appropriate benefit summary.
    5. Record results of the interviews on the Screening Summary Report form.
    6. Submit travel reimbursement form at completion of interview.

Note: If interview candidates are deemed not qualified during the interview process, or an offer is declined by an approved final candidate, any future candidates that you wish to interview from column 5 of the Screening Summary Report will first need to be approved. Submit an updated Screening Summary Report and a new Finalist Approval Form to reflect the new interview candidates.

 
  1. Submit the signed Authorization to Verify Employment History of the intended offeree directly to HR, with the PRF number written on the back. HR will conduct employment verifications of the past three (3) employers of the offeree candidate, while the offeree form is being routed for signatures from the Dean/VP, OAA, and HR.
 
  1. Complete and submit the Offeree Approval Form and required attachments, as noted on the offeree approval form. Remember, the Dean/VP makes the final selection.
    1. After the Dean/VP has signed the Offeree Approval Form/packet, deliver to the Office of Affirmative Action, with the required attachments. OAA will review and deliver the Offeree Approval Form to HR.
    2. The VP's office and HR will review the creditable work experience packet.
    3. After the work experience has been calculated and approved, HR will be in contact with the Dean/VP regarding a salary offer. As a reminder, a salary offer cannot be made before the VP and HR have reviewed and approved the work experience form.

Note: If a candidate is not recommended for hire, complete and submit the Notice of Failed Search Form. After all signatures are obtained, HR will notify the search chair, Dean and all applicants of the failed search. Proceed to step 15.

 
  1. Dean/VP extends a verbal offer and submits a hiring transmittal packet to HR, who will create and mail a formal written offer letter, terms of appointment, and new hire paperwork. Upon receipt of a signed offer, HR will notify the Dean/VP and the Search Chair.
 
  1. HR will work with the Dean/VP and Search Chair to notify remaining finalists of non-selection. HR will then e-mail all other applicants that the search has been completed and they are no longer being considered.
 
  1. Search Chair must compile and submit all search materials to HR (i.e. screening forms, employment verification forms, screening summary report, and all other search/applicant materials). Refer to Documenting a Search.