P-001.2 Selection of Personnel (Non-Teaching Faculty and Staff)

Position Description Review

The Hiring Manager will review or create the position description to accurately reflect all qualifications and responsibilities of the role. Upon request, the Office of Human Resources (HR) will pull the position description on file for a vacated position. The Hiring Manager will submit the position description to HR for review. HR will work with the Affirmative Action Officer (AAO) to review for any changes and send suggested changes to the Hiring Manager. If significant changes are made to the current position description, or for any new position, the position must go through classification.

Approval to Fill Vacancy

Once position review is complete, the Hiring Manager completes the Hiring Authorization Form. The Hiring Authorization Form and finalized position description is submitted to the VP for Finance and Administration for budgetary approval and to the President for approval to fill the vacant position.

Bidding/Layoff List (if applicable)

HR will follow the respective Collective Bargaining Agreement for position being posted as it related to bidding and layoff claiming rights procedures.

Position is Posted for Hire

HR will post the position internally and externally for hire. Positions will remain open until filled with an application priority deadline listed two (2) weeks out from date posted unless hiring manager notes a specific date that is greater than two (2) weeks from the posting date. The Department, Hiring Manager, or Search Committee may make recommendations for additional posting locations. HR will review requests and budget to determine if additional posting locations are acceptable.

Screening Committee Formulation

The Hiring Manager determines Search Committee Chair and members.

The Hiring Manager may request unions to put a call out for union representation on the search committee.
Anyone who the Hiring Manager directly appoints to the Search Committee will serve by function.
Committees are ordinarily made of 4-6 members. It is suggested to have a broad array of representation from across unions and departments be represented on search committees.
HR will ensure any collective bargaining agreement requirements of search committee makeup is followed.

Search Committee Duties

Search Committees must complete required trainings with HR and AAO. Search Committee must sign confidentiality forms. Once completed HR will release candidates to the search committee for review.

The Search Committee members will individually screen applications using a Screening Grid provided by HR to review the approved minimum and preferred qualifications from the position description.

Search Committee members will determine if each of the candidates Exceeds, Meets, Does Not Meet, or Does Not Address each minimum and preferred qualification.

The Search Committee will take a consensus of the evaluation in which a majority rules determination will be made on each candidate’s viability to move forward in the process to an interview.

The Search Chair will submit a consolidated Screening Grid with the proposal of candidates to interview to HR and hiring manager for approval.

HR will review the candidates in the pool and make a recommendation to the AAO to move forward with the search or further review candidate pool.
AAO does reserve the right to consult on the search process and provide guidance and recommendation on candidate selection.

After review and approval, the Search Committee will conduct interviews with candidates. Modality of the interview will be determined by the number of viable applicants and Search Committee preference. No more than four (4) candidates will be brought for an on-campus interview. Candidates do not receive travel reimbursement for attending an on-campus interview. Department operating funds are able to cover candidate travel costs at the discretion of the hiring manager. It is the responsibility of the Search Committee Chair to arrange the interview(s).

Search Committee Chair will send HR the interview itinerary and interview questions for pre-approval.

HR will send each finalist candidate a benefits overview and initiate reference checks prior to campus visit.

Each search committee member will complete an Interview Feedback Form for each candidate during each round of interviews.

When interviews are complete, the search committee will complete a consolidated Search Committee Candidate Summary. The Search Committee Chair will submit the Search Committee Candidate Summary and all Interview Feedback forms to HR.

Offer of Appointment

The Hiring Manager will determine which candidate will receive an offer of employment after reviewing all documents from the search committee and interview process. HR will provide the Hiring Manager with the Minnesota State Pre-Hire Justification Form to complete.

The Pre-Hire Justification Form is sent to the AAO for final approval prior to salary information being released to the Hiring Manager for offer.

Upon approval, HR will complete a salary review and provide appropriate salary guidelines to the Hiring Manager to make an offer.

The Hiring Manager will extend a verbal offer to the selected candidate. The Hiring Manager will notify HR when the verbal offer has been accepted with the salary level and start date agreed upon. HR will craft the offer letter and send to the candidate through the Human Capital Management system for signature.

HR will complete the Monitoring the Hiring Process form.

The Hiring Manager will notify the search committee of the successful hire.

Policy History

Date of Adoption: September 15, 1976
Date of Last Review: January 22, 2026

Date and Subject of Amendments

1/22/26 – significant revision of procedure for hiring non-instructional faculty and staff