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For any questions please send e-mail to: NDSU Policy Manual

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SECTION 202: PROCEDURE FOR FILLING BROADBANDED POSITIONS

SOURCE:

NDSU President
NDUS Human Resources Policy Manual, Section 5.1.1

1. Procedures for filling staff positions are distinguished by whether the position is a professional position (1000 or 3000 job bands; see number 2 below) or a technical/paraprofessional, office support, crafts/trades, services position (4000, 5000, 6000, or 7000 job bands, respectively; see number 3 below). All positions, however, for which a regular monthly salary is paid (including fringe benefits), must be filled according to the relevant following procedures. These positions include part-time and temporary positions unless paid by timeslip. General policies and recruitment areas and methods are found elsewhere in this manual.

2. Prior to opening a position, the department head or designee should meet with a representative from the Office of Human Resources/Payroll to discuss the job description, qualifications, salary, veteran's preference and the weighing of qualifications.

   2.1

   Employees are hired relative to the market level for the job family. Consideration may be given to substantial, directly related experience and internal equity, which may include factors such as job performance and level of responsibility.

3. Procedures for Filling a Professional Position. (1000 and all 3000 job families)

   3.1

   Complete Create a Posting in the Online Employment System and forward through the Approval Process up to the Office of Human Resources/Payroll. Indicate search committee members, where to advertise, and attach the updated position description.

   3.2

   After position opening is posted on the website, distribute recruitment information as indicated and retain documentation for the transaction file. Please note: only advertisements in regional newspapers, HigherEdJobs.com, Job Service North Dakota and notices to the NDSU Career Center Office, other agencies for affirmative action purposes, and placement on the Campus Wide Information System are handled by the Office of Human Resources/Payroll.

   3.3

   Applicant materials are submitted online and acknowledged by the Online Employment System. Following the closing date, all applicant materials are released to the employing department on the Online Employment System. The search committee (which includes a representative from the Office of Human Resources/Payroll as an ex officio member) evaluates and scores each applicant using the approved Screening Action Form.

   3.3.1

   Reference checks are conducted, preferably from at least the past two employers. (This step can also be done later as part of the final selection process.)

   3.4

   The search committee, in consultation with the department/unit head, determines the cut off point for interviews, and interviews all applicants with scores above the cut off. The department changes the status for those applicants that they want to interview on the Online Employment System to Request for an Interview. The Office of Equity, Diversity, and Global Outreach will view the search, follow-up with any questions, and change the Online Employment System to Interview Approved, if appropriate. For those applicants that do not meet the advertised minimum qualifications or who are ranked lower in the applicant pool, the department will send the screening sheet to the HR recruiter to notify applicants of non-selection. In some situations, a Recruitment/Employment Checklist may need to be completed.

   3.5

   Following interviews complete the Interview Reports for each interviewed candidate. Include reasons for selection or non-selection for each based on the position description and qualifications and rank order the interviewed candidates.

   
   

    

   3.6

   Complete the Request to Offer for the applicant selected and route with application materials, completed Recruitment/Employment Check Lists when applicable, Interview Reports, Screening Sheet, Interview Questions, Reference Questions and who were contacted for approval signatures from the department chair and dean/director. Submit the signed Request to Offer and other materials to the Office of Human Resources/Payroll.

    

   3.7

   The Office of Human Resources/Payroll will review materials for completeness including reasons for selection and non-selection, will route for final approval signatures, and will notify the employing official of approval to offer the position.

   3.8

   Contact selected applicant and offer position. If the first choice does not accept, contact the Office of Human Resources/Payroll and explore the possibility of an offer to the second ranking applicant.

   3.9

   When an applicant has accepted the position, complete the Hiring Form 100 (or the 101 in the case of an on-campus transfer) for the applicant selected. Change the applicants' status on the Online Employment System.

   3.10

   The hiring department shall notify all other interviewed applicants that the position has been filled. The Office of Human Resources/Payroll will notify applicants who were not interviewed.

   3.11

   The Office of Human Resources/Payroll will complete and close the PeopleAdmin or electronic transaction file on the position and store it for three years.

4. Procedures for Filling a Technical/Paraprofessional, Office Support, Crafts/Trades, Services. (All 4000, 5000, 6000, and 7000 job bands)

   4.1

   Complete Create a Posting in the Online Employment System and forward through the Approval Process up to the Office of Human Resources/Payroll, Indicate where to advertise and attach the updated position description.

   4.1.1

   The Office of Human Resources/Payroll will review the Create the Posting online including the position description for completeness and will post/advertise according to appropriate recruiting procedures and any special instructions from the department.

   4.1.2

   After the posting period, the Office of Human Resources/Payroll staff will screen applications and at close of the recruitment period will release the employing official/department the applicant materials of applicants who best meet the criteria for selection (minimum and preferred qualifications).

   4.2

   Employing official/department will review received applicant materials and change the status for those applicants to Request for an Interview on the Online Employment System. The Office for Equity, Diversity and Global Outreach will review the applicant pool and follow-up if there are any questions. Interviews should be scheduled by the hiring department for all of the referred candidates.

   4.2.1

   Reference checks are conducted, preferably from at least the past two employers. (This step can also be done later as part of the final selection process.)

   4.3

   Following interviews, complete the Interview Reports for each referred candidate. Include reasons for selection or non-selection for each based on the position description and qualifications and rank order the interviewed candidates. In some situations, a Recruitment/Employment Checklist may need to be completed. Submit the materials to the Office of Human Resources/Payroll: Interview Questions, Reference Questions and who were contacted.

    

    

    

    

    

   4.4

   The Office of Human Resources/Payroll will review materials for completeness including reasons for selection and non-selection and will notify the employing official of approval to offer the position.

   4.5

   Contact selected applicant and offer position. If the first choice does not accept, contact the Office of Human Resources/Payroll and explore the possibility of an offer to the second ranking applicant.

   4.6

   When an applicant has accepted the position, complete the Hiring Form 100 (or the 101 in the case of an on-campus transfer) for the applicant selected.

   4.7

   The hiring department shall notify all other interviewed applicants that the position has been filled. The Office of Human Resources/Payroll will notify applicants who were not interviewed.

   4.8

   The Office of Human Resources/Payroll will complete and close the PeopleAdmin or electronic transaction file on the position and store it for three years.

HISTORY: July 1990; Amended April 1996; January 2000, October 2002, October 2007, October 2009.