Faculty & Coaches (Full-Time, Probationary/Tenure Track or Fixed-Term)

IFO Athletic Coaching positions only - complete the applicable Position Authorization Form

If position is approved, follow steps below and/or contact your Human Resources Business Partner for assistance in reviewing and/or updating position description.

1. Department creates the Notice of Vacancy (NOV)
2. Forward the NOV to the Dean for review, approval and signature
   
3. Dean's designee enters NOV in PeopleAdmin
4. Upload the following documents in PeopleAdmin
   • Human Resources approved Position Description
   • NOV
5. Order of Approvals in PeopleAdmin
   
   1. Human Resources Initial Review - HR Business Partner
   2. Budget 
   3. Grant (if applicable)
   4. Affirmative Action Officer
   5. VP/Provost
   6. Human Resources Final Review 
6. Each Approver will receive a system generated email indicating there is action needed on the position. Once reviewed, the the Approver moves the position in the workflow following the order above. 
   
7. Prior to beginning a search for a full-time faculty position (including emergency searches/hires), the  Dean provides written notification to all faculty in the College and the Faculty Association (FA) that a search is to be conducted.
8. Human Resources posts the Position on the SCSU Employment Opportunities website, identified advertising sources and places one ad in the Chronicle of Higher Education paid by Academic Affairs (Probationary and Tenure Track Positions Only).

All faculty searches will be conducted by Search Committees selected consistent with the IFO/Minnesota State Master Agreement and existing University and Minnesota State policy. Upon formation of a Search Committee, the Dean/Associate Dean will notify the faculty of the college and the FA of the formation and membership of the Search Committee. If you have questions, please contact Human Resources at 320-308-3203.

Completing the Notice of Vacancy (NOV) 

1. List names of the search committee and search chair
2. List the advertising sources and Affirmative Action recruitment strategies in the Advertising Summary section of the NOV.
3. Window of application for national searches is open a minimum of 30 days
4. Every NOV and advertisement that is placed by St. Cloud State University must contain the following statements:
   1. St. Cloud State University is committed to excellence and actively supports cultural diversity. To promote this endeavor, we invite individuals who contribute to such diversity to apply, including minorities, women, LGBT, persons with disabilities and veterans. St. Cloud State University does not discriminate on the basis of race, sex, color, creed, religion, age, national origin, disability, marital status, status with regards to public assistance, sexual orientation, gender identity, gender expression, or status as a U.S. veteran. The Vice President for Equity and Inclusion & Title IX Coordinator at St. Cloud State University is Chocoletta Simpson. For additional information, contact the Office of Institutional Equity & Access, 320-308-5123, Administrative Services Building Room 121.
   2. Ph.D./Master’s Degree (depending on position) at time of application If ABD is acceptable, request date of graduation.
   3. Include in Required Qualifications.
      1. Evidence of demonstrated ability to teach and work with persons from culturally diverse backgrounds.
   4. For Faculty Tenure-Track searches, include the following in the Job Description section
      "In order to be considered for tenure, the successful candidate will demonstrate the ability to: teach and/or perform assignment effectively in other current assignments, produce a record of scholarly or creative achievement or research, continue preparation and study, contribute to student growth and development and provide service to the University and community.” (IFO Article 22, Section B)

1. Minnesota State requires the following two training courses for search committee members:

   Search Advisory Committee Training for Minnesota State (part 1 of 2). Roles and responsibilities for creating a fair and effective search process (20 min.)

   Unconscious Bias in the Search Process (part 2 of 2). Strategies to minimize the impact of unconscious bias as part of the search process (30 min.)    
   
   Current employees will find these trainings in their Employee Self-Service, within ELM. There is also a web link for committee members who are not state employees.

2. All committee members complete and return the Confidentiality Agreement form to OEA at Searches@stcloudstate.edu
3. A Search Advisory Committee Handbook is also available for review the Minnesota State Search Advisory Committee Handbook (PDF).
4. Conduct initial search committee meeting to review the search process and screening criteria before the initial review of candidates.
   • If you prefer to review applicants independently and share results of evaluations via email, this is also acceptable; however, a meeting convened by the search chair with the entire search committee must occur before applicant interviews commence.
5. Review NOV terminology for full understanding of terms responsibilities, qualifications and experience; be clear as to what is required, what is preferred;
6. Draft NOV terminology into Screening Criteria form (The screening tool must mirror the NOV required and preferred qualifications)
7. Draft Interview Questions (for phone/campus interviews and reference checks)
8. Forward screening criteria form and interview questions to OEA for approval prior to review of any applications. 
9. Set up Committee meeting schedule, using proposed search timeline.

Establish Committee Ground Rules

1. Committee as a whole acts as an agent of the University and is obligated to follow law and policy applying to personnel matters in carrying out the President's authority to hire, which is delegated, in writing, to the Provost.
2. Decide standard way to achieve consensus;
3. Review 12 Cognitive Biases That Can Impact Search Committee Decisions worksheet, then draft Unconscious Bias Assessment Criteria (4 criteria that will be used as a check and balance to ensure an equitable search process).
4. Decide how to break stalemate;
5. Decide when and how to inform unit/department of progress;
6. Committee Chair is sole spokesperson of Committee;
7. Maintain confidentiality of deliberations, records and applicant information as per Minnesota State Data Practices Act.
8. If the search committee has questions regarding the process, please email Searches@stcloudstate.edu for assistance.

Applicants' resumes and application materials are accessed in PeopleAdmin and will be reviewed by search committee and hiring authority/deans.

Note:  No printing, downloading, sharing or emailing of applicant materials is permitted. This is a breach of confidentiality and Minnesota Statutes sections 13.03 and 13.43 Subd. 3. Data privacy violations can create both institutional and personal liability. Minnesota Statutes section 13.09 provides, in part, “Any person who willfully violates the provisions of this chapter or any rules adopted under this chapter is guilty of a misdemeanor. Willful violation of this chapter by any public employee constitutes just cause for suspension without pay or dismissal of the public employee.”

Prior Consideration: Review applicant pool to determine if Prior Consideration applies. The Search Committee may work with HR Business Partner to determine if an internal applicant is the current incumbent and may be eligible for prior consideration.

1. Search committees use the approved screening criteria form for each candidate review.
2. Interview questions and selection format will be approved by OEA.
3. At each stage of candidate review (Initial, Phone Interviews, Campus Interviews, Reference Checks) the strength and weakness evaluations are entered in PeopleAdmin.
4. Once the Evaluative Criteria comments are entered, email the Hiring Manager and Searches@stcloudstate.edu and wait for approval from both before contacting candidates to schedule interviews.
5. If an applicant indicates that they cannot provide proof of their legal right to work in the U.S., contact Human Resources (308-3203) humanresources@stcloudstate.edu before proceeding. If an on-campus interview, you may also include Human Resources in the interview schedule (15 minutes) to answer questions and address current status. Call 308-3203 to arrange. See Foreign National section of this website for more detailed information.
6. Reference checks can be done prior to bringing candidates on Campus and/or following the candidate interview process. Reference questions must be approved by OEA.
7. Finalists complete the Prior Work Experience Collection Form and are provided the Guidelines for Calculation of Creditable Experience
8. The Dean forwards the prior work experience form to Academic Affairs Office for verification of the finalist’s prior work experience based on application materials submitted online. Once this process is completed and signed by Academic Affairs, staff and Human Resources, the form will be returned to the Dean.
9. Dean will consult with Human Resources regarding salary offer. Offers must be confirmed in writing by a letter from Human Resources.
10. OEA will send a regret letter from PeopleAdmin to all candidates that do not proceed to interviews.
11. Candidates that receive an interview but are not selected for hire receive regret letter from the Search Chair or Hiring Manager.
12. Search Committee's work is now complete - all materials/documents including interview notes are  turned into the OEA office.
13. For candidate travel reimbursement, see Guidelines for Use of Recruitment Funds for Faculty Searches.

The Unclassified Employment Request Form (ERF) is used by HR to complete the hire of an employee. It initiates the process whereby an Appointment Form is generated and places the employee on payroll.

1. Once the chosen finalist accepts the offer, the Dean/Associate Dean notifies the Department Chair and requests the department to complete the ERF, which the Department Chair signs.  The completed (see A-J below), signed ERF should be forwarded to the Dean/Associate Dean’s office. Note: All of the following information should be entered into the ERF. If information is missing from the form, the Department Chair will be contacted by OEA to make the necessary revisions to the form.
   1. For an Adjunct appointment, rank does not need to be assigned. If the person is Adjunct and teaching the entire semester, please enter the semester dates. If the employee is not teaching the entire semester, then put in the dates of the class.
   2. For probationary, fill in the rank, the final year dates, which is 5 years, unless special arrangements have been made. If left blank, verify with Chairperson that it’s a 5 year probationary period and enter that information.
   3. Specify Assignments – complete by listing special assignments, nature of assignment, courses and credit hours assigned.
   4. Special considerations – work authorization statements, completion of Ph.D. requirement, tenure review in anything less or more than 5 years.
   5. Source of funding – Include the account number to be charged
   6. Identification of Position – if replacement, include the name of the person the new employee is replacing. If adjunct, per the IFO collective bargaining agreement, specify why an Adjunct is being hired:
   7. To meet temporary staffing needs due to enrollment increases for which normal full funding is not provided.
   8. To meet temporary staffing needs when faculty are reassigned to other duties or who are on sabbatical or on other leaves of absence.
   9. To teach courses requiring special expertise and/or to meet special programmatic needs of departments where such expertise and needs cannot otherwise be provided by the faculty within the department.
   10. Enter the number, in the “Replacement For” line, that corresponds to the reason for hiring an adjunct.
2. The Department should email Human Resources humanresources@stcloudstate.edu with the name and contact information of the new hire. An HR Business Partner will contact the new hire for to schedule their orientation.
3. The Dean/Associate Dean’s designee will need to log in to PeopleAdmin and print the job posting, the new hire application, vita, unofficial transcripts, and references. 
   
   • Official transcripts are required and submitted directly to the HR office by the issuing institution.
4. The dean/associate dean will then review and sign the ERF and will attach the Prior Work Experience form, a copy of job posting, application and vita printed from PeopleAdmin, transcripts, references, and notice of vacancy (NOV).
5. The ERF and attachments are forwarded to OEA. Once approved by OEA and the provost, Human Resources will process the appointment form and mail to the new hire. 
6. In order for an employee to be paid in a timely manner, the ERF must be processed through HR immediately. Any delay can have significant impact on when the employee receives their first paycheck. It also impacts the employee’s ability to receive a campus id number, access e-mail and obtain a campus card.
   Note:  No employee may work without an approved Employment Request Form and completed I-9 form which will be processed through Human Resources.
7. If the person being hired is not a U.S. citizen or U.S. permanent resident, contact Human Resources at 308-3203 so that a work authorization can be processed right away, if necessary.
8. Following OEA approval of the new hire; OEA notifies remaining unsuccessful candidates, completes hire in PeopleAdmin and the posting is closed.
9. Upon conclusion of the search, the dean/associate dean shall notify the College faculty and the FA of the outcome of the search.

IFO Athletic Coaching positions only complete the applicable Position Authorization Form.

1. Athletic Director's designee creates posting in PeopleAdmin
2. Order of Approvals in PeopleAdmin
   1. Director of Athletics
   2. HR Initial Review - HR Business Partner
   3. Budget - Director of Business Services
   4. AAO - Affirmative Action Officer
   5. HR Final Review
3. Each Approver will receive a system generated email indicating there is action needed on the position. Once reviewed, the the Approver moves the position in the workflow following the order above.
4. Human Resources posts the Position on the SCSU Employment Opportunities website and identified advertising sources.

The Athletics unit includes both the men's and women's sports within the athletics unit. Under the current "Affirmative Action Plan for Employment Practices" anytime a vacancy occurs in the athletics unit, a search committee would be formulated by the unit as a whole. The following guidelines supplement and do not supplant either the "Affirmative Action Plan for Employment Practices" or the collective bargaining agreement between the Inter Faculty Organization and the Minnesota State Colleges and Universities System.

Three levels of sports are set forth in the current IFO collective bargaining agreement:

1. Level 1 (basketball, football, ice hockey, and volleyball);
2. Level 2 (soccer, baseball, swimming, gymnastics, wrestling, softball, cross-country skiing or spring track); and
3. Level 3 (cross-country running, Nordic skiing, golf, tennis, and winter track).

When additional women's sports are added, a memorandum of agreement between the university and the Faculty Association will be completed addressing level placement.

Ordinarily, coach search advisory committees will be constituted as follows according to level. All head coach committees will have four members from the athletics unit; assistant coach committees will have three members from the athletics unit. If a sport is primarily for a particular gender, the distribution will be three from department members representing that gender and one from the other. This is for head coach positions. For assistant coach positions, two and one. If a coach is to be assigned either to a mixed gender team or if that person is to coach both a men's and women's team, an equal number of representatives will be selected from members of the male and female sports staff. Note: When in the opinion of the president, a variation in the committee structure will serve the best interests of the University and its Athletic programs, the president shall confer with the athletic director and unit and seek to reach consensus on any such variation.

1. Athletics (4) - Selected by unit members as described above
2. Other Department(s) - If joint appointment (e.g., PERSS Kinesiology) (1-2) - Selected by the Department; number dependent upon proportion of time assigned to that unit.
   
   Optional: Student member - individual should not be from the team to be coached.
   Optional: Community member(s) - in recognition of the community relations functions of coaches.

1. Athletics (4) - Selected by unit members as described above
2. Other Department(s) - If joint appointment (e.g., PERSS Kinesiology) (1-2) - Selected by the Department; number dependent upon proportion of time assigned to that unit. Options on student and community member(s) same as in Level 1.

1. Ordinarily appointed as adjuncts or graduate assistants. In other cases, the same structure will be used as for Level 2.

1. Athletics (3)- Selected by unit members as described above.
2. Other departments(s)- If joint appointment (e.g., PERSS Kinesiology)(1-2)- Selected by the Department; number dependent upon proportion of time assigned to that unit. Option on student same as in Level 1.
3. *Level for soccer and Nordic skiing to be determined.

Participation of community members and students in the interview process where appropriate is encouraged.