MSUE EMPLOYMENT PROCEDURES – NON-ACADEMIC

August 2008


These procedures are applicable for filling off campus support staff positions including program associate and clerical positions expected to last more than ninety (90) calendar days.


1. Develop Position Description (include):

      •     Title of position

      •     Location of position headquarters

      •     Administrative relationships                                                   

      •     Description of specific duties and responsibilities

      •     Qualifications statement

      •     Date developed


2.  Complete "Human Resources Staffing Request" form if position has not been established. For more information contact MSUE Human Resources.  A position MUST be established before proceeding further.

3. Prepare Vacancy Announcement (include):

      •     Position Title

      •     Location

      •     Date available

      •     If the appointment is closed-ended, the beginning and ending dates must be specified.

      •     Application deadline (allow at least 10 working days from date of announcement)

      •     Brief description of position

      •     Qualifications statement

      •     Salary range

      •     Method for filing applications (to whom, where)

      •     The phrase: "MSU Extension is An Equal Opportunity/Affirmative Action Employer"


4. Disseminate Announcement:

      •     Develop a consistent pattern for the distribution of vacancy announcement. (The minimum recruitment area for support staff and clerical positions is county-wide.) The announcement should be posted in the county Extension office, with other county departmental offices, MESC and local agencies, organizations and institutions including those where minority and females have an opportunity to become aware of the vacancy. A recruitment ad may also be placed with the local news media (optional).


5. Provide Application Form

      •     If position is an MSU position, use MSU Application for Employment.

      •     If position is a county position, use county application form.


6. Screen Applications:

      •     Evaluate applications on the basis of a comparison between position standards, responsibilities and qualifications required and applicant qualifications. Criteria may include: education; work experience; understanding of problems with which the position deals; knowledge of subject matter to deal with those and related problems; demonstrated abilities including: leadership ability, ability to work effectively with people and ability to effectively communicate orally and in writing; demonstrated drive and initiative.


7. Check character and/or work references.


8. Interview those applicants whom you consider to be strong candidates documenting you reactions and employment-related recommendations. The MSUE Interview Record Form may be used.


9. Make selection decision based on the above evaluations.


10. Complete and send all employment forms to appropriate campus office for processing (FSFNH for positions assigned to this program; the MSUE Human Resources Office for all other positions). If this is a closed ended appointment, the “Closed-ended Appointment/Reappointment Memorandum - MSUE Support Staff” must be completed and returned with other employment materials.


11. Send a letter to unsuccessful applicants informing them of the selection decision.


12. Maintain an adequate record system (include):

      •     Position description

      •     Vacancy announcement

      •     Vacancy announcement distribution record

      •     Applications for the position

      •     Application evaluations

      •     Reference checks

      •     Interview Record Forms

      •     Follow-up correspondence with unsuccessful applicants

      •     Other relevant materials related to the position


Note: Records are to be retained in the county Extension office for a minimum of two years from date of the employment decision. Please note that these records may be subject to audit.