Policies, Union Contracts, Handbooks > Support Staff Policies and Procedures

Filling Vacant Positions (Regular)

Policy

Applies to: University support positions

Procedure

1. All forms of recruitment, including personal contacts and media advertising, should be communicated to MSU Human Resources Staffing Services.
2. MSU Human Resources Staffing Services administers certain tests under controlled conditions which provide equal opportunities for all applicants and employees. Individuals and departments may not administer any form of employee or applicant tests without prior approval by MSU Human Resource Services.
3. Offers of regular employment, including salary commitments, may be made only with the approval of MSU Human Resource Services.
4. Collective Bargaining Agreements specify variations in procedures for filling vacancies which may supersede the following and should be reviewed prior to filling a vacancy.

Staffing Request:

Department:

1. A department wishing to fill a vacancy should submit a completed Staffing Request Form to MSU Human Resources Staffing Services.
2. The request is to contain a concise description of job responsibilities, experience, education and credentials necessary to do the job (consistent with the classification description), and appropriate signatures. Particular attention should be given to the section explaining essential functions. 

Pre-selections (clerical/technical only):

1. Refer to CTU Contract for details.
2. Complete a Staffing Request Form, including the pre-selection section.
3. Candidates must meet minimum requirements of positions.
4. Send a completed Personnel Action Notice (PAN) form with the Staffing Request form.
5. Selected candidates serve a trial period of 256 working hours.

Bypass procedures:

MSU Human Resources Staffing Services: The procedures for filling positions may be bypassed for an applicant, employee or former employee for such reasons as, but not limited to:

• returning from leave of absence,
• receiving Workers' Compensation,
• trial period termination,
• imminent layoff,
• layoff, or
• hours reduction

1. The position to be used for bypass is selected by MSU Human Resources Staffing Services from requests submitted for which the individual qualifies.
2. When a match-up is made of credentials to job requirements, the department is notified that an individual is to be interviewed and accepted, or submit written reasons for non-selection (including why the individual could not learn to do the job during the appropriate trial, training or requalification period). Under normal circumstances, the department is to submit a hiring decision to MSU Human Resource Services within three business days of the time the department receives notice of the bypass situation. The reasons for non-selection are reviewed by MSU Human Resource Services to determine the acceptability of the reasons given.
3. Other applicants will be held from consideration until the bypass situation is resolved.
4. If a department cancels a vacancy after receiving notice that a candidate has been referred as a bypass to the position, the department may not post the same position, similar position, or fill the vacancy with a temporary employee for six months from the date the position was posted.

   The six-month hold refers to avoidance of bypass actions for return from leave and layoff placements.

Job Postings:

MSU Human Resources Staffing Services: Job postings are updated weekly.  The openings are posted on MAP -- MSU Applicant Page (jobs.msu.edu) for a minimum of five (5) business days.

The Position Vacancy Notice does not include:

• temporary positions expected to last 90 days or less,
• positions of less than 20 hours per week,
• transfers from the academic to non-academic system,
• off-campus MSU Extension positions,
• or on-call positions (see Policy and Procedure for filling vacant positions - temporary, on-call minors).

Advertising vacancies (media):

Department:

1. Departments determine which media they want to use to advertise their vacancy. Departments place the advertisement directly and are billed directly by the company.
2. The advertisement needs to include a description of the position which is in conformance with the job posting, the posting number, and the application procedure to be followed. This should always include a closing date to let applicants know the latest date they may submit their applications.
3. Departments may contact MSU Human Resources Staffing Services for support with advertising needs.

Applying for vacancies:

Employee: May apply for posted vacancies during an initial five-working-day period by completing an application using MAP -- MSU Applicant Page (jobs.msu.edu).  Employees can search for various types of positions, apply online, and check the status of positions using MAP. 

Non-employee: May apply for positions using MAP -- MSU Applicant Page (jobs.msu.edu) when applications are being accepted from the public.

Referral of candidates/reference checks:

MSU Human Resources Staffing Services:

1. Screens credentials of applicants for vacant positions for minimum qualifications.
2. Using COMPASS, prepares interview list including names and credentials of interested employees (and other applicants, if permitted), and releases it to hiring department.  
3. May determine that some referred applicants are not qualified.
4. Some Units may choose to screen applicants for minimum requirements.

Department:

1. Authorized departmental administrators may examine the official personnel folder of employees who have applied for a vacancy in that department. They may also contact the employee's former department(s) for references.
2. Reference checking of off-campus employers is permissible and encouraged. Inquiries to off-campus employers should be handled in a confidential manner and all questions to employers are subject to the rules and guidelines relative to equal employment opportunity and fair employment practices (see Employment Guide).
3. It is the responsibility of the hiring department to ensure that employees possess required licenses, registrations and certificates (see Policy and Procedure for licenses, registrations and certifications).
4. Off-campus employment agencies for clerical employees must be approved by the Office Services division of University Services. (see Policy and Procedure for filling vacant positions - temporary, on-call, high school).

Interviews:

Department: The interviewing department arranges interview times for candidates listed on the interview list. Procedures vary by bargaining group. Structured interviews (see Behavioral-Based Interview Questions), i.e., consistent interviews, are conducted in accordance with Equal Employment Opportunity guidelines and the Americans with Disabilities Act. Structured interview documents are to be retained by the department for a minimum of two years. In the event of an official challenge to the process, these documents are to be retained until the matter is closed.

Employee/department: Employee candidates are to be granted reasonable time away from the job to interview for University vacancies.

Selection of candidate:

Department: Interviews and completes the hiring recommendation in COMPASS which is reviewed by MSU Human Resources Staffing Services and/or the Office of Inclusion and Intercultural Initiatives (OIII) for approval.

The Office of Inclusion and Intercultural Initiatives and/or MSU Human Resource Services: The Office of Inclusion and Intercultural Initiatives (OIII)  has up to 48 hours to review the selection with regard to the attainment of placement goals.  The Office of Inclusion and Intercultural Initiatives may request additional information from an employing unit with regard to its selection process. 

Department: Documentation supporting the release of a "stop request" is submitted to the Office of Inclusion and Intercultural Initiatives by the employing unit.

MSU Human Resources Staffing Services: Final selection of the candidate, including salary and starting date, requires approval of MSU Human Resources Staffing Services. A criminal background check will be done on all employees.

No promises of future raises, except those contractually agreed to, should be given to a prospective employee.

Notification of selected candidates:

Department: After receiving approval to hire from MSU Human Resources Staffing Services, the department notifies the selected candidate. When the selected candidate accepts the offer of employment, the department informs him/her of:

1. who to contact for new employee orientation,
2. the starting date, and
3. the approved starting wage.

Processing selected candidates (current employees):

Department(s):

1. Current employees are assigned positions, wages/salaries, employment status, etc., by means of a Personnel Action Notice (PAN) form.
2. The current department forwards the PAN form to the new department.
3. The new department completes the PAN form and forwards it to MSU Human Resources Employee Records.
4. If an employee is transferring within the same department, the department completes the PAN form and forwards it to MSU Human Resources Employee Records.
5. The employee may be required to satisfactorily complete another health assessment prior to changing jobs (see Policy and Procedure for health assessment).

MSU Human Resources Staffing Services:

1. Verifies Social Security number, name, citizenship status and/or eligibility to work in the United States as required by the Immigration Reform and Control Act, (I9) 
2. Prepares PAN form, identification card, tax card(s), union check-off card, health assessment form (if appropriate), parking permit, union contracts, Employee Handbook, Michigan Right to Know document, etc.
3. Refers employee to Olin Health Center for health assessment if necessary. (NOTE: New employees may be required to complete a physical capacity test before they are permitted to work [see Policy and Procedure for health assessment].)

1. Must submit identification to MSU Human Resources Staffing Services at the time of orientation which complies with requirements under the Immigration Reform and Control Act of 1986.
2. If requesting a parking permit, vehicle registration is required.

1. Establishes official personnel folder.
2. Notifies Payroll Office of employment, pay rate, etc.

Notice requirements:

Employee:

1. APA, APSA, FOP and Nurses are required to give a minimum of one-month's notice prior to changing departments. All other employees are to give a minimum two-weeks' notice. Exceptions may be worked out by mutual agreement of the parties involved. Departments may detain an employee only for the length of time required for notice (VARIES: Departments may detain a 1585 employee for no more than three weeks).
2. Employees who have received notice of layoff - reduction in force or reduction in hours may be relocated without the normal notice requirements.