MSUE EMPLOYMENT PROCEDURES AND TIMELINES
October 2002
1. The Regional Director/Administrator prepares a position description and a Position Posting Requisition.
2. The Regional Director/Administrator prepares and distributes a vacancy announcement; assigns a password for access to electronic system applications; and provides the password via email to the County Director and to interview committee members on the position posting date.
The Regional Director/Administrator distributes the vacancy announcement electronically to MSUE staff, state Extension services, USDA job bank; MSUE home page; placement services of universities/colleges with significant minority student/alumni populations; placement services and designated departments of universities/colleges located in Michigan and nationwide; agencies and organizations; targeted list serves based on academic disciplines. See MSUE Vacancy Announcement Distribution List.)
The Regional Director/Administrator also places recruitment ads in newspapers; industry publications; and publications/networks targeted to minority groups.
3. The application deadline for posted positions is a minimum of 25 calendar days. For some positions the application deadline is longer to allow vacancy announcements to be placed in publications that have established insert deadlines. Internal postings have an application deadline of a minimum of 10 business days.
4. The Regional Director/Administrator establishes the interview committee.
5. The position interview date is scheduled by the Regional Director/Administrator and confirmed to interview committee members. The interview date is no sooner than 14 calendar days after the Regional Director/Administrator determines the position finalists list.
6. The Regional Director/Administrator is responsible for position application screening and may involve members of the interview committee.
7. The Regional Director/Administrator obtains position applications from the electronic system at: http://web2.canr.msu.edu/personnel/qryapp.cfm
8. The position applicant list is accessed with a password established by the Regional Director/ Administrator at the time of position posting. The Regional Director/Administrator completes the screening grid on the position applicant list. The grid indicates those who are recommended for interview and those who will no longer be considered. The Regional Director/Administrator conducts a screening interview by phone with candidates who would most likely travel to an interview by air.
9. The Regional Director/Administrator sends electronically produced letters to unsuccessful applicants within 3 business days after the list of applicants who are no longer being considered is determined.
10. The Regional Director/administrator contacts position finalists to schedule interviews. Phone contacts are made with the candidates at least 14 calendar days prior to the interview date, followed by a confirming letter to arrive at least 10 calendar days prior to the interview date so that adequate lead time is afforded to candidates to make schedule arrangements and to prepare for their interview and presentation. A Travel Reimbursement Form is sent to each candidate with their interview confirmation letter with instructions to return it directly to the Regional Director/Administrator.
11. The Regional Director/administrator sends an interview packet to each interview committee member to arrive at least 10 calendar days prior to the interview date. The packet includes the interview schedule, candidate applications/resumes, position vacancy announcement, Interview Evaluation Forms, Sample Interview Questions and Seminar/Presentation Input Forms.
12. The Regional Director/Administrator serves as chairperson of the interview process. The format consists of the candidate viewing an MSUE video, being interviewed by the committee and making an informal presentation. (Presentation is optional.) At the close of the interview, candidates are informed as to approximately when they will be notified about the selection decision. During the interview, the Regional Director/Administrator ascertains the candidate’s salary expectations and earliest start date if selected.
13. Interview Committee members complete an Interview Evaluation Form for each candidate interviewed. Seminar/Presentation Input Forms are made available by the Regional Director/Administrator for completion by the audience attending the presentation. The Regional Director/Administrator facilitates the selection decision process and completes the Composite Interview Record Form. The Regional Director/Administrator returns the Composite Interview Record Form, all candidate folders and completed Interview Record Forms to ANR Human Resources after the interview process is completed.
14. The Regional Director/Administrator extends an employment offer to the selected candidate by phone per salary range offer guidelines. The employment offer is confirmed by a standard letter to the candidate and includes a request for acceptance in writing with a fax copy to ANR Human Resources.
15. The Regional Director/Administrator sends Previous Employment Verification(s) to the selected candidate’s current/previous supervisor(s); reviews them upon receipt; and sends them to ANR Human Resources for filing in the new employees personnel file.
16. The Regional Director sends electronically produced notification letters to candidates not selected within 3 business days after being informed of the selected candidate’s acceptance.
17. The Regional Director/Administrator arranges the selected candidate's employment processing which is conducted prior to the candidate's employment start date. When absolutely necessary, employment processing may be scheduled on the candidate's start date.
18. The Regional Director/Administrator prepares/sends appointment paperwork to ANR Human Resources. A copy of the candidate’s employment offer letter and the candidate’s acceptance letter is attached to the appointment paperwork.
19. The Regional Director/Administrator notifies ANR Communications and the appropriate employee Extension association of the candidate’s appointment.
20. To the extent possible, the position applicant pool and interview pool should contain diverse applicants.
21. ANR Human Resources prepares periodic reports for diversity status review purposes.
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