Search Process Checklist

These are the essential events in the search process for unclassified employees. The order of events can and may
change depending on the circumstances.
Date Description
 
  1. Fill out the necessary position origination documents according to the Hiring Process Guidelines.
 
  1. Establish the Search Committee and contact the Office of Affirmative Action (OAA) to obtain training, which will be conducted via D2L. Training will cover the respective Affirmative Action Plan Hiring Goal(s) for the job posting and a review of the role and responsibilities of being a search committee member. Please provide to OAA a list of your search committee members. Human Resources (HR) is also available for any questions during the search process.
 
  1. Submit materials to Dean/VP including:
    1. Draft Job Posting (If applicable, matching the position description) (note: these are the minimum qualifications your committee will be obligated to follow) (see also Job Posting guidelines & web version)
    2. Recruitment Plan (include ad(s)) (see advertising & recruitment guidelines)
    3. Draft Applicant Screening Forms, Reference Check Questions, and Interview Questions. Dean/VP will review and forward to Human Resources.
 
  1. Human Resources will review materials and return to Dean/VP with suggested changes. Dean/VP will give final approval on changes and notify Search Chair. (Search Chair to provide revised packets to HR & Dean/VP.)
    Note: HR will format final Job Posting, provide print-ready copy to Search Chair, and then post on MSU Career Opportunities, MnSCU Employment Opportunities, HigherEdJobs.com, MinnesotaDiversity.com, Governmentjobs.com and Upper Midwest Higher Education Recruitment Consortium (HERC).
 
  1. Implement Recruitment Plan (3b above) throughout application period. HR sends acknowledgment email to candidates.
 
  1. Search Committee will conduct prior review of any internal fixed term IFO candidates pursuant to Provisions in Article 21, Section A, Subd. 2 Note: Complete Priority Consideration Review Form.
    1. If internal fixed term is recommended for hire, proceed to step 16.
    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 of same. 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 screen out applications not meeting objective qualifications. HR will notify unqualified candidates via email.
 
  1. HR will transmit information to the Search Committee electronically. Search Committee screens qualified applications using consistent, equal opportunity, and job related criteria for all candidates. Determine potential finalists. Record results on Screening Summary Report form.
    2. In addition, HR will send a spreadsheet of the whole applicant pool to the Office of Affirmative Action for their review and approval of the applicant pool.
 
  1. Search Committee should notify potential finalists by phone. (Inquire re: continued interest, notify re: reference checks.)
    2. If an applicant(s) 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. Please refer the applicant to this service.
 
  1. Conduct reference checks. (Use standard questions; record data; notify referees of data privacy issues.)

Search Process Checklist Page 2

Date Description
 
  1. Fill out the Finalist Approval Form. After the Dean/VP has signed, send to OAA Director (attach Report of Recruitment Procedures, Screening Summary Report form, and Resume for each potential finalist). Human Resources will give final approval to proceed.
    Please note that once the initial Screening Summary Report with the Finalist Approval Form has been submitted and approved, any future candidates that you wish to interview from column 5 of the Screening Summary Report would first need to be approved. An updated Screening Summary Report and a new Finalist Approval Form will need to reflect these new interview candidates and be submitted for approval.

    2. NOTE: Any new positions posted as of April 12, 2010, Human Resources will request an official transcript of the highest completed degree, to be sent to HR, from all approved finalists.

 
  1. Arrange interviews. (Comply with travel regulations.) (See also Expense Reimbursement for Finalists. Reminder: Meal expenses limited to per diem rates. )
    Note: Throughout the search, Search Chair should consult with Department Chair and faculty about the status of the search (confidentiality rules must be followed). Department Chair (Unit Head) and faculty (unit)can work with Search Chair and Search Committee by reviewing materials and files of finalists, and participating in campus interviews.
    Note: Be sure to redact confidential information from resources of interviewees. See Confidentiality and Access to Applicant Materials for details.
 
  1. Interview finalists using consistent, equal opportunity and job related criteria for all candidates. Record results on the Screening Summary Report form. (Candidates must fill out Work Experience Summary (IFO) (MSUAASF) to be used in determining appropriate salary, and complete the Authorization to Verify Employment History for HR to verify employment, as well as other releases that may be necessary.) Provide candidates with appropriate benefit summary.) See additional information on conducting interviews . Do travel reimbursement form at this time.
 
  1. If no candidate is recommended for hire, fill out Notice of Failed Search Form. After recommendation is official, HR will notify candidates of failed search. Proceed to step 21.
 
  1. If candidate(s) recommended, provide information to Dean/VP re: results of committee work. Dean/VP will provide format for this. Remember—the VP makes selection of candidate. Dean must notify Search Chair of status regarding selection.
 
  1. Complete Offeree Approval Form (attach signed Finalist Approval form, updated Screening Summary Report form, signed Authorization to Verify Employment History form, and resume of Offeree) Obtain required signatures. This step must be completed prior to submitting the work experience documentation in step 17.
    If approved finalists or 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 would first need to be approved. An updated Screening Summary Report and a new Finalist Approval Form will need to reflect these new interview candidates and be submitted for approval (see Step 11). Once Offeree Approval form is approved, HR will send out employment verifications to past three (3) employers of the offeree candidate.
 
  1. Hiring official should review and sign the Work Experience Summary that was completed by the applicant (step 13) and forward to the Vice President's Office with printed resume/vitae, copy of job posting, and copy of the completed Offeree Approval Form (step 16) or a copy of the approved Search Waiver.
    Note: The VP's Office will review the work experience documentation and forward to Human Resources. No salary offer can be made before Human Resources reviews the Work Experience Summary, official transcript, Application for Employment, Offeree Approval form, and makes a salary recommendation. After Human Resources and the Vice President’s Office have completed a review of work experience history, Human Resources will return to the hiring official an analysis of the work history and the recommended hiring salary.
 
  1. Appropriate Vice President extends the offer, Human Resources will review the Offer Letter and Terms of Appointment before it is sent.
 
  1. After the candidate accepts in writing, Dean/VP notifies Search Chair of acceptance of offer. HR will notify remaining candidates of non-selection not hired that they are no longer being considered.
 
  1. The VP’s Office will submit the necessary appointment documents to Human Resources according to Hiring Process Guidelines and return all other recruitment materials to Search Chair.
 
  1. Search Chair will submit all search materials to Human Resources (include screening forms, employment verification forms, Screening Summary Report, and any other application materials). (Refer to Documenting a Search.)