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Appointments: Policy 4D.1

Procedure 4D.1/11 Appointments


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Procedures for Faculty and Staff Appointments 

The effective recruitment and selection of faculty and staff is one of the most important functions in the success of any college. It requires a broad range of expertise and the appointment procedure should provide for effective participation on the part of those having such expertise. To accomplish this task, the college will follow these procedures according to these divisions:

  1. AFSCME, MAPE, MMA and Commissioner Plan Positions
  2. Faculty Positions
  3. Administrator Positions
  4. Collegewide Faculty and Administrator Positions

Part 1.  AFSCME, MAPE, MMA and Commissioner Plan Positions

Subpart 1A.  Replacing Staff Positions (Resignation, Retirement, Termination)

Upon the resignation, retirement or termination of a person in a current/established position, and if there are no changes to the employment condition of the replacement position, the following procedure shall be followed.

  1. The supervisor completes a Position Request Form (PRF) and submits it to the appropriate administrative staff as indicated on the form.
  2. Upon final approval by the president and the Chief Human Resources Officer, the position is posted.

Subpart 1B.  Creating New Staff Positions

  1. The supervisor identifies a need for additional staffing and submits a proposed position description.
  2. The vice president submits the proposal for a new position to the Cabinet by November 1 of each year for positions desired for the next fiscal year.
  3. Human Resources will provide classification salary and fringe benefit estimates to the president.
  4. New positions are approved by the president.
  5. Upon notification of approval, the supervisor completes the Position Request Form (PRF), secures the signatures as indicated on the form and submits it to the President’s Office by July 1 of the following year.  A draft position description is created and submitted to the Human Resources Office along with the PRF.
  6. It is recognized that the President may approve new positions and/or reallocations outside the normal process indentified above in the event of receiving grant funds, or in the event of a department reorganization.

Subpart 1C.  Human Resources Review

  1. Consideration is given to Anoka-Ramsey's diverse workforce goal, Anoka-Ramsey's affirmative action goals, and relevant language from collective bargaining agreements and plans.
  2. An appropriate employment condition/status is determined, i.e., classified or unclassified, exempt/non-exempt.
  3. Job competencies are identified from the draft position description and used to establish the appropriate classification.  If the classification request is higher than the delegated authority to the Chief Human Resources Officer, the classification request is forwarded to the Office of the Chancellor for approval.

Subpart 1D.  Filling Staff Positions

  1. Once a new position receives final approval, the supervisor meets with Human Resources staff to discuss needs and set timelines for filling the position.
  2. In accordance with the timeline established above, Human Resources will post the position in accordance with applicable collective bargaining agreements and/or plans and work with the supervisor to advertise in appropriate mediums.
  3. Disparity status information is provided at three levels:  1) college, 2) work area, and 3) supervisor.
  4. Agency affirmative action goals take precedence as part of a statewide commitment to affirmative hiring.
  5. Human Resources will notify the supervisor of any workers’ comp. and/or other “claims” to the vacant position.

Subpart 1E.  Screening, Interviewing and Recommending Candidates

  1. A screening committee may be established by the college president to assist the appropriate administrator in recommending candidates for appointment.
  2. The Chief Human Resources Officer is responsible for abiding by all employment agreements/contracts regarding bidding, claiming or transferring rights, and other contractual processes and obligations.
  3. The college president is to be informed by the appropriate administrator of the finalists being considered for the position, and the person most desired for the position, prior to any offer made.

Subpart 1F.  Reports Required

The chair of the screening committee shall provide names of the top ranked candidates whom the committee would like to interview to the Affirmative Action Officer (AAO).  The AAO will complete the Anoka-Ramsey Hiring Report and check for possible disparities.  If none exist, the AAO will foward the Hiring Report to the Chief Human Resources Officer (CHRO), Vice President and President for approval, with Anoka-Ramsey's Affirmative Action Plan and State and Federal statutes.  The interview process cannot proceed until authorization is granted by the Affirmative Action Officer after receiving signatures from the CHRO, Vice President and President.

Subpart 1G.  Appointing

The supervisor must submit recommendations on acceptable candidates and their rank to the president and unit vice president.  The president and unit vice president will review the recommendations and forward the names of acceptable candidates to the Chief Human Resources Officer.  If the list of candidates is deemed unacceptable, the president may then require that the screening committee conduct additional interviews with candidates from the pool of applicants who have been determined by the committee to meet minimum qualifications but have not been interviewed.  The president will make the appointment from the list of acceptable candidates or determine when the search is closed and/or re-opened.

Subpart 1H.  Making the Employment Offer

The Human Resources Department, after consulting with the president, will make a verbal offer of employment and determine salary.  After notification of acceptance of the verbal offer of employment, the Human Resources Department will produce and mail a written offer of employment to the candidate.  After the offer is accepted in writing, the screening committee chair must:

  1. Communicate the offer/acceptance to the screening committee
  2. Return appropriate documentation to the Human Resources Office.
  3. Prepare for new employee orientation in the work area and in Human Resources within the first week.
  4. Prepare network access, e-mail address, phone number, and door access.
  5. Register the new employee for the employee orientation program.

Subpart 1I.  Temporary Full-time, Temporary Part-time, Emergency, Intermittent or Interim positions

  1. The supervisor completes the PRF and submits it for signatures to the appropriate administrators as indicated on the form.
  2. The Human Resources Department will follow the appropriate hiring process as established by DOER policies, CBAs, administrative procedures, and state statutes.

Part 2.  Faculty Positions

Subpart 2A.  Creating New or Replacing Unlimited Full-time Faculty Positions

  1. Educational Services deans or the appropriate administrator will meet with their individual faculty departments/divisions in the fall of each year to discuss faculty staffing levels.  The dean/administrator will provide specific data.
  2. The division deans or appropriate administrator will discuss with the vice president of their unit, rationale for establishing or rationale for not establishing a new faculty position.
  3. New position requests submitted by the administration and/or by the division/faculty association will be discussed no later than at the November and/or December Faculty Shared Governance Council (FSGC) meetings.  The administration will provide data.
  4. No later than ten (10) working days after the November or December FSGC meeting, the college president will determine the new positions to be established.

Subpart 2B.  Screening and Interviewing Committee

When creating new or replacing unlimited full-time faculty positions, if the position is determined to be filled on a competitive basis, a screening committee shall be established by the college president who will also appoint an appropriate administrator as chair of the committee.  The committee will assist the chairperson in screening applications, selecting candidates for interviews, interviewing candidates, and recommending candidates for appointment.

Employees selected to sit on campus or college screening committees shall be full-time unlimited or full-time permanent seasonal employees.  In cases where an unlimited faculty member is not in the department, a temporary part-time (TPT) faculty member may be a suitable substitute.  In addition to the chair, the committee membership shall be comprised as outlined in Subpart 2B.1-2B.3.

Subpart 2B.1 Screening Committee for a single unlimited faculty position or for multiple unlimited faculty positions in the same discipline:

  1. One (1) faculty member selected from and by the members of the division in which the vacancy exists.
  2. One (1) faculty member selected from and by the campus faculty association representing the home campus of the position (selected second).
  3. One (1) additional faculty member (for a total of no more than 3 faculty members) may be selected to serve on the committee (selected third):
    a. If the position will require responsibilities on both campuses, one (1) additional faculty member may be selected from and by the non-home-campus faculty association.
    b. If the non-home-campus faculty association does not select a representative, one (1) additional faculty member may be selected from and by the members of the division in which the vacancy exists and approved by the faculty association representing the home campus of the position. 
  4. One (1) member of the student body selected by the campus Student Senate President.
  5. One (1) staff member selected from and by the campus staff (AFSCME, MAPE, MMA, Commissioner’s Plan

Subpart 2B.4

Additional screening committee members may be appointed with mutual agreement of the college president and the campus faculty association president.  Upon such agreement, the additional member(s) will be chosen as follows:

If additional member is: Selection is made by:

Faculty

Faculty
Administrator President’s Council
Student Student Senate President
Campus Staff Campus Staff
Public  College President

Subpart 2C.  Screening

The committee shall review all applications and determine which candidates meet minimum qualifications as identified in the vacancy announcement.  The committee shall then determine which of those candidates will be invited for an interview.

Subpart 2D.  Reports Required

The chair of the screening committee shall provide names of the top ranked candidates whom the committee would like to interview to the Affirmative Action Officer (AAO).  The AAO will complete the Anoka-Ramsey Hiring Report and check for possible disparities.  If none exist, the AAO will foward the Hiring Report to the Chief Human Resources Officer (CHRO), Vice President and President for approval, with Anoka-Ramsey's Affirmative Action Plan and State and Federal statutes.  The interview process cannot proceed until authorization is granted by the Affirmative Action Officer after receiving signatures from the CHRO, Vice President and President.  In addition, the final section of the report must be submitted for signatures at the time the committee is making recommendations to the president.

Subpart 2E.  Interviews

  1. Interviews shall be arranged by the chair of the screening committee and will be conducted by the full committee.
  2. Human Resources will review sample interview questions for job relatedness and for omission of language or questions having the potential of being biased or discriminatory.
  3. Human Resources will check hiring and diversity goals.
  4. The screening committee chair will meet with the Affirmative Action Officer to review selecting decision materials.  At this time, if the chair decides not to interview a protected-class candidate where a disparity exists, the chair must provide justification to the Affirmative Action Committee chair and to the president.
  5. The screening committee chair must provide justification to the Affirmative Action Committee chair and to the president for those applicants selected for an interview.

Subpart 2F.  Background Review and Verification

It shall be the responsibility of the screening committee chair to conduct a thorough review and investigation of the employment history of all “acceptable” candidates whose names are forwarded to the president.  This review and investigation will include, but not be limited to, telephone interviews with a minimum of three previous supervisors of the candidate, if available.

Subpart 2G.  Recommending Candidates

The screening committee chair will forward to the president and unit vice president, in writing, the names of all unranked and “acceptable”.  A candidate will not be considered “acceptable” if, in the committee’s judgment, it would be preferable to reopen the search rather than hire that candidate.  Each committee member must forward to the president, in writing, an independently ranked list of all acceptable candidates with rationale and justification for the rank of each candidate.  These rankings will remain confidential.  The unit vice president, after reviewing the teaching demonstration, shall consult with the president, on acceptable candidates.

Subpart 2H.  Appointing

The president and unit vice president will review the recommendations, interview and conduct a background review as appropriate.  The President may then require that the screening committee conduct additional interviews with candidates from the pool of applicants who have been determined by the committee to meet minimum qualifications but have not been interviewed.  The President will make the appointment from the list of acceptable candidates or determine when the search is closed and/or re-opened.  The position can be filled on a temporary basis until a permanent appointment is made. 

After the offer is accepted, the screening committee chair must:

  1. Communicate the offer/acceptance to the screening committee
  2. Return appropriate documentation to the Human Resources Office.
  3. Prepare for new employee orientation in the work area.
  4. Prepare network access, e-mail address, phone number, and door access.
  5. Register the new employee for the college’s employee orientation Program.

Subpart 2I.  Support Committee

The screening committee members are to serve as a support committee for new faculty for two years.  For example: Answer general college procedural questions, syllabus assistance and review, provide support with textbook selection and ordering, provide information about who to contact regarding instructional technology.

Subpart 2J.  Part-time and Adjunct Faculty

The following procedure will be followed when hiring a part-time or adjunct faculty member who does not have prior teaching experience at Anoka-Ramsey Community College.  However, the vice president may declare an exception to this procedure when there are hiring limitations such as factors for time, faculty availability, etc. 

Subpart 2J.1  Screening and Interviewing Committee

The committee shall consist of the appropriate administrator designated by the vice president and one faculty member selected by the department or division faculty which the vacancy exists.

Subpart 2J.2  Screening and Interviews

The committee shall review all applications and credentials of those invited for an interview.  The screening committee chair shall arrange the interview.

Subpart 2J.3  Recommending Candidates

The committee shall present its written recommendation(s) to the vice president.

Subpart 2J.4  Appointing

The vice president or designee shall make the appointment.

Subpart 2J.5  Timeframe

It is understood that in all cases where time and availability of constituent participants are not limiting factors, the above procedure shall be followed.  In cases of less than two months lead time, or during the summer period, if constituent representation is not conveniently available, the college president shall enact special procedures that will parallel as closely as possible the above procedures for each position to be filled.

Part 3.  Unlimited Administrator Positions

Subpart 3A.  Creating New or Replacing Positions 

  1. The President’s Cabinet will discuss the need for new Administrator positions in the fall of each year.  Rationale is to be provided.
  2. Under normal circumstances, new position requests will be discussed no later than at the November and/or December FSGC meeting.  Rationale shall be provided by the administration.
  3. The college president will determine the new positions established no later than ten (10) working days after the November or December FSGC meeting.

Subpart 3B.  Screening Committee

When creating new or replacing administrator positions, if the position is determined to be filled on a competitive basis, a screening committee shall be established by the college president to assist the appropriate administrator who shall serve as the chairperson in screening applications, selecting candidates for interviews, interviewing candidates, and recommending candidates for appointment.  Members selected to be on campus or college screening committees shall be full-time unlimited or full-time permanent seasonal employees.  In addition to the chair, the committee membership shall be as follows:

Subpart 3B.1  Screening Committee for an Unlimited Administrator Position

In accordance with M.S. 179A.07, a screening committee for a campus or collegewide unlimited administrator position shall be as follows:

  1. One (1) administrator selected from the President’s Council and approved by the college president
  2. One (1) faculty member jointly selected by the faculty presidents and approved by the college president.
  3. One (1) member of the student body selected by the student body and appointed by the college president.
  4. One (1) staff member selected by the college president (AFSCME, MAPE, MMA, Commissioner’s Plan).

Additional screening committee members may be appointed by the college president.  Upon such agreement, the additional member(s) will be chosen as follows:

If additional member is: Selection is made by:

Faculty

Faculty
Administrator President’s Council
Student Student Senate President
Campus Staff Campus Staff
Public  College President

Subpart 3B.2 Screening

The committee shall review all applications and determine which candidates meet minimum qualifications as identified in the vacancy announcement.  The committee shall then determine which of those candidates will be invited for an interview.

Subpart 3C.  Reports Required

The chair of the screening committee shall provide names of the top ranked candidates whom the committee would like to interview to the Affirmative Action Officer (AAO).  The AAO will complete the Anoka-Ramsey Hiring Report and check for possible disparities.  If none exist, the AAO will foward the Hiring Report to the Chief Human Resources Officer (CHRO), Vice President and President for approval, with Anoka-Ramsey's Affirmative Action Plan and State and Federal statutes.  The interview process cannot proceed until authorization is granted by the Affirmative Action Officer after receiving signatures from the CHRO, Vice President and President.  In addition, the final section of the report must be submitted for signatures at the time the committee is making recommendations to the president.

Subpart 3D.  Interviews

  1. Interviews shall be arranged by the chair of the screening committee and will be conducted by the full committee.
  2. Human Resources will review sample interview questions for job relatedness and for omission of language or questions having the potential of being biased or discriminatory.
  3. Human Resources will check hiring and diversity goals.
  4. The screening committee chair will meet with the Affirmative Action Officer to review selecting decision materials.  At this time, if the chair decides not to interview a protected-class candidate where a disparity exists, the chair must provide justification to the Affirmative Action Committee chair and to the president.

Subpart 3E.  Background Review and Verification

It shall be the responsibility of the screening committee chair to conduct a thorough review and investigation of the employment history of all “acceptable” candidates whose names are forwarded to the president.  This review and investigation will include, but not be limited to, telephone interviews with a minimum of three previous supervisors of the candidate, if available.

Subpart 3F.  Recommending Candidates

The screening committee chair will forward, in writing, the names of all unranked and “acceptable” candidates to the president and unit vice president.  A candidate will not be considered “acceptable” if, in the committee’s judgment, it would be preferable to reopen the search rather than hire that candidate.  Each committee member must forward to the president, in writing, an independently ranked list of all acceptable candidates with rationale and justification for the rank of each candidate. These rankings will remain confidential. 

Subpart 3G.  Appointing

The president and unit vice president will review the recommendations, interview and conduct background review as appropriate.  The president may then require that the screening committee conduct additional interviews with candidates from the pool of applicants who have been determined by the committee to meet minimum qualifications but have not been interviewed.  The president will make the appointment from the list of acceptable candidates or determine when the search is closed and/or re-opened.  The position can be filled on a temporary basis until a permanent appointment is made.

After the offer is accepted, the screening committee chair must:

  1. Communicate the offer/acceptance to the screening committee.
  2. Return appropriate documentation to the Human Resources Office.
  3. Prepare for new employee orientation in the work area.
  4. Prepare network access, e-mail address, phone number, and door access.
  5. Register the new employee for the employee orientation program.

Subpart 3H.  Support Committee

The screening committee members will serve as a support committee for new administrators for two years

Subpart 3I.  Timeframe

It is understood that in all cases where time and availability of constituent participants are not limiting factors, the above procedure shall be followed.  In cases of less than two months lead time, or during the summer period, if constituent representation is not conveniently available, the college president shall enact special procedures that will parallel as closely as possible the above procedures for each position to be filled.

History:

01.29.1979 Adopted
02.2007 Added the following: Part 1 AFSCME, MAPE, MMA and Commissioners Plan, Part 2 Faculty Positions, Part 3 New Unlimited Administrator Positions and Part 4 Collegewide Unlimited Faculty and Administrator Positions.
03.2010 Updated Faculty Screening Committee Composition adding committees for collegewide unlimited faculty positions and multiple unlimited faculty positions in the same discipline. Removed Part 4 collegewide Unlimited Faculty and Administrator Positions. Added Clarified Reports Required sections, 1F, 2D & 3C. Added examples for Faculty Support Committee.
05.2012 Clarified screening committee composition for faculty hiring.

For Minnesota State Colleges and Universities (MnSCU) policies and procedures, go to http://www.mnscu.edu/board/policy/index.html