Overview
Adjunct faculty members are critical to the success of our teaching mission at Minnesota State University, Mankato. However, it is also critical to ensure that we continue to employ qualified adjunct faculty members through an approved hiring process that facilities their on-boarding at the University. This process is designed to efficiently and effectively assign teaching load with appropriate compensation to adjunct faculty. The deadline for completing the adjunct hiring process (e.g., all paperwork completed and processed through Human Resources) is as soon as reasonably possible to ensure timely pay.
Adjunct positions may be posted through Human Resources in Workday. However, a department is not required to post the position online through Human Resources although a department is required to follow the process for employing adjunct faculty members as outlined below.
Step 1: Offer Overload
Departments are first required to offer course(s)/assignment(s) to current Minnesota State University, Mankato department faculty, per the IFO Master Agreement, before any possible adjunct assignment(s) can be made. If none of the current Minnesota State University, Mankato faculty in a department expresses interest in teaching the proposed coursework on an overload assignment, a department may move forward with the approval process for hiring the adjunct position.
Step 2: Communication to Adjunct Candidate
The department sends an email to the adjunct candidate which includes a link to the online Perceptive Content (Image Now) application, Email Template. The completed application will indicate whether the individual is currently working in another department or at another state agency as this may affect how the person is paid and may require placement on the IFO contract salary schedule.
- The adjunct candidate will be asked to provide a copy of a current CV/Resume and Unofficial Transcript during the application process.
Step 3: Adjunct Approval Process
Once the candidate has submitted their completed application, the Chairperson will receive an email notification indicating that a new application is ready to be processed.
The Chairperson and/or department will need to confirm the qualifications of the candidate in order to meet the Higher Learning Commission (HLC) and program accreditation requirements pertaining to faculty qualifications.
Once the Chairperson approves the online application, an email will be sent to the Dean indicating an application needs to be reviewed.
The Dean, Office of the Provost Budget Officer and the Office of the Provost will review the application and confirm/deny (in respective order). Email notifications will be sent along the way to notify the next approver.
Once the Perceptive Content application is approved by the Office of the Provost, the Dean may extend a job offer to the candidate at this time.
Step 4: Create the Written Offer
As the hiring authority, the Dean is responsible for extending the job offer to the intended adjunct candidate. All offers will be made contingent upon receipt of an official transcript (if not already on file in Human Resources), sufficient enrollment and available budget to meet the University’s obligations. As a reminder, the Department Chair does not have the hiring authority.
- All new adjuncts, or current adjuncts who have completed another degree, are required to submit an official transcript of their highest relevant degree(s).
- The official transcript must be received before an adjunct can begin teaching.
- The applicant must request the official transcript to be sent from the granting institution via mail or electronically. Address: Human Resources Department, 336 Wigley Administration Center, Mankato, MN 56001
Any exceptions to the degree requirements must be approved in advance of an offer by the Dean in accordance with the University’s process for recognizing “tested experience” under HLC faculty credentialing requirements referred to above.
When it is determined an adjunct will be assigned to teach a specific course, the Dean's office will send the Adjunct Offer Letter to the candidate.
Once the Offer Letter has been accepted, signed and returned to the Deans Office, please scan and upload in PDF format in the appropriate Microsoft Teams - Adjunct Hiring file/folder (under the correct college and department).
- New Hires/Rehires: Human Resources will send a Welcome Email to the employee. The onboarding process will generate a Secure Token, which will produce forthcoming messages.
- Set up a StarID: Welcome to Minnesota State email from noreply@minnstate.edu and will include instructions for completing next steps.
- Onboarding Tasks in Workday: After the employee has their StarID and password, they will receive e-mails from minnstate@myworkday.com explaining how to log in to Workday to complete your onboarding tasks
- Direct Deposit and State and Federal W4s in Self Service: Within 2 weeks of their hire date, the employee will receive an email that will include their State of MN ID and instructions.
- Returning Adjunct: Human Resources will send an email reminder to adjuncts with the following information:
- Review/update personal information in Workday
- Review/update Direct Deposit/W4 in Self Service
- Update I9 information if required to do so
Step 5: Complete the I-9 Form
Section 1 of the I-9 is required to be completed by the employee no later than the first day of employment, but not before accepting a job offer.
Section 2 of the I-9 is required to be completed by Human Resources with the supporting documentation presented by the employee within 3 business days of the employee’s first day of employment. The original documentation required for Section 2 must be physically viewed by Human Resources, 336 Wigley Administration Center, to meet I-9 regulations.
I-9 regulations require that if the guidelines listed above are not met, employment will be terminated, and the department may be charged an audit fee.
Need of Remote I-9:
If the adjunct needs to alternative location to complete the Form I-9, please contact Human Resources via email: hr-adjuncts@mnsu.edu.
Step 6: Faculty Workload Management (FWM)
For a new adjunct, the Secure Token must be activated by the employee before their name can be entered into the Term Course Schedule tab in the Curriculum Management system.
Returning adjuncts can be entered into Curriculum Management after a job offer has been accepted.
Curriculum Management will feed the information into FWM at which time the Department/Dean's Office should approve the assignment details.
- The signed offer letter needs to be uploaded and attached to every assignment in FWM.
Once the Dean has reviewed and approved the FWM record, Human Resources (HR Service Center team) will process the assignment.
Please follow the FWM Approval Deadlines to ensure timely pay for the adjunct employee.
No adjunct faculty member may teach without an offer letter, official transcript, resume, and completed Form I-9 which has been processed through Human Resources.
If Class(es) are Cancelled:
If a class is canceled after the record in FWM has been approved and processed, update the Curriculum Management system and then immediately notify Campus HR via email hr-adjuncts@mnsu.edu.
Immediate notification will ensure pay can be stopped as soon as possible.
The Curriculum Management system will update FWM to show that the class is no longer being offered.
Staff Login and Help Documentation:
Resources related to Perceptive Content can be found in the related article, "Adjunct Hiring - Using Perceptive Content".
Need Help?
Contact Human Resources at 507-389-2015 or hr@mnsu.edu.