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Recruitment and Hiring Process for Faculty Positions
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The recruiting and hiring process has many steps and can be very confusing. Listed below are step-by-step instructions from requesting to fill a position to completing paperwork to get your new faculty member on payroll. Please read through these steps along with the Recruitment Budget Guidelines before beginning your recruitment process. If you have any questions, please contact Human Resources at 4035.
In order to comply with DSU policy all candidates must formally apply for the position they are being considered for. To formally apply, the applicant must submit application materials to the Office of Human Resources and be listed on the Recruitment Form as an applicant. If you have an application that is submitted directly to you in hard copy or via email, please forward it to Kent Wyatt Hall 247 or to ckreikemeier@deltastate.edu for processing. An application that has been processed by Human Resources will be time and date stamped with a number hand written above it.
1. Complete the Requistion for Employee form located on the Human Resource Forms webpage. This form includes a job description form that must be completed in detail as well as a page to indicate where you would like to request the position to be advertised. Attaching a prewritten job description is not acceptable, the job description template must be completed or the form will be returned to the department. The Position Request Form must also be completed. All positions are required to be reviewed by cabinet. Use this form to explain why the position must be filled. Submit completed and signed forms to the Office of Human Resources.
2. Human Resources will notify you if the position is declined. If the position is approved it will be posted on the Delta State website and submitted for advertising to requested publications. (The Office of Human Resources reserves the right to the final decision on where a position is advertised.)
3. After the application deadline has passed, Human Resources will make copies of the applications received and forward them to the appropriate college/school dean’s office for distribution to the department/division along with a copy of the Recruitment Form.
4. The hiring department will review the applications to determine if 1) the applications they received are potential candidates, and 2) whether or not they need more applications to make a hiring decision. If it is determined that more applications are needed, the department will send an email to ckreikemeier@deltastate.edu with a copy to the college/school dean, asking to reopen the position for specific amount of time and re-advertise if applicable. Once the email has been sent, steps 4, 5, and 6 will be repeated.
5. If the department/division has received a sufficient amount of qualified applicants, they will begin the interview process.
6. Once interview candidates are determined, the appropriate college/school dean shall be notified for approval. The dean will respond to the department/division with copy to Human Resources. The department/division should notify all remaining applicants that they were not selected either via U.S. Mail or via email. For sample notification letters click here.
7. The department will create an Interview Budget Estimate for each interview candidate and submit it to The Office of Human Resources for review and approval. Email the budget to ckreikemeier@deltastate.edu. For the budget template please click here.
8. Once the interview budget has been approved, candidates may be invited to campus for interviews.
9. Campus interviews must include meetings with the search committee, the department/division chair, and the college/school dean. A complete interview process also includes a presentation to students and a meeting with the Provost. After the interviews are complete and a hiring decision has been made, the department/division will notify the dean of their selection for approval. Once approval is given, the hiring department/division will create a letter of offer for the successful candidate as well as send notification letters/emails to those who were not selected notifying them that the position has been filled. For sample rejection letters, please click here. All offer letters must be approved by the dean and Human Resources before being sent to the selected candidate.
10. The offer letter must include:
· a request that original transcripts be sent to Delta State
· Direct the applicant to sign the offer letter indicating acceptance of the position and terms of employment as delineated in the letter of offer
11. Once the signed offer letter is returned to DSU, the department should send the following items to the Office of Academic Affairs:
· Completed EAF (Employment Action Form)
· Completed DSU Job Application for selected candidate
· Original Transcripts for selected candidate
· Resume/Curriculum Vitae
· Original Offer Letter
· Completed Recruitment Form (all signatures are required)
· Copies of all reference check materials
*Please note all of the above items will be forwarded to Human Resources once Academic Affairs has processed them. For a checklist of the above items, please click here.
Keep in mind the Form I-9 must be submitted to the Office of Human Resources on or before the employee’s date of hire to ensure Human Resources will have ample time to complete the E-Verify process within 3 days of the employee’s date of hire.