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SECTION 304: ACADEMIC STAFF AND EXECUTIVE/ADMINISTRATIVE POSITIONS - PROCEDURES FOR FILLING

SOURCE: NDSU President

  1. All academic staff (instructores, assistant, associate or full professors and lecturers) and other positions with 2000 job codes and executive/administrative positions (job family 0000) that qualify for fringe benefits must be filled according to the following procedures. Recruitment areas/methods are found in Section 103.1.

    2. 1.1
    Complete a Request to Recruit form and circulate with necessary attachments for approval signatures. A notice of approval will be sent from the Provost and Vice President for Academic Affairs' Office to the search committee chair and the department chair/head or other appropriate unit administrator.

    For equal opportunity/affirmative action purposes, particular attention will be given to:

  2. completeness of the position description

  3. specificity of qualifications

  4. consistency of qualifications on Request to Recruit with those in flyers and/or advertisements

  5. details of the recruitment plan which should include:
    6. - both formal and informal recruitment methods
    - specific efforts to reach those in traditionally underrepresented groups (see Section 103.1 on recruitment areas and methods)

    1.2
    After receiving the notice of approval for the Request to Recruit, the department initiates the recruitment efforts described on the Request to Recruit by placing both hard copy and electronic advertisements, distributing positions announcements, etc., and retaining documentation for the transaction file (see this section, No. 1.10.4). An electronic copy of the position announcement should be sent to the Equity and Diversity Office for posting on standard web sites: NDSU employment page, Higher Ed Jobs, and Career Fargo. If changes occur in the recruitment plan, please notify the Equity and Diversity Office.

    1.3
    Once the Request to Recruit has been completely approved, the Equity and Diversity Office will create a Job Requisition in Recruit Workforce and send the following to the search committee chair:

    • a copy of the approved Request to Recruit that includes the Job Requisition number;
      NOTE: The department is responsible for entering and updating applicant information n Recruit Workforce; at least one support staff member in each department has Recruit Workforce access to do this task.

    • a supply of applicant flow cards and envelopes (See Section 105);

    • a copy of the NDSU recruitment brochure (additional copies are available from the Equity and Diversity Office for recruitment activities);

    • a list of women and minority doctoral candidates, when available and appropriate.


    In addition, for positions that do NOT include teaching responsibilities, a packet of information about the ND Veteran's Preference Law and of the screening process required in order to comply with that law.

    The following information for use in the recruitment and hiring process is available online:

    The following institutional forms may be downloaded and/or completed on-line:

    1.4
    Conduct the screening process using the qualifications given on the Request to Recruit form. (Keeping notes about this process will be helpful in completing the transaction file.) Those who do not meet minimum qualifications should be notified promptly that they are no longer being considered and their lack of qualifications noted on the Recruitment/Employment Checklist.

    1.5
    Conduct interviews and determine the best qualified applicant. For non-teaching positions, see the packet of information on compliance with the veteran's preference law.

    Please note that the Provost and Vice President for Academic Affairs should be included in the interview schedule for those interviewed for academic department chair positions and, when possible, those interviewed for faculty positions.

    1.6
    Complete the Interview Report forms and Recruitment Employment Checklist noting reasons for selection or non-selection of each applicant based on the minimum and preferred qualifications.

    1.7
    Complete the Request to Offer a Position form in its entirety, and route for required signatures with the following attachments:

    • Complete application files for all interviewed applicants or for all applicants included in the final pool (in cases where only one applicant is interviewed on campus). Be sure to include the following:

      • Interview Reports,
        • A list of the questions used in the formal interview, the Recruitment/Employment Checklists,

        • A completed and signed Criminal Record Disclosure form. Faxed copies are acceptable.
          While Criminal Record Disclosure form is required only for the individual hired, the department may want to ask all those interviewd for the position to submit this form in case the first choice applicant does not accept an offer.
        • The list of applicants with updated dispositions printed from Requitision Activity in Recruit Workforce.

        • For faculty and lecturer appointments, a draft of the proposed letter of offer based on the format provided by the Provost and Vice President for Academic Affairs

        • A completed Degree Verification form for the applicant to whom the department wishes to make the offer if the required degree has been completed. If the applicant's file includes a complete transcript, the Degree Verification is not needed

    1.8
    Upon approval, contact the person selected and send two originals of the letter of offer (one to be signed and returned indicating acceptance). If the person rejects the offer, return to 1.7 above and follow the same procedure for the second ranking applicant. To save time, as many as three (3) finalists may be rank ordered and a Request to Offer a Position for each circulated altogether.

    Note: When an individual accepts the offer, the Criminal Record Disclosure form should be sent to the appropriate dean's office to be filed in the individual's official personnel file. The Criminal Record Disclosure form for any other applicant who completes it should remain with that applicant's file and be submitted to the Equity and Diversity Office as part of the transaction file.

    1.9
    Once the position has been accepted, promptly notify all remaining applicants of the action.

    1.10
    As soon as possible after the offer is accepted, complete and submit the employing department's portion of the transaction file to the Equity and Diversity Office. If a position is not filled and a new or extended search is planned, contact the Equity and Diversity Office to determine how to handle the new recruitment.

    NOTE: No Hiring form 100/102: Job Data or Change Form 101 will be processed until transaction file has been completed and submitted to the Equity and Diversity Office.

    A complete transaction file will include the following:
    ITEM
    RESPONSIBLE OFFICE
    1.10.1 Request to Recruit form Equity and Diversity Office
    1.10.2 Memo appointing the search committee Equity and Diversity Office
    1.10.3 Applicant flow summary Equity and Diversity Office
    1.10.4 Copies of all recruitment efforts including:
    -Actual advertisement(s) used to recruit with publication names and dates
    -Samples of position flyer(s) and/or letters with a list of those to whom such mailings were sent    		 Employing department
    1.10.5 Any correspondence related to the recruitment and selection process Employing department
    1.10.6 Notation of telephone or face-to-face contacts Employing department
    1.10.7 Applications and related materials received for the position Employing department
    1.10.8 Complete Recruitment/Employment Checklists for all applicants Employing department
    1.10.9 A list of the questions used for the phone and/or personal interview Employing department
    1.10.10 Completed Interview Reports for those interviewed by phone or in person Employing department
    1.10.11 A copy of the interview questions used by the search committee Employing department
    1.10.12 A completely signed copy of Request to Offer form Employing department

    1.11
    Complete the Hiring Form 100/102: Job Data, attach the following items, and circulate it for signatures:

    • A fully signed copy of the Request to Offer

    • For faculty, lecturers and graduate teaching/research fellows, a copy of the letter of offer or appointment agreement.

    • A completed Degree Verification form if the applicant's file did not include a complete transcript because the degree was not completed at the time the Request to Offer was approved.

    1.12
    To change the status for a current employee, complete the Change Form: 101 instead of the Hiring Form 100/102. The Change Form 101 should be accompanied by either a fully signed Request to Offer form or a memo documenting the means by which the change has been authorized. The Change Form 101 is routed for signatures in the same way as the Hiring Form 100/102.

  6. Transaction files will be reviewed for completeness in the Equity and Diversity Office and stored for three years.

HISTORY: July 1990; Amended April 1992; May 1996; July 1997; November 1999, August 2002, December 2005.

NDSU PolicyManual
Last Updated: Thusrday, May 09, 2008
Published by North Dakota State University