Unclassified Search Process Checklist

Overview

This article provides a step‑by‑step guide to Minnesota State University, Mankato’s full hiring search process, from initiating a request and posting the job to screening applicants, conducting interviews, selecting an offeree, and closing the search. It is designed for search chairs, managers, and committee members, offering clear instructions, required forms, and procedural expectations to ensure an efficient, consistent, and equitable hiring experience.

Quick Navigation:

• Step 1 - Requesting a Search
• Step 2 - Job Posting
• Step 3 - Additional Advertisement
• Step 4 - Screening Forms
• Step 5 - Prior Consideration (IFO only)
• Step 6 - Pre-Screen
• Step 7 - Screening
• Step 8 - Finalists
• Step 9 - Interviews
• Step 10 - Offeree
• Step 11 - Pre-hire Checks
• Step 12 - Offer
• Step 13 - Closing Search
• Step 14 - Compiling Search Materials

Complete the ePRF for your position. This document will also gather: 

• Search Committee (enter the names of those into the provided ePRF field) 
• Search Waiver (if applicable)
• If performing an IFO Regular Search, the IFO Notice of Vacancy. 

For regular searches, a Recruitment Plan. 

Review the Job Posting Guidelines

Once the ePRF is approved, HR will draft the job posting and provide to the Manager of the position for final approval within Workday. 

HR posts all unclassified positions on the following websites: MSU Career Opportunities, Minnesota State Career Opportunities, HigherEdJobs.com, Higher Education Recruitment Consortium (HERC) and The Chronicle of Higher Education.

Step 3 - Additional Advertisement

Create and e-mail draft applicant screening materials to HR for review and approval. After reviewing, HR will send final recommendations and forms to the Dean and Search Chair. The applications will not be released to the search committee (in step 7) until HR has approved the screening forms. Below are required forms and templates.

• Initial Applicant Screening Form
• Phone Reference Check Questions
• Phone/Pre-Screen Interview Questions (optional)
• On-campus interview questions
• Teaching/presentation evaluation (optional)
• Diversity, Equity and Inclusion statement rubric

Step 5 - Prior Consideration (IFO only)

For IFO probationary positions, the search chair must notify HR of any internal fixed term candidates eligible for prior consideration. To do this review the prior consideration guidelines and then complete the Prior Consideration Form.

• If internal fixed term is recommended for hire, proceed to step 9.
• If internal fixed term is recommended to continue in process to be considered along with other applicants, proceed to step 7.
• If internal fixed term is not qualified for position, notify applicant. 

Note: This can be done before placing print ads, but the position must be posted on the Minnesota State University, Mankato web page, Minnesota State web page, and HigherEdJobs.com before reviewing internal candidates.

Step 6 - Pre-Screen

HR will review all on-line applications received and:

• Notify applicants that their application is either complete, incomplete, or if they do not meet the minimum qualifications (applicant responded 'no' to any of the minimum supplemental questions).
• Send a spreadsheet of the applicant pool to the Office of Equal Opportunity & Title IX for review and approval of the applicant pool.
• Once the pool is approved by EEO & Title IX, HR will electronically forward all completed applications to the search committee.

Step 7 - Screening

Search committee screens qualified applications using consistent, equal opportunity, and job related criteria for all candidates.

• Evaluate the applicants using the initial applicant screening form created in step 5.
• Conduct phone interviews on the (approx. 4-7) most qualified applicants, using the form created in step 5 (Optional).
• Please note that reference checks will no longer need to be conducted for finalists (see 12e).                           
• Determine potential finalists.

Step 8 - Finalists

Submit the Finalist Approval Form and required attachments electronically to the Dean/VP. Required attachments include:

• Screening Summary Report
• Resume/CV
• Unofficial transcript for each of the proposed finalists (selected for interview and 'may be selected for interview')
• Job posting
• Copy of the Recruitment Plan created in step 1.

After the Dean/VP has signed the Finalist Approval Form, they will send the Finalist Approval Form and attachments to HR electronically.

Step 9 - Interviews

HR will review the finalist approval packet and then give the final approval to proceed with on-campus interviews.

• HR will e-mail Search Chair and Dean/VP with a copy of the approved finalist approval form.
• The search committee will e-mail finalists and request that they complete a Work Experience Summary (IFO) or (MSUAASF), Authorization to Verify Employment History form, and that an official transcript of their highest completed and/or required degree, be sent to HR. If an applicant 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.
• The search committee should arrange and conduct interviews with finalists using the questions from the On-Campus Interview Form created in step 4. (Review Expense Reimbursement for Finalists and comply with travel regulations. Reminder: Meal expenses limited to per diem rates.)
• See additional information on conducting interviews. Be sure to redact confidential information from applications materials of finalists. See Confidentiality and Access to Applicant Materials for details
• Record results of the interviews on the Screening Summary Report form.
• Submit travel reimbursement form at completion of interview.

Note: If 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 4 of the Screening Summary Report will first need to be approved. Please contact your Staffing Specialist further information.

Step 10 - Offeree

Complete and submit the Offeree Approval Form and required attachments electronically, as noted on the offeree approval form. Remember, the Dean/VP makes the final selection.

• After the Dean/VP has reviewed and approved the Offeree Approval Form/packet, they will send the Offeree Approval Form to HR electronically for review. HR will contact the search chair when the Offeree Approval Form is approved.
• The VP's office and HR will review the creditable work experience packet.
• Please attach the signed Authorization to Verify Employment History of the intended offeree to the Offeree Approval Form, HR will conduct employment verifications of the past three (3) employers of the offeree candidate.
• If applicable, please attach the Prior Consideration Form

Step 11 - Pre-hire Checks

• Once the offeree approval packet has been approved, the search committee will conduct three (3) reference checks for the intended offeree, using the form created in step 4 and will submit the completed reference checks to the Staffing Specialist.
• Upon completion of the Reference Checks, Verifications of Employment, transcript review, Work Experience calculations and reference checks, HR will be in contact with the Dean/VP regarding a salary offer..

Note: If a candidate is not recommended for hire, complete and submit the Notice of Failed Search Form. After all signatures are obtained, HR will notify the search chair, Dean and all applicants of the failed search. Proceed to step 14.

Step 12 - Offer

Dean/VP extends a verbal offer and submits a hiring transmittal packet to HR electronically, who will create and mail a formal written offer letter, terms of appointment, and new hire paperwork. Upon receipt of a signed offer, HR will notify the Dean/VP and the Search Chair.

Step 13 - Closing Search

HR will work with the Dean/VP and Search Chair to notify remaining finalists of non-selection. HR will then e-mail all other applicants that the search has been completed and they are no longer being considered

Step 14 - Compiling Search Materials

Search Chair must compile and submit all search materials to HR electronically (i.e. screening forms, employment verification forms, screening summary report, and all other search/applicant materials). Refer to Documenting a Search.

Have questions? 

Contact your Staffing Specialist or Human Resources at 507-389-2015 or hr@mnsu.edu.