Request to Fill Position
The process is started when Human Resources receives the following package of paperwork. **All forms must be complete with applicable signatures obtained prior to routing to Human Resources.
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 morning (for Tuesday postings) or by 9:00am Thursday morning (for Friday postings).
The length of the internal posting period varies depending on the requirements in the respective bargaining agreements. They are as follows:
Testing
If the vacant position is in AFSCME unit 204 or 206, position qualifications need to be established prior to posting the position. The position qualifications are based on the minimum qualifications needed for someone entering the vacant position as they are listed in the position description. Human Resources can assist you with the process of selecting the position qualifications most suited for the vacant position. The position qualifications must be chosen from the Statewide Standard Menu of Position Qualifications (http://www.hr.mnscu.edu/forms/swmenu.html). Qualifications that are covered by our employment testing software will be assessed using that process. The list of available tests follows:
To receive additional information on the employment testing process, please visit http://www.mnsu.edu/humanres/testing.html
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 will have the opportunity to meet with the successful bidder to discuss the position in more detail prior to the bidder accepting or rejecting the bid award.
*If there are employment tests required for the position, the bidder will be required to pass all of the required tests prior to being awarded the position.
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 by the supervisor, 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.
Minnesota Management & Budget (MMB) Posting
If there are no eligible bidders (or the eligible bidder(s) reject the bid award or do not pass the required employment tests) the position will 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 applications for vacant positions have to be submitted through the Minnesota Management & Budget (MMB) website to be considered for the vacancy.
Applicant Screening (Human Resources)
After the position closes on MMB, the steps below will be followed in order until the position is filled:
Human Resources will prescreen the applicants based on the posted minimum qualifications for the position.
Seniority Unit Layoff List: A search of the list for the appropriate classification will be conducted.
Claiming: A person who has received notice of layoff can claim a position in the same or lower classification as they are currently in.
Promotable Applicants (AFSCME): Check for qualified applicants on the list who are promotable If this 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. In addition, the Screening Summary Report will be forwarded to the hiring official for completion.
Resume Review and Interviewing (Hiring Official)
When the hiring official has reviewed the applicants and selected the candidates that he/she would like to interview, the hiring official should forward the following information to Human Resources:
Human Resources will then contact each candidate to schedule their interview, as well as employment testing (if applicable). A follow-up letter will be sent confirming the interview date, time, location, parking instructions, etc. This correspondence will also contain 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.
Identify Finalists (Hiring Official)
Once the interview process is complete, the hiring official will identify the finalist candidate he/she wishes to recommend for the position. An updated copy of the Screening Summary Report form must be submitted to Human Resources at this point in the process. Using the same Screening Summary Report form initially completed prior to conducting interviews, update the pertinent information, specifically columns 7 and 8, for all of the candidates who were interviewed. The hiring official should perform his/her own reference checks for the finalist. The Application for Classified Employment forms (yellow forms) the candidates turn in at their interviews should all be forwarded to Human Resources at this point. Human Resources will then complete the employment verifications, conduct a criminal background check (if applicable), and confirm the status of the employment testing (if applicable). If a criminal background check is required, this must be complete before an individual can be offered or appointed to a position. For more information on the background check policy and consent form go to: Background Check Policy
Affirmative Action
The hiring official must complete the Classified Position Selection Decision Reports for the individuals who are part of the protected class, as well as for the selected candidate. The Classified Position Selection Decision Reports shall be accompanied by the following documents:
This packet is to be forwarded to Human Resources as soon as possible after the decision has been made.
NOTE: Skip this step if there are no individuals in the protected class for the position.
Wage Information
The hiring official must discuss wage information with Human Resources prior to extending any verbal offers of employment
Offer
Once all the above steps and approvals have been completed, the hiring official will 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:
Classified Personnel Document (CPD)
Once the hiring official and candidate have agreed upon a start date, the hiring official must complete a Classified Personnel Document (CPD) appointing the candidate to the position. All appropriate signatures must be obtained prior to routing to Human Resources. The candidate will NOT be entered into the system, and NOT paid, until ALL completed/signed paperwork listed above (See #11), along with the CPD, is received in Human Resources.
NOTE:The CPD must be received in Human Resources at least one week prior to the employee's first day of work.
Thank You Letters
Once the selected candidate has signed and returned the written offer to Human Resources, the remaining applicants in the pool will be notified in writing that the position has been filled. This communication comes directly from Human Resources.
