Hiring Processes
The Human Resources Office collaborates with university leaders throughout the hiring process to:
- conduct organizational structure reviews
- support position development
- manage recruitment and selection processes
- coordinate background checks
Human Resources plays a vital role in the process ensuring compliance with contractual and legal requirements.
The Affirmative Action & Legal Affairs Office also contributes to the hiring process by overseeing the University’s Affirmative Action Plan (PDF), monitoring hiring goals, and managing employment-based immigration processes.
The process to hire a position varies depending on whether the position is temporary or permanent in nature and which bargaining agreement or plan governs the position.
Contact the Human Resources Office if you have questions.
Administrator positions are unclassified roles designated as managerial by the Minnesota State Board of Trustees. Administrators serve at the discretion of the University President and are considered at-will employees.
If the position has already been established, review the position description to verify it accurately reflects the responsibilities and scope of the role.
If any updates are needed, submit the revised description to the Chief Human Resources Officer (CHRO) for review prior to requesting to fill the role.
If a new position needs to be established, work directly with the CHRO to prepare a position description and have a salary range assigned.
Request approval to hire an administrator position by completing the Position Requisition Request Form in WarriorSpace.
All requests are reviewed by the Hiring Authority, HR, and Fiscal Affairs. Cabinet determines the final approval.
If a position is approved to hire, HR will provide search process participants (hiring authority, search committee) with the necessary training, tools, and resources to ensure all requirements are met at each stage of the hiring process.
The specific steps in the process will vary based on several factors, including whether the position is temporary, acting, interim or continuing.
ASF positions are administrative professional faculty roles focused on academic, administrative, and student services with a primary emphasis on supporting student access, engagement, and success.
If the position has already been established, review the position description to verify it accurately reflects the responsibilities and scope of the role.
If any updates are needed, submit the revised description to Human Resources for review prior to requesting to fill the role.
If a new position needs to be established, an ASF position description and a supervisor memo must be prepared. A formal position audit request is then required to assign the position to the appropriate ASF salary range.
Request approval to hire an ASF position by completing the Position Requisition Request Form in WarriorSpace.
All requests are reviewed by the Hiring Authority, Human Resources and Fiscal Affairs. Cabinet determines the final approval.
If a position is approved to hire, HR will provide search process participants (hiring authority, search committee) with the necessary training, tools, and resources to ensure all requirements are met at each stage of the hiring process.
The specific steps in the process will vary based on several factors, including whether the position is intermittent, acting/interim, fixed term, externally funded, or probationary.
Classified positions are governed by the employment terms outlined in one of the following agreements or plans:
- AFSCME (American Federation of State, County and Municipal Employees)
- MAPE (Minnesota Association of Professional Employees)
- MMA (Minnesota Management and Budget Association)
- MNA (Minnesota Nurses Association)
- Managerial Plan
- Commissioner’s Plan
If the position has already been established, review the position description to verify it accurately reflects the responsibilities and scope of the role.
If any updates are needed, submit the revised description to Human Resources for review prior to requesting to fill the role.
If a new position needs to be established, a classified position description and a supervisor memo must be prepared. A formal position audit request is then required to assign the position to the appropriate job classification and unit.
Request approval to hire a classified position by completing the Position Requisition Request Form in WarriorSpace.
All requests are reviewed by the Hiring Authority, Human Resources and Fiscal Affairs. Cabinet determines the final approval.
If a position is approved to hire, HR will provide search process participants (hiring authority, search committee) with the necessary training, tools, and resources to ensure all requirements are met at each stage of the hiring process.
The specific steps in the process will vary based on several factors, including the position’s unit, classification and whether the position is temporary or probationary.
IFO positions are academic faculty and intercollege coaching positions.
Use the Notice of Vacancy (NOV) template to create a position description that accurately reflects the responsibilities of the role and the qualifications necessary to perform those responsibilities.
As part of the request to hire, the NOV will be reviewed by the Dean, Provost and Human Resources prior to filling the role.
Request approval to hire an IFO position by completing the Position Requisition Request – IFO Form in WarriorSpace.
All requests are reviewed by the Hiring Authority, Human Resources and Fiscal Affairs. Cabinet determines the final approval.
If a position is approved to hire, HR will provide search process participants (hiring authority, search committee) with the necessary training, tools, and resources to ensure all requirements are met at each stage of the hiring process.
The specific steps in the process will vary based on several factors, including whether the position is fixed term, probationary, or an athletic appointment.
Adjunct appointments involve performing faculty workload on a part-time basis for a stated period. The President or their designees may authorize adjunct appointments to perform faculty workload to:
- meet temporary or specialized staffing needs
- teach, advise, or supervise students in clinical settings
- supervise student teachers
- teach music lessons
The department seeking to hire an adjunct initiates an Adjunct Pool Form which generates an email to the identified candidate.
The candidate is then prompted to submit a current CV or resume, unofficial transcripts, and any applicable licensure documentation.
Once the candidate has submitted the required materials, the department chair is notified via email.
The chair reviews the documentation to confirm the candidate meets the qualifications required by the Higher Learning Commission (HLC) and any program accreditation requirements.
Once a department chair verifies that an adjunct candidate meets the necessary qualifications, the Dean is notified via email to confirm the qualifications are met.
Upon the Dean’s confirmation, the candidate is added to the adjunct pool. The Dean can then initiate a hire from the pool:
- The department chair is notified and may contact the adjunct with assignment details
- Human Resources is notified and will proceed with the Workday hiring process
If an adjunct faculty’s workload changes after the FWM record is approved by the Dean or processed by the HR Service Center, immediately email Human Resources to help prevent any overpayment.
Additionally, update the Curriculum Management system which will in turn update FWM to reflect the course cancellation.
Some circumstances may necessitate hiring an individual to perform work through a shared employee agreement, interagency agreement or professional/technical contract. Before any work is initiated, the supervisor/hiring authority must complete the applicable process.
If the individual is employed at another Minnesota State institution or the System Office consult with the HR Office to determine if a Shared Employee Agreement Form (DOCX) is required or if the university must hire them as a WSU employee.
If the individual is employed by another state agency (e.g. Department of Health, Department of Education), work with the Business Office to initiate MMB’s Interagency Agreement (PDF).
Complete the Independent Contract vs Employee Form in to determine whether the person providing a service is an employee or an independent contractor.
If the determination is that it’s an independent contract, work with the Business Office to initiate a contract.