Recruitment and Hiring
Procedures for Faculty
Published by:
Office of the Provost
McMullen Hall 211
Billings, MT 59101
Phone: (406) 657-2367
Fax: (406) 657-2288
Rev 12-05
Table of Contents
SECTION A. RECRUITMENT AND HIRING PROCEDURES FOR BENEFITELIGIBLE FACULTY ................................................................................................................. 3
A1. POSITIONS INCLUDED................................................................................................. 3
A2. PLANNING PROCESS FOR HIRING .......................................................................... 3
A3. RECRUITMENT AUTHORIZATION FORM (RAF) ................................................. 3
A4. EQUAL EMPLOYMENT OPPORTUNITY ................................................................. 4
A5. POSITION DESCRIPTIONS .......................................................................................... 4
A6. CRIMINAL BACKGROUND CHECKS (APPENDIX G) ............................................ 5
A7. CONTINUOUS QUALITY IMPROVEMENT .............................................................. 5
A8. APPLICATIONS ............................................................................................................... 5
A9. SEARCH COMMITTEE ................................................................................................. 6
Appointment of the Search Committee................................................................................... 6
Search Committee Chair Responsibilities .............................................................................. 6
A10. SCREENING PROCEDURES ...................................................................................... 7
A11. INTERVIEW PROCEDURES ...................................................................................... 7
Initial Telephone Interviews ................................................................................................... 7
Conference Telephone Interviews .......................................................................................... 8
Campus Interviews.................................................................................................................. 8
Candidate Travel and Entertainment ...................................................................................... 9
A12. SELECTION ................................................................................................................. 10
A13. ACCEPTANCE OF OFFER AND FINALIZATION OF APPOINTMENT .......... 11
A14. RECOMMENDED RECRUITMENT AND HIRING TIMELINE ......................... 11
SECTION B. RECRUITMENT AND HIRING PROCEDURES FOR PART TIME
FACULTY ................................................................................................................................... 12
B1. PART TIME FACULTY DEFINED ............................................................................. 12
B2. HIRING PROCEDURES ............................................................................................... 12
APPENDIX A ............................................................................................................................... 13
RECRUITMENT AND HIRING PROCEDURES CHECKLIST ............................................... 13
APPENDIX B ............................................................................................................................... 16
RECRUITMENT AUTHORIZATION FORM ............................................................................ 16
(Not available here. Please check with department or dean’s office) ........................................... 16
APPENDIX C ............................................................................................................................... 17
REQUEST FOR PAYMENT (TRANSFER) OF FUNDS ........................................................... 17
(Not available here. Please check with dean’s office) .................................................................. 17
APPENDIX D ............................................................................................................................... 18
AFFIRMATIVE ACTION CERTIFICATION AND JUSTIFICATION..................................... 18
FOR NONSELECTION FORM ................................................................................................... 18
(Not available here. Please check with Human Resources) .......................................................... 18
APPENDIX E ............................................................................................................................... 19
EMPLOYEE TRANSACTION FORM (ETF) ............................................................................. 19
(Not available here. Please check with department or dean’s office) ........................................... 19
APPENDIX F................................................................................................................................ 20
PART TIME FACULTY AGREEMENT LETTER AND FORM............................................... 20
APPENDIX G ................................................................................................................................. 3
Rev 12-05
MOCK VACANCY ANNOUNCEMENT ..................................................................................... 3
POSITION VACANCY.......................................................................................................... 4
Phone: (406) 657-2278 FAX: (406) 657-2120 ......................................................................... 5
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SECTION A. RECRUITMENT AND HIRING PROCEDURES FOR BENEFITELIGIBLE FACULTY
Montana State University-Billings Recruitment and Hiring procedures for faculty positions have
been developed to assist administrative units in standardizing hiring procedures and in meeting
the University’s equal employment/affirmative action responsibilities. A checklist of these
procedures is found in Appendix A.
A1. POSITIONS INCLUDED
All benefit-eligible positions whether they are tenure track, lecturer, or instructor are covered by
the following guidelines and procedures in this section regardless of the length of the contract or
the existence of external funding for the position. In general, a search must be conducted for all
0.5 – 1.0 FTE positions included in the two Montana State University-Billings collective
bargaining agreements (C.B.A. and VTEM).
Note: On the main campus, exceptions may be made for a fixed-term position from an external
search. In this case he or she may be reappointed based on recommendations from the
Department Chair and Dean and upon approval of the Provost. Full-time fixed-term
appointments may not be extended beyond a total of three years. The VTEM contract at the
College of Technology has no time restrictions on temporary or fixed term positions.
A2. PLANNING PROCESS FOR HIRING
Department Chairs/Team Leaders should consult with faculty regarding any anticipated hiring
needs for an upcoming academic year. The appropriate Dean then consults with the chair and
meets with the Provost for the purpose of developing a strategy to fill the position. Open
positions are not automatically filled; salary savings from a vacancy revert to the Provost.
A3. RECRUITMENT AUTHORIZATION FORM (RAF)
After the Provost informally authorizes the search, the Department Chair/Team Leader will work
in conjunction with the search committee chair and forward the Recruitment Authorization Form
(RAF) to the appropriate Dean who will obtain formal approval for the search from the Provost.
The RAF is available from the “HR Forms” database and can be processed through the
Department Chair/Team Leader or unit administrative assistant. A copy of this form is found in
Appendix B. The following items are to be included in a file that accompanies the RAF:







Description of the position,
Statement regarding Continuous Quality Improvement
Criteria for selection in order of importance,
Copy of advertisement and list of places to advertise,
List of members of search and screening committee,
Chair of the search and screening committee, and
Memo requesting approval to lift the hiring freeze.
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Upon receipt of the RAF from the appropriate Dean, the Dean shall transmit the file to the
Provost for approval. If the Provost does not agree, the file shall be returned to the appropriate
Dean with reasons for reconsideration by the appropriate unit.
A4. EQUAL EMPLOYMENT OPPORTUNITY
The search must meet standards and follow guidelines set down by the University Equal
Opportunity Officer and detailed in the Equal Opportunity/Affirmative Action Plan. This
document is available in the Administrative Vice Chancellor’s Office, Dean’s Offices, and the
Human Resources Office. The affirmative action program is designed to ensure equal
opportunities in recruitment, hiring, and promotions into all job levels and positions the most
qualified persons without regard to race, sex, color, national origin, religion, age, disability,
marital or veteran status. Search must include documented good faith efforts to assist the
University in meeting these affirmative action goals.
The following is Montana State University-Billings’ official Equal Opportunity Statement:
Pursuant to Titles VI and VII of the Civil Rights Act, Title IX of the Education
Amendments of 1972, Section 504 of the Rehabilitation Act, Americans With Disabilities
Act of 1990, Executive Order 11246 as amended, Montana Veteran’s Employment
Preference Act, and the Montana State Human Rights Act—Montana State UniversityBilling has a policy of non discrimination in employment to veterans, veterans with
disabilities, and certain eligible relatives of veterans. MSU-Billings makes reasonable
accommodation for any known disability that may interfere with an applicant’s ability to
compete in the hiring process or student’s ability to apply for admission or any
employee’s ability to perform the duties of the job or student’s ability to participate in the
educational process. Any student, employee or applicant for admission or employment
may file a discrimination grievance. Inquiries or grievances should be directed to the
Human Resource/EEO-AA Director, MSU-Billings, McMullen Hall 310, 1500 University
Drive, Billings, MT 59101-0298. Phone: (406) 657-2278 (TTY).
A5. POSITION DESCRIPTIONS
Position descriptions describe the duties and responsibilities of the position and are used for a
basis of the vacancy announcement and advertisements. It is important that job descriptions
reflect with care and completeness the priorities of the department, college, and university.
Therefore, care should be taken to indicate expectations that a faculty member engage in
advising, be willing to develop and offer courses online, develop courses and programs in
collaboration with other departments and the community, encourage student research, seek out
grant support, similar concerns as appropriate to a specific discipline, and continuous quality
improvement. For additional guidelines regarding position descriptions, refer to CBA Section
9.620.
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A6. CRIMINAL BACKGROUND CHECKS (APPENDIX G)
1. Each vacancy announcement have the following statement: Criminal Background
Investigations is required prior to Offer of Employment. (In accordance with University
policy, finalists for this position will be subject to criminal background investigations.)
2. Each candidate will be submitting with their initial paperwork an authorization for MSUBillings to conduct a criminal background check. Candidates who refuse to sign the
authorization shall be eliminated from the applicant pool. If the application materials are
received in Human Resources without the criminal background check authorization, Human
Resources will send out a reminder to the candidate on the necessity of completing the form.
The signed authorization form will remain in the Human Resources office.
3. The background check for criminal, employment and education history of an individual
candidate should be performed on the final candidate after phone interviews and prior to the
candidate being invited to campus for the final interview. Search committees need to notify the
Human Resources office of the final candidate so the criminal background check can be
performed.
4. Search committees will still continue to perform reference checks on the candidates.
5. The Human Resources Director or designee shall review the results to make the determination
if an individual is eligible to hire. As necessary, Human Resources may review the results with
the appropriate Vice Chancellor. Human Resources shall notify the search committee on the
eligibility of the individual (i.e. eligible to continue as a candidate or not eligible to continue as a
candidate). Because of privacy involved, the search committee will not be given specific results.
A7. CONTINUOUS QUALITY IMPROVEMENT
Montana State University-Billings is committed to Continuous Quality Improvement of all
services, programs, procedures and interactions that employees have with students, family
members, staff, faculty members, community partners, colleagues and guests. The successful
candidate will be expected participate in efforts to continually improve the delivery of services
for all constituencies served by the College.
A8. APPLICATIONS
Applications will be mailed directly to the Human Resources Office. If, for some reason, an
application is sent directly to a department, it will immediately be routed to the Human
Resources Office for accountability. All applications postmarked up to and including the
published closing date will be included in the eligible pool. If the position advertisement
specifies that the applications will be accepted after the closing date or until the position is filled,
then late applications will be forwarded to the search committee as they arrive.
Flexibility can be built into the search process by not having a definite closing date for the
position. In these cases, consider using a phase like: “Review of applications will begin on ___
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and continue until the position is filled” or “Preference given to applications received by ____
however position is open until filled.”
Human Resources is responsible for sending the vacancy announcement and the equal
opportunity survey to applicants. (The description of appropriate terminal degrees is found in
CBA Section 9.331).
Electronic Applications: Search committees wishing to have applications submitted
electronically should contact Human Resources for proper protocols. Electronic submission will
require that instructions be carefully delineated in the vacancy announcement.
A9. SEARCH COMMITTEE
Appointment of the Search Committee
Typically the chair of the search committee and search committee members are appointed by the
Department Chair/Team Leader in consultation with the Dean. The search committee is
appointed as outlined in the Collective Bargaining Agreement and requires that “at least three
faculty members and one student major from the unit shall be appointed by the unit, plus one
faculty member from outside the unit shall be appointed by the Dean” (CBA Section 7.300) “If
an additional outside person is jointly agreed upon by the Dean and the Search Committee, this
person may be appointed by the Dean.” “The committee may appoint a community person.”
Search Committee Chair Responsibilities
The search committee chair will meet with a representative from Human Resources to orient
each search committee. The Dean and Department Chair/Team Leader should also be invited to
meet with the search committee before it begins reviewing applications to make sure that there is
clear understanding about the expected strengths being sought in an appointment and the
procedures to be followed. The search committee chair will work together with the search
committee to develop an objective rating form for the selection criteria and use this form to
evaluate the credentials of all candidates. Additional screening procedures are outlined in
Section A8.
Following the search and the acceptance of an offer, the chairperson of the search committee is
responsible for the completion of the Affirmative Action Certification and Justification of Nonselection form (see Appendix D), sending rejection letters, and for returning the remaining
original applications, evaluation forms, committee notes, and all required data to the Human
Resources Office, McMullen 310. In addition, the search committee chair will forward the
original application to the Provost’s office.
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A10. SCREENING PROCEDURES
Search committees have the responsibility to solicit any job related information regarding
applicants and to send any necessary correspondence (i.e., follow-up letters, rejection letters) to
applicants.
The screening process will be based upon formal selection criteria. The selection criteria must
closely parallel the specific qualifications listed on the vacancy announcement. Each search
committee will develop an objective rating form for the selection criteria and use this form to
evaluate the credentials of all candidates. The rating form should not use numerical ratings.
Search committees should screen pools promptly. All evaluations should be turned in to Human
Resources Office, along with any other search committee notes and documentation, at the
completion of the search.
Electronic Screening: Following the initial screening of applications, Search Committees may
wish to use email to screen applications by references. Checking references by email will
require that: (1) candidates provide email addresses of references with their application, (2)
survey questions be generated, and (3) survey questions emailed to references.
A11. INTERVIEW PROCEDURES
Initial Telephone Interviews
A list of top candidates developed from the screening process will be further screened by
reference checking and reference telephone interviews, and if these are acceptable, candidate
telephone interviews. A minimum of three to five candidates is appropriate. Two types of calls to
candidates are appropriate. First, a brief call should be made to the candidate to ascertain interest
in the position. This first call may be made by a search committee member and should inform the
candidate of approximate salary, work conditions, (including typical teaching load) plus any
other issues that may be important in determining candidate interest. A second telephone
interview would be conducted by the whole committee and would involve those candidates who
continue to be interested in the position and whose candidacy continues to be attractive after
calls of references.
A complete application will include either letters of reference or names of references including
address and telephone numbers. Prior to conducting calls to references or the conference call to
candidates, the committee will develop two sets of common questions appropriate to an
evaluation of the candidate’s ability to meet the selection criteria. One set of questions will be for
the reference interviews and the other for the candidate phone interviews. Even though letters of
reference may be included in the application, telephone contacts will be made with the references
and with other potential references not provided by the candidate. It is important that
authorization to call listed and unlisted references be obtained during the first brief call to
candidates. References from the candidate’s degree-granting institution as well as references
from subsequent employers are crucial.
7
A thorough background screening that includes criminal background checks will minimize the
likelihood of surprises at a later date.
Conference Telephone Interviews
The campus telephone system will accommodate conference calls and conference interviews.
After obtaining permission from the appropriate Dean to do a conference telephone interview
with the top candidates, the chair of the committee contact Information Technology (x5700) to
place a speaker phone in a room equipped with the appropriate line. Charges are made to the
Recruitment responsibility center number obtained from the Provost.
By the conclusion of the telephone interview, the search committee should have sufficient
information to determine if the candidate is not only viable with respect to qualifications but also
seriously interested in the position after having been made aware of the specifics of the position
including the salary range. To the extent possible, committees will determine in advance of an
on-campus interview the likelihood of the candidate accepting the position offered. This means
search committees must be candid about salary, work conditions (including our collective
bargaining environment), tenure and rank issues, typical workload expectations, cost of living,
spouse employment opportunities, and similar considerations. Please note that no funds are
available for moving expenses. The search committee will determine the salary range for the
position by consulting with the appropriate Dean for an estimate in accordance with Section
14.120 of the Collective Bargaining Agreement.
After completing the telephone interviews, the committee should reevaluate the candidates using
the selection criteria and the objective rating form to rank order the top candidates.
On-campus interviews of fixed-term positions must be justified by the Department Chair/Team
Leader and approved by the Dean and the Provost. An offer may be extended to a fixed-term
candidate by the Provost based upon telephone interviews and a thorough background screening
process.
Campus Interviews
The budget available for recruitment is limited. Therefore, search committees should
recommend only the top ranking candidate be invited for a campus interview. The search
committee will forward to the appropriate Department Chair/Team Leader a list of candidates
ordered by rank of preference, requesting permission to invite the top candidate for an oncampus interview. The Department Chair/Team Leader will meet with the appropriate Dean to
review this list along with names of references called and notes taken during reference checking.
At this point, the Dean, Department Chair/Team Leader or Search Committee Chair will inform
Human Resources of the names of the finalists and learn the names of protected class members
in the finalist pool. If there are protected class individuals in this group and all are equally
qualified, priority should be given to the protected class individual.
At the Dean’s discretion, the Dean may conduct an independent phone interview with the
recommended candidate(s). The Dean may discuss the potential salary range and other specifics
of the position to obtain further evidence that the candidate is serious about accepting a formal
8
offer for appointment to the faculty at MSU-Billings. The Dean will recommend to the Provost
the authorization of the search committee to make arrangements for the top candidate to be
brought to campus. For purposes of affirmative action the Provost may authorize the search
committee to make arrangements for more than one candidate to be brought to campus.
The department administrative assistant will forward two photocopies of the vita and other
application materials from the candidate invited for an interview to the Dean’s administrative
assistant who will prepare two worksheets titled “Determination of Base Years for MSU-Billings
Faculty Candidates” and “Recommendation for Appointment to the Faculty at MSU-Billings.” A
copy of the application and worksheet will be kept by the Dean for review with the candidate.
The original worksheet and the second copy of the application will be forwarded immediately to
the Provost for review prior to the candidate’s interview. The Provost will confirm the
appropriate salary step with the candidate and discuss, when appropriate, whether any years
should be brought toward tenure.
Normally, interviews will be for one or two days with one or two overnights, depending on the
most appropriate travel arrangements. If considerable airfare savings can be obtained through a
stay over Saturday night, committees are encouraged to arrange a longer stay. Campus
interviews will include an entrance and exit visit with the search committee, and meeting with
available faculty, the appropriate Department Chair/Team Leader, the Dean, and the Provost. It
is advisable to schedule the candidate to do a presentation to faculty and students and/or a
teaching demonstration during the visit. In addition, it is the responsibility of the search
committee to schedule each candidate for a visit with the university benefits technician for the
purpose of reviewing the fringe benefit package available at MSU-Billings. The Benefits
representative is located in the Human Resources Office. This appointment must be scheduled in
advance.
MSU-Billings makes reasonable accommodations for any known disability that may interfere
with an applicant’s ability to compete in the hiring process. Requests for or questions regarding
accommodations should be referred to the Director of Human Resources.
Candidate Travel and Entertainment
University policy prohibits expenditure of funds for food or entertainment except for educational
expenses including workshops, seminars, and conferences where the food is included as part of
the cost. Meal expenses relating to recruitment of prospective faculty are considered
entertainment and are included in this policy. Food will be reimbursed for the prospective
faculty candidate and one member of the official search committee (or a representative) per
meal.
To be reimbursed, itemized food and entertainment receipts must be attached to a completed
Request for Payment (Transfer) of Funds form (see Appendix C) and submitted to the Office of
the Provost. Search committee members may not use a CPO (Cash Purchase Order) to pay for
meals. Hospitality forms are not needed. Credit card receipts are not acceptable unless itemized.
9
Expenses for all meals must be reasonable and may include the tip. Maximum reimbursement
for dinner (candidate and one search committee member) is $65, lunch is $30 and breakfast is
$25 or up to a maximum of $120. Alcoholic beverages will not be reimbursed. The Department,
personal funds or Foundation funds (with approval of the dean) will pay for additional guests.
Search committees, after approval of the College Dean, must contact the administrative assistant
in the Provost’s Office with the name of the prospective candidate, possible dates of travel and
interview, approximate cost of travel and any other particulars prior to arranging the travel.
Airline tickets must be purchased to take advantage of the lowest possible fare including twoweek advance, airfare wars, Saturday layover, and so on. The faculty candidate will purchase
the ticket. The original receipt from the ticket or electronic ticket and the candidate’s social
security number are required for reimbursement. Should the candidate withdraw and/or cancel
the interview, the ticket will not be reimbursed. Candidates may be reimbursed while on campus
for the interview if necessary provided advance notice is given to the Provost’s Office.
Reservations for motels/hotels are to be made with facilities that offer state/government rates.
Reimbursement is for the prospective faculty person only. The candidate must pay for any
additional people in the room. The search committee chair will accommodate any candidate
preferences (nonsmoking room, special needs, etc). The Provost Office can be billed directly for
candidate lodging if the lodging is in a facility that offers State/Government rate. Departments
or Colleges will be responsible for lodging costs that are not covered at a State/Government rate.
If members of the search committee incur additional recruitment expenses (e.g., mileage for site
seeing tours) they will not be reimbursed unless the expenses are pre-approved in writing by the
appropriate department chair and dean to be paid for from department or college accounts. The
Office of the Provost will not fund expenses beyond food, airfare and lodging.
A12. SELECTION
The process for selection is outlined in the Collective Bargaining Agreement (CBA Section
7.300) and recommends that when the search is completed, the search committee makes
recommendations to the members of the administrative unit (The COT VTEM contract has no
such provision). The search committee chair and Department Chair/Team Leader will discuss
the search committee recommendations and the Department Chair/Team Leader will “forward
not more than three acceptable choices in writing to the appropriate Dean.” The Dean and/or the
Provost may have access to the entire applicant file. Supporting data should accompany the
recommendations and include but not limited to: (1) the candidate's credentials, (2) samples of
any publications, creative endeavors, or other scholarly work, (3) written statements from faculty
and administrators from other institutions where the candidate has worked, if such are not
included with the credentials, and (4) proposed position description for the candidate (CBA
Section 9.620).
The Dean is responsible for reviewing the recommendation of the search committee and the
Department Chair/Team Leader and for forwarding a recommendation to the Provost for a
formal offer of employment at MSU-Billings. A formal letter of offer will be drafted by the
10
Provost’s office in accordance with the terms set forth on the RAF as approved by the Dean and
the Provost. Normally the candidate will be provided a response time of five to ten days; the
letter of offer will be faxed whenever possible to save time.
A13. ACCEPTANCE OF OFFER AND FINALIZATION OF APPOINTMENT
Following acceptance by the candidate of a formal offer by the Provost, the Provost will make
arrangements with the Office of the Chancellor to forward the name of the faculty member to the
Board of Regents for confirmation of appointment.
The Department Chair/Team Leader will then work with an Administrative Assistant to process
an Employee Transaction Form (ETF) and forward to the Dean for signature. The search
committee chair will forward the original application to the Provost’s office. The chairperson of
the search committee is responsible for the completion of the Affirmative Action Certification
and Justification of Non-selection form (see Appendix D), sending rejection letters, and for
returning the remaining original applications, evaluation forms, committee notes, and all required
data to the Human Resources Office, McMullen 310.
A14. RECOMMENDED RECRUITMENT AND HIRING TIMELINE
Successfully attracting qualified applicants requires a proactive approach. The odds of a
successful search increase as search processes begin early in an academic year and progress
steadily through the following stages and timeline:
1. Prioritize Hiring Needs
April
2. Authorized to Search
May
3. Broadcast the Vacancy Announcement
August - September
4. First Screening
September
5. Reference Checks
October
6. Second Screening
October
7. Additional Reference Checks and Phone Interviews
October
8. Third Screening
October
9. Invitation for Interviews
November - December
10. Offer Extended
January
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SECTION B. RECRUITMENT AND HIRING PROCEDURES FOR PART TIME
FACULTY
B1. PART TIME FACULTY DEFINED
Part-time faculty are temporary appointments paid by the credit hour and are appointed semester
by semester. Individuals teaching on a part time basis are limited to a total of 11 credits for main
campus classes and 17 credits for College of Technology classes per academic year (fall,
intersession, spring), including online semester credits. Individuals teaching on both campuses
are limited to 17 credits including online semester credits with no more than 11 credits from
main campus courses.
B2. HIRING PROCEDURES
The Department Chair/Team Leader is responsible for hiring part time faculty. Appointments
may be made without the level of detail outlined in Section 1. The following process should be
used for part time faculty hiring:
1. The Department Chair/Team Leader identifies the need for the part time faculty and
submits the request to the Dean. (This is done in response to the call for part time
faculty vacancies by Human Resources before the beginning of each semester).
2. Upon approval from the Provost, the Dean approves the request to hire part time
faculty.
3. Human Resources advertises the position locally and accepts applications.
4. Applicants are screened for qualifications, interviewed and hired by the Department
Chair/Team Leader.
5. The Department/Team Secretary arranges for a meeting with Human Resources to
complete the necessary forms for payroll prior to the start of teaching.
6. The Department/Team Secretary mails Part Time Faculty Letter and Part Time
Faculty Agreement (see Appendix F) to the new part time faculty member.
7. Upon return of the completed Part Time Faculty Agreement, the Department
Secretary creates the Employee Transaction Form (ETF) and forwards both forms to
the Dean for routing.
8. The Department/Team Secretary also arranges for an email account, office space,
access to multi-media classrooms and computer for the part time faculty member.
9. The Department Chair/Team Leader or a designated faculty member in the
department acts as a mentor for the part time instructor.
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APPENDIX A
RECRUITMENT AND HIRING PROCEDURES CHECKLIST
13
RECRUITMENT AND HIRING PROCEDURES CHECKLIST
Completed By
Informal approval to fill position.
Recruitment Authorization Form (RAF)
Department Chair/Team
Leader
Description of the position
Criteria for selection in order of importance
Copy of advertisement and list of places to advertise
List of members of search and screening committee
List chair of the search committee
Memo requesting approval to lift the hiring freeze
Official approval to lift hiring freeze.
Search committee meets with Dean and Department Chair/Team Leader to
clarify selection criteria and to discuss possible salary range.
Selection criteria form generated.
Search Committee Chair
RAF with all required attachments is routed for signatures.
Human Resources completes vacancy announcement, advertises position and
accepts applications
After the initial screening date the applications and a search committee packet
are given to the Chair of the Search Committee.
Applications screened.
Initial telephone interviews to determine continued interest
and notification that reference checks will begin.
Search Committee Chair
Reference questionnaire generated.
Search Committee
Reference checks completed.
Search Committee
Interview questionnaire generated
.
Conference telephone interviews conducted.
Search Committee
Evaluation of top candidates/review of protected status
applicants with Human Resources.
Accommodations.
Entrance and exit interview.
Required meetings with Dean, Provost,
and benefits technician.
Presentation and/or teaching demonstration.
Reimbursement for expenses.
Search Committee
Search Committee
Selection.
Recommendation letter from search committee through
Department Chair/Team Leader to Dean and Provost.
Acceptance of offer.
14
Search Committee Chair
Complete Employee Transaction Form (ETF) when notified
letter of offer has been signed and returned.
Department Chair/Team
Leader
Original application forwarded to Provosts office.
Search Committee Chair
Complete all forms and materials required by Human Resources.
Affirmative Action Certification and Justification of Non-selection
form (signed by Search Committee Chair and Dean.
Return all applications and search materials (evaluations, interview
notes, etc) to Human Resources.
Send rejection letters and include a copy with other materials to
Human Resources
Search Committee Chair
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APPENDIX B
RECRUITMENT AUTHORIZATION FORM
(Not available here. Please check with department or dean’s office)
16
APPENDIX C
REQUEST FOR PAYMENT (TRANSFER) OF FUNDS
(Not available here. Please check with dean’s office)
17
APPENDIX D
AFFIRMATIVE ACTION CERTIFICATION AND JUSTIFICATION
FOR NONSELECTION FORM
(Not available here. Please check with Human Resources)
18
APPENDIX E
EMPLOYEE TRANSACTION FORM (ETF)
(Not available here. Please check with department or dean’s office)
19
APPENDIX F
PART TIME FACULTY AGREEMENT LETTER AND FORM
20
[date]
[name]
[address]
[city, state, zip]
Dear_____________:
We are delighted you are scheduled to teach in the [department or program] at Montana State
University-Billings during [semester]. We are committed to you having a successful teaching
experience. To ensure your success we have planned a comprehensive series of workshops
during the academic year. You will receive further information regarding these opportunities at
a later date.
Please be advised that part time employment is dependent upon university funding and course
enrollment. Your approved rate for part time compensation is as indicated in the attached
agreement. We will inform you if there is a change in the status of your position.
The following notices pertain to this appointment:
1. Individuals teaching on a part time basis are limited to a total of 11 credits for main
campus classes and 17 credits for College of Technology classes per academic year,
including online semester credits. Individuals teaching on both campuses are limited to
17 credits including online semester credits with no more than 11 credits from main
campus courses.
2. Part time employees are limited to working less than 20 hours per week unless prior
approval is received from the Human Resources Office. If a part time employee is
working on campus in addition to teaching, teaching workload is calculated as 1.5
hours/credit per week. For example, a 3 semester credit hour class is calculated at 4.5
hours per week.
3. As an employee of Montana State University-Billings, you are subject to all institutional
policies and procedures governing the conduct of employees.
4. This appointment is not eligible for tenure and time in this appointment does not count as
probationary service toward tenure.
5. This appointment is contingent upon the continued availability of sufficient funding from
the current funding source for this position or the employing program, project, or unit. If
funding is not available or sufficient to support the position, this appointment may be
terminated within the appointment term at the option of the University.
6. This appointment may be terminated for cause at any time.
7. The appointment expires automatically at the end of the term specified above. No further
notice relative to non-renewal will be given.
8. Reappointment is solely at the discretion of the University.
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Enclosed please find the Part Time Faculty Agreement Form. Read the agreement, complete
Section II - Applicant Information Concerning Part Time Employment, and if you concur sign
and return it to my office by [date]. In addition to these forms, the department is required to
maintain a current professional vita on all part time employees as well as official university
transcripts. If we do not already have your vita and transcripts, please provide them to the
department.
We look forward to having you as part of our team. If you have additional questions, please feel
free to contact us.
Sincerely,
[chair]
[department or program]
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MONTANA STATE UNIVERSITY-BILLINGS
BILLINGS, MONTANA
PART TIME FACULTY AGREEMENT
This agreement is required for all non-contract part time faculty
appointments for each semester

SECTION I (To be completed by the department)
Appointment:
Fall
Intersession
Spring
Summer
Part -Time Faculty Member:
(Name)
(Department)
(ID#)
(College)
(Index Number)
Courses to be Taught:
Prefix/Number/Section
Credit Hours
Semester
Description of other appointment action [e.g.,
prepare course syllabus, office hours, etc]:
Compensation:
SECTION II (To be completed by the applicant)
Applicant Information Concerning Part Time Employment
Part time employees are limited to working LESS THAN 20 HOURS PER WEEK unless prior approval is received from the
Human Resources office. Individuals teaching on a part time basis are LIMITED TO A TOTAL CREDIT LOAD OF 11
CREDITS FOR MAIN CAMPUS COURSES PER ACADEMIC YEAR (FALL, INTERSESSION, SPRING) OR 17 CREDITS FOR COLLEGE OF
TECHNOLOGY COURSES PER ACADEMIC YEAR. ONLINE COURSE CREDITS ARE INCLUDED IN THE TOTAL CREDIT LIMIT FOR EACH
CAMPUS PART TIME FACULTY TEACHING ON BOTH CAMPUS ARE LIMITED TO 17 CREDITS WITH NO MORE THAN 11 CREDITS
FROM MAIN CAMPUS COURSES. In order to determine your eligibility to fulfill the time requirements of this assignment,
we request that you answer the following questions. Please answer these questions as they apply on the date you
Rev 12-05
complete this form. These questions apply to ALL employment assignments at both the main campus and the
College of Technology.
1. If you are currently employed by MSU-Billings in addition to part time teaching, please list all the departments,
current assignments and expected hours per week. For part time teaching assignments, answer question 2. If a
part time employee is working on campus in addition to teaching, teaching workload is calculated as 1.5
hours/credit per week. For example, a 3 semester credit hour class is 4.5 hours per week.
2. List all terms, departments, course names, and credits you have taught on a part time basis for any department
at MSU-Billings including the College of Technology, College of Professional Studies and MSU-B On-line,
during the current academic year (academic year includes Fall, Intersession and Spring).
Term
Department
Course Rubric/Number/Section
Credits
If you wish to accept this offer, please sign below and return this form to [department]. Upon request, a copy of the
signed agreement will be provided for your files. This appointment is not approved until all signatures have been
received on the Employee Transaction form.
I attest that to the best of my knowledge the information provided on this form is true:
Signature
Date
2
APPENDIX G
MOCK VACANCY ANNOUNCEMENT
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MOCK VACANCY ANNOUNCEMENT
AP/AOP/P-ACCOUNTING
College of Business
POSITION VACANCY
PLEASE POST
POSITION:
ASSISTANT/ASSOCIATE/FULL PROFESSORACCOUNTING Search Full-time, Tenure Track Faculty
Position. (Contingent on funding)
DEPARTMENT:
Business Academic Programs
College of Business
DATE TO START:
STARTING SALARY:
Dependent upon education and experience and subject to the
collective bargaining agreement.
BARGAINING UNIT:
MSU-Billings Faculty Association/AFT-MFT
MONTANA STATE UNIVERSITY-BILLINGS is a co-educational state supported
university located in Montana’s largest city. Third largest of six units of the Montana
University System, it has a student enrollment of approximately 4,500. The College of Business
is in candidacy for AACSB accreditation. The COB has an undergraduate program BSBA –
Bachelor of Science Business Administration. Currently, over 700 students are majoring in one
of the degree programs.
BILLINGS is a city of 120,000 people located between rugged mountains and sweeping plains.
It is the medical, transportation, commercial, and business center for a large geographic region.
Cultural attractions include museums, theatrical productions, and a city symphony. Year-round
recreational opportunities are abundant.
DESCRIPTION: The Assistant/Associate/Full Professor of Accounting will be responsible
for teaching some combination of auditing, accounting systems and principles of accounting
courses. Ph.D. or D.B.A., CPA/CMA. Interest in financial accounting preferred.
MSU-Billings is a teaching-oriented institution, and excellence in teaching is its primary focus.
Scholarly activity and publication is required. Involvement in the business community and
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contribution to the College’s AACSB candidacy process is expected. Development of
extramural research funding preferred.
An expectation is to share the university’s commitment to continuous quality
improvement. Supporting and engaging in the university’s continuous quality
improvement course of action is expected.
Willingness to work with new technologies in the classroom is desired. Salary is subject to the
collective bargaining agreement and contingent upon funding approval.
**CONTINUED ON REVERSE SIDE**
QUALIFICATIONS:
 Ph.D. or D.B.A. in Accounting with CPA/CMA preferred.
 Some teaching experience at the undergraduate level required. Innovative and
participatory teaching techniques strongly encouraged.
 Record of scholarly activity.
 Competence and interest in using technology in the classroom.
 Experience in business and/or healthcare industry desirable but not required.
REVIEW DATE: Review of applications will begin _____and will continue until the position
is filled.
APPLY:
Submit a Letter of Application addressing the above qualification/skills,
Resume, and Three (3) recent Letters of Reference, Authorization for
Background Check form
Accounting Search Committee #2005-2
Human Resources Office
Montana State University-Billings
1500 University Drive
Billings, MT 59101-0298
Phone: (406) 657-2278 FAX: (406) 657-2120
http://www.msubillings.edu
Criminal Background Investigations is required prior to Offer of Employment.
(In accordance with University policy, finalists for this position will be subject to criminal background investigations.)
In accordance with The Jeanne Clery Disclosure of Campus Security Policy and Campus Crime
Statistics Act, the MSU-Billings Crime Statistics of Specified Crimes is available for applicant review
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online at http://www.msubillings.edu/security, or can be accessed in the Human Resources Office,
McMullen Hall, Rm 310.
MONTANA STATE UNIVERSITY-BILLINGS IS AN ADA/AA/EEO EMPLOYER. Qualified
women,
persons from minority groups, persons with disabilities, and persons with eligible veteran status are
encouraged to
apply. Contact Human Resources Office, MSU-Billings, for more information regarding preference or
accommodation (406/657-2278/TTY).
** The screening committee will begin its review of all applications after the review date.
Once the screening committee has completed its review of the applications, a list of
finalists will be identified and invited for phone or personal interview. Applicants who
are not selected for an interview will be notified in writing once the recruitment process
has concluded.
We recommend that you make and keep a copy of all materials you submit in the
application process, as we are not able to return them to you nor will we be able to
make a copy for you at a later date. **
(a)
(b)
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