Revised July 2006

100.00 Introduction

Section 100 Contents

100.00   Introduction

110.00    Limitations and Use of This Manual

120.00    Presidential Authority

130.00    Confidentiality

140.00    Conflicts of Interest

150.00    Quick Facts

160.00    Definitions

170.00    Overview of the Recruitment and Hiring Process

100.00 Introduction

This section provides definitions of the terms used in the Recruitment and Hiring Manual, presents a general overview of the recruitment and hiring processes used at MSU to hire non-classified employees, and gives quick links to the sections and templates referred to in the Manual.

110.00 Limitations and Use of This Manual

This Manual is an educational and training tool for use by faculty, staff, and students of Montana State University who are involved in the executive, administrative, faculty, and contract professional recruitment and hiring activities of the University. 

Any unauthorized use of this Manual or the materials contained herein is a violation of University policy and may result in disciplinary or corrective action when instances of such conduct are identified and confirmed. 

This Manual references and discusses policies of the Montana Board of Regents and Montana State University.  If there are any omissions, misstatements or inconsistencies between this Manual and these policies, the policies take precedence.

120.00 Presidential Authority

The President may make exceptions to the policies and procedures described in this Manual, on a case by case basis, when necessary for the efficient administration of the institution.

130.00 Confidentiality

The responsibility to maintain confidentiality throughout the search process is absolute.  All persons engaged in the search process, including the hiring authority, search support staff, members of the committee, and others involved in the screening and evaluation of applicants must ensure that they do not, intentionally or unintentionally, share information about the search with unauthorized individuals or transmit information obtained from unauthorized sources to the search committee.

The following principles of confidentiality should be maintained:

• The names and backgrounds of applicants are confidential and should be released only to the hiring authority, HR/AA, and, at the finalist stage, other faculty in the department.
• The names and curriculum vitae or resumes of candidates who have been offered and accepted an on-campus interview are not confidential and may be released to the public.
• The specific evaluation instruments and questions to be used in the applicant screening process are confidential as are any evaluation scores, ratings, descriptions or notes about an applicant. 
• An applicant’s named references may be contacted at any time during the search process without so informing the applicant, unless the committee has indicated in the vacancy announcement that it will contact the applicant before calling references.
• If a search committee decides it wishes to obtain information about an applicant from someone who is NOT listed on the applicant’s list of named referees and the search has not invited the candidate to campus for an on-campus interview, the search committee chair or designee must call the applicant to obtain permission to contact that referee.
• The number of applicants received in a search can be made public provided no information as to the identities or qualifications of applicants is released.

The hiring authority, the chair of the search or screening committee, and the HR/AA Director are authorized to speak to the public about the status of a search.  Other persons wishing to speak to the public about a search must first obtain permission from the search committee chair and/or hiring authority.

Violations of the confidentiality of the screening process, if identified and confirmed, may result in corrective and/or disciplinary action including but not limited to canceling the search and removing a member from the search or screening committee.

140.00 Conflicts of Interest

All parties to the search process are expected to abide by the conflict of interest policies of the State of Montana, the Montana Board of Regents, and Montana State University.  A conflict of interest may exist when an employee's professional actions or decisions may be, are, or have been influenced by considerations of personal or financial gain including consensual romantic relationships and family relationships (nepotism). (See Faculty Handbook, Section 440.00.) 

In addition, all parties are expected to exercise good judgment in situations where a conflict of interest may be perceived to exist because of close professional relationships such as having served as an applicant’s graduate advisor, having co-authored articles or proposals with an applicant, or having previously hired and/or supervised an applicant.

This conflict of interest policy is self-policing.  Parties to the search process are expected to analyze their own relationships with applicants and potential applicants and determine if the objectivity of the process may be compromised or appear to be compromised by their service.

150.00 Quick Facts

MSU guarantees equal opportunity in the hiring process by:

• developing written position descriptions to guide all search activities;
• placing vacancy announcements and advertisement based on the position description in electronic and traditional recruitment sources as appropriate to the position;
• stating our EO commitment in our vacancy announcements, advertisements, and letters to applicants;
• appointing committees to review, interview, and evaluate applicants;
• conducting fair and impartial evaluations of candidates; and
• studying applicant flow statistics to ensure there is no adverse impact on protected class applicants.

The University takes positive, effective affirmative action to increase opportunities for protected class applicants for non-classified positions by:

• ensuring that approximately 25% of the members of search committees are women and/or representatives of diverse populations as appropriate;
• advertising positions in enhanced recruitment sources as appropriate to the position;
• guaranteeing that protected class finalists are interviewed; and
• requiring justification if protected class finalists are interviewed but not hired.

160.00 Definitions

For the purposes of this Manual, the terms below have the following associated definitions:

"Adjunct Faculty" is a person appointed to a nontenurable position who has academic rank and who assists with the instructional mission of the University.  At MSU, it includes persons with Visiting, Adjunct, Affiliate and Clinical Resource Nurse titles.

"Advertisement" means the edited and abridged vacancy announcement placed in newspapers and professional journals and/or posted on web sites and computer bulletin boards inviting prospective applicants to seek complete application information and apply for a position.

"Affirmative Action" means the activities the University undertakes to guarantee equal opportunity, overcome the continuing effects of past discrimination, and prevent underutilization of qualified women and minorities, persons with disabilities, and Vietnam era and disabled veterans.

“American Indian or Alaska Native” is, according to federal reporting requirements, a person having origins in any of the original peoples of North and South America (including Central America), and who maintains tribal affiliation or community attachment. [http://www.whitehouse.gov/omb/fedreg/ombdir15.html]

 “Announcement or Vacancy Announcement” means the official document informing potential applicants of an approved position opening at the University and posted on the University’s web site and posted on appropriate physical bulletin boards on campus.

“Applicant” is a person seeking employment by the University who has submitted materials as directed by the University by paper, electronic, or other means in response to a specific vacancy announcement, position advertisement, or other official posting. MSU does not accept unsolicited applications.

“Asian” is, according to federal reporting requirements, a person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent including, for example, Cambodia, China, India, Japan, Korea, Malaysia, Pakistan, the Philippine Islands, Thailand, and Vietnam.  [http://www.whitehouse.gov/omb/fedreg/ombdir15.html]

“Background Checks” means the steps taken by a hiring authority or search/screening committee to verify the education, experience and qualifications of a candidate and the candidate’s fitness for duty, including, as appropriate to the position, drug and medical tests and criminal record checks.

“Black or African American” is, according to federal reporting requirements, a person having origins in any of the black racial groups of Africa. [http://www.whitehouse.gov/omb/fedreg/ombdir15.html]

"Board of Regents Contract" means the document which appoints an employee on a non-classified contract in a position which is "regularly budgeted" and for which there is an expectation of notice of non-renewal.

“Career Ladder” means a series of defined levels through which an employee is generally expected to advance as he or she acquires knowledge, experience, or other qualifications on the job.

“Co-Investigator (Co-I).”  See within “Principal Investigator (PI).”

“Co-Principal Investigator (Co-PI).”  See within “Principal Investigator (PI).”

"Conditional Offer" means the verbal offer a hiring authority extends to a candidate in order to begin hiring negotiations.

“Contract” means the document that hires a non-classified employee for a specified term and defines other terms and conditions of employment.  At MSU, these contracts are Board of Regents Contracts, Montana University System Contracts, and Letters of Appointment.

"Contract Professional" is a non-classified, non-faculty, non-executive employee whose work customarily and regularly requires the exercise of discretion and independent judgment and whose position meets the FLSA criteria for salary and overtime exemption as well as University and/or Board of Regents criteria for exemption from State classification.

“Covered Veteran” means, according to federal law, a veteran who is protected from discrimination and includes recently separated veterans, special disabled veterans, veterans of the Vietnam era, and other protected veterans.

"Department Head" is the person appointed to administer the programs and supervise the faculty of an academic department or unit, including persons with the title of department head, department chair, director of the School of Art or Music, and superintendent.

“EEO Form” means the University form sent to applicants for advertised positions informing them of relevant University policies and practices, inviting them to voluntarily provide information as to their age, gender, race, ethnicity, veteran’s status, and disability as defined by federal law; and informing veterans of their rights under state law.  

"Equal Opportunity" means providing opportunities without regard to race, color, ethnic or national origin, sex, sexual orientation or preference, marital status, age, religion, creed or political belief, mental or physical disability, or status as a covered veteran.

“Ethnic Group/Ethnicity” means, according to federal reporting requirements, a person of Hispanic origin, regardless of race.  [http://www.whitehouse.gov/omb/fedreg/ombdir15.html]

"Executive/BOR administrator" is a person whose primary responsibility is the management of the institution as a whole or of a customarily recognized department or subdivision thereof.

"Faculty Director" is an administrator with faculty rank appointed to direct the activities of and faculty associated with an academic-support program such as University Honors, University Studies, and the Undergraduate Scholars Program.

"Faculty/Faculty Member" is an appointee who is engaged in the teaching, research, and/or service mission of the University and has academic rank appropriate to her or his academic preparation and expertise.

"Finalists" are well-qualified applicants for a position who remain under active consideration after the search or screening committee has completed all its pre-interview screening activities, usually including reference and telephone interviews.  The list of finalists is reported to the hiring authority and HR/AA for approval to interview.

"Foreign National" is a person who is not a citizen or a permanent resident alien of the United States.

"Hiring Authority" is the person authorized by the President or designee to commit budget resources and make hiring decisions subject to administrative and/or Board of Regents approval.

"Hispanic" is, according to federal reporting requirements, a person of Cuban, Mexican, Puerto Rican, Cuban, South or Central American, or other Spanish culture or origin, regardless of race. [http://www.whitehouse.gov/omb/fedreg/ombdir15.html]

"Instructional Expectations" is the term applied to a tenurable faculty member’s responsibilities that include teaching, research/creative activity, and service as defined in his or her letter of hire and/or faculty role statement.

“Legitimate Candidate” means an applicant who has met the minimum required qualifications for a position and whose application will be further reviewed by search committees and hiring authorities.

"Letter of Appointment" means the document which appoints an employee on a nontenurable, non-classified contract which has a defined term of appointment with no notice of non-renewal.

"Letter of Hire" means the document that appoints an employee to a permanently budgeted position on an initial Board of Regents or other non-faculty, non-classified contract.

"Major life activities."  See within “Person with a Disability.”

“Minimum Qualifications.”  See “Required Qualifications.”

"Minority" is a person who is Black, Asian or Pacific Islander, or American Indian/Alaskan Native, or whose ethnicity is Hispanic, regardless of race.

“Named referees.”  See within “Referees/References.”

“Native Hawaiian or Other Pacific Islander” is, according to federal reporting requirements, a person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.  [http://www.whitehouse.gov/omb/fedreg/ombdir15.html]

“Nontenurable Faculty” or “Nontenurable Faculty Member" is a person engaged in the teaching mission of the University who has an academic rank which is not associated with the process of earning tenure (see MSU Faculty Handbook Section 320.00) and a temporary appointment which may not lead to tenured status. 

“On-campus Search” means a search that is open only to applicants employed at Montana State University, its campuses, and/or departments or units, and advertised as restricting applicants to those parameters.

"Person with a Disability" means, according to the Americans with Disabilities Act and with respect to an individual, a person who has a physical or mental impairment that substantially limits one or more his or her major life activities, has a record of such an impairment or of being regarded as having such an impairment.  "Major life activities" means functions such as caring for oneself, performing manual tasks, walking, seeing, hearing, speaking, breathing, learning, and working. [http://www.usdoj.gov/crt/ada/reg2.html#35.104]

“Position Announcement."  See “Vacancy or Position Announcement."

"Position Description/Position Description Questionnaire" means the document which describes the duties and responsibilities of a job in detail, forms the basis for the vacancy announcement and advertisements, and becomes a part of the employee's permanent file on hire.

“Preferred Qualifications” means the knowledge, skills, abilities, and experiences identified in a vacancy announcement that improve an employee’s ability to perform the duties and responsibilities of a position and, if possessed by a legitimate candidate in a search, enhance his or her evaluation.

“Principal Investigator (PI)” is the tenurable or research faculty member, research scientist or engineer, or contract professional employee who is authorized by the University to submit, administer and supervise a sponsored contract or research project and is responsible for ensuring compliance with federal, state, and University policies regulating the conduct of sponsored programs.  “Co-Principal Investigator (Co-PI)” is the person or persons co-operating with the authorized Principal Investigator in the administration of all a sponsored program or a specifically identified activity of a sponsored program.  “Co-Investigator (Co-I)” is a person employed on a grant or contract who contributes to the scientific work of a sponsored program or contract but who is not responsible for its administration. 

"Professional Practice Expectations" is the term applied to a tenurable faculty member’s responsibilities that include activities in any sub-set of the three areas of teaching, research/creative activity, and service, as defined in his or her letter of hire and/or subsequent faculty role statement.

"Progression Line Chart" means a plan for internal advancement opportunities developed for a work unit or department by the hiring authority and approved by HR/AA.  Progression line charts are founded on searched, non-classified positions.  Only persons who have been hired as the result of appropriate searches are eligible for advancement via a progression line chart.

 "Protected Class” means women; persons who are American Indian or Alaskan Native, Asian, Black or African American, Native Hawaiian or Other Pacific Islander, or Hispanic; persons with disabilities; and covered veterans.

"Rank or Faculty Rank”  means the academic level attained by a faculty member including Assistant Professor, Associate Professor, and Professor for tenurable faculty and these titles with modifiers representing the employee’s status with the University such as "Research," "Visiting," "Adjunct," and "Affiliate" for nontenurable faculty.

“Recently Separated Veteran” is, as defined by federal law, any veteran during the one-year period beginning on the date of such veteran's discharge or release from active duty.  [http://www.dol.gov/esa/regs/fedreg/final/2005023403.htm]

“Referees/References” means individuals who have knowledge of an applicant’s or candidate’s qualifications for a position.  “Named referees” are individuals authorized by applicants to provide information about them during the search and screening process.

“Required Qualifications” means the knowledge, skills, and abilities required in order for an applicant to be considered further for a given position. 

"Search Committee" means the committee appointed to assist in developing recruitment instruments, recruiting applicants, evaluating applicant qualifications, conducting reference checks and interviews, and making recommendations as to the qualifications of applicants for a specific position.

"Screening Committee" means the committee appointed to evaluate, screen, interview and make recommendations regarding applicants for a specific position.

"Special Disabled Veteran" is, according to federal definitions, a person who is entitled to compensation under laws administered by the Department of Veterans Affairs for a disability rated at 30 percent or more; or, rated at 10 or 20 percent, if it has been determined that the individual has a serious employment disability; or a person who was discharged or released from active duty because of a service-connected disability.  [http://www.dol.gov/esa/regs/fedreg/final/2005023403.htm]

"Tenurable Faculty” or “Tenurable Faculty Member" is a person engaged in the teaching, research, and/or service mission of the University who has an academic rank associated with the process of earning tenure (see MSU Faculty Handbook Section 320.00) and an appointment which may lead to or has led to tenured status as defined in MUS Policy 706.1 (cited in MSU Faculty Handbook Section 510.00).

"Vacancy or Position Announcement" means the official document informing potential applicants of an approved position opening at the University and posted on the University’s web site and on appropriate physical bulletin boards on campus.

"Veteran of the Vietnam Era" is, according to federal definitions, a person who (1) served on active duty for a period of more than 180 days, any part of which occurred between August 5, 1964 and May 7, 1975, and was discharged or released with other than a dishonorable discharge; (2) was discharged or released from active duty for a service connected disability if any part of such active duty was performed between August 5, 1964 and May 7, 1975; or (3) served on active duty for more than 180 days and served in the Republic of Vietnam between February 28, 1961 and May 7, 1975. [http://www.dol.gov/esa/regs/fedreg/final/2005023403.htm]

"Veteran's Preference" means, according to state law, providing preference in employment to veterans and certain eligible relatives of veterans. (MCA, Title 39, Chapter 29)

"White" is, according to federal reporting definitions, an individual, not of Hispanic origin, having origins in any of the original peoples of Europe, the Middle East or North Africa.  [http://www.whitehouse.gov/omb/fedreg/ombdir15.html]

170.00 Overview of the Recruitment and Hiring Process

Approval

• The hiring authority prepares the position description questionnaire [See Position Description Questionnaire for Faculty and Position Description Questionnaire for Contract Professionals] and submits it to HR/AA for review and approval. 
• The position description is approved by HR/AA using the Position Description Approval Form, if appropriate. 
• The hiring authority submits the position description questionnaire and the Recruitment Authorization Form (RAF) to the appropriate Vice President for approval.
• HR/AA approves the position description, files the RAF, and sends the hiring authority and/or search support staff the Applicant Tracking Form to use to follow decisions made about applicants through the search process.
• Once the appropriate Vice President has approved the RAF, the hiring authority consults with HR/AA (994-2042) to determine search procedures and requirements.
• The hiring authority appoints the search support staff and establishes the budget for search expenses.  Search support staff may want to meet with an HR/AA representative to discuss search procedures and record keeping requirements.
• The hiring authority appoints the search or screening committee and writes the charge to the committee.
• The search committee chair or hiring authority invites a representative from HR/AA to orient the search committee. 

Searching

• The search committee and/or the hiring authority write the vacancy announcement and advertisements based on the position description, and submits these to HR/AA for approval.  HR/AA posts the approved vacancy announcement on the University’s web page at http://www.montana.edu/level2/jobs.html and on appropriate on-campus bulletin boards.
• The committee develops the recruitment plan and advertises the position in required and enhanced recruitment sources appropriate to the type of position and level of the search.
• The committee develops screening instruments, telephone reference questions, and telephone interview questions to be used in the evaluation of applicants and submits these to HR/AA for approval.
• The secretary sends HR/AA the names and addresses of all applicants as they are received and makes applicant files available to the committee.
•  HR/AA sends EEO letters to applicants.

Screening

• The committee screens applications using the approved screening instruments, determines who meets required qualifications, and sends HR/AA the list of these “legitimate candidates.”
• The committee continues to screen applications by continuing to evaluate application materials, conducting telephone interviews and reference checks, and establishing the finalist pool.
• The committee establishes its finalist pool and discusses the finalists with the hiring authority.
• The hiring authority or committee chair informs HR/AA of the names of finalists, learns the names of protected class members on the list, and obtains HR/AA permission to invite candidates for interviews.  According to the University’s Affirmative Action Plan, HR/AA requires protected class members in the finalist pool to be interviewed; other finalists are approved for interview as appropriate.
• The hiring authority informs the Provost or appropriate Vice President of the finalists and obtains permission to invite candidates for interviews.

Interviewing

• The hiring authority or committee chair invites candidates for interviews, publicly announces the names and qualifications of interviewees, and personally calls any “internal” applicants who are not included in the initial interview pool to inform them of that fact.
• The committee develops interview questions and feedback sheets based on the qualifications identified in the vacancy announcement and the permissible and impermissible questions.
• The committee, the chair, and the hiring authority develop the schedule for on-campus interviews.
• The hiring authority, committee chair and committee members, as well as appropriate administrators and constituency groups, interview candidates.
• Constituency groups and other provide feedback on candidates to the committee.
• The committee summarizes the feedback, evaluates candidates, and makes recommendations to the hiring authority as to the acceptability, strengths, and weaknesses of the candidates.

Hiring

• The hiring authority and/or committee chair conduct background checks, verify the candidate’s credentials, and interview additional references.
• The hiring authority obtains permission to make an offer to a candidate from HR/AA and the Provost and/or the appropriate Vice President. 
• If a protected class member was interviewed but is not selected, the hiring authority writes a letter of rationale and discusses this with HR/AA.  
• The hiring authority negotiates terms and conditions of employment with the candidate, including rank, tenure credit date, hire date, salary, condition of hire, start up packages, and moving expense reimbursement.
• The hiring authority makes a conditional, verbal offer to the selected candidate, pending receipt of any required verifications and/or pre-employment tests.
• The hiring authority writes the formal letter of hire or letter of appointment, obtains all appropriate approvals, and sends it to the candidate for signature.
• The hiring authority or committee chair notifies unsuccessful interviewees that they were not been selected, informs the committee and appropriate administrators of the hiring, and thanks committee members for their hard work.
• The secretary completes and submits the Applicant Tracking Form to HR/AA with the hiring PTF and hiring LOA or LOH.  HR/AA will not sign the PTF unless the Applicant Tracking Form for the search is submitted simultaneously. 
• The hiring authority submits the hiring RAF and submits it with the letter of hire or letter of appointment to appropriate administrators for approval.

Record Keeping

• The search secretary assembles a complete file on the search including a copy of the Applicant Tracking Form, all applications, minutes of committee meetings, screening instruments and interview questions, interview evaluation sheets from committee members, and feedback sheets from University faculty, staff, and students.  This complete file is retained for three (3) years.  A summary file containing the position description, the new hire’s curriculum vitae or resume, the vacancy announcement, the final report of the committee, the letter of appointment or letter of hire, and the Applicant Tracking Form should be retained for three (3) additional years.
• The search secretary places a copy of the position description, letter of hire or letter of appointment, and curriculum vitae or resume in the new employee's departmental personnel file.
• The department head gives the new employee a copy of the position description and, if the position is tenure track, a copy of the department's and/or college's P&T document.

[Main Table of Contents]

[Section 100 Contents]

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