Checklist for Filling
an IFO Vacancy at BSU
Date Action
Detail
Dean/Administrative Head receives signed
approval from appropriate Vice President,
HR, AAO, Budgetary Authority to initiate
search and fill position.
The ‘authorization for position
search’ is used for collecting
signatures. (Form available on
the HR website.).
Dean/Administrative Head appoints
Search Committee Chair who prepares
Vacancy Packet for approval by
Dean/Administrative Head, HR AAO, and
Budgetary Authority. Dean/Department
Head’s Admin. Assistant uploads the
vacancy packet to NeoGov.
This vacancy packet includes a
scan of the signed “authorization
for position search”. Templates
for vacancy packet are available
on the HR website.
SAC Chair sets initial meeting to review
protocols, set screening and interview
schedule. AAO approves, trains team,
and collects confidentiality agreements.
Once vacancy packet has been approved
in NeoGov, Human Resource Specialist
prepares vacancy notice and sends copy
to Dean/VP/SAC for final approval.
HR will determine if any candidates on the
recall list are eligible for this position and
send notice to any individuals on the list.
Dean/Administrative Head will notify HR if
an internal candidate qualifies for prior
consideration.
Position will be posted following
appropriate notice to candidates
eligible for reassignment, if
needed.
Internal Candidate may be:
 Recommended for hire,
based on strengths and
weaknesses in the
Vacancy Notice.
 Recommended to
compete.
 Determined “does not
meet minimum
qualifications”
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HR will release credentials for review by
SAC following consideration of any
candidates on the recall list, or those
eligible for prior consideration.
SAC conducts initial screening using preapproved screening form. Memo,
spreadsheet with strengths and
weaknesses, and screening forms sent to
the Dean. Dean and affirmative action
review and approve candidates for
interview. Dean notifies potential finalists
by phone.
Search advisory committee chair
schedules phone/Skype interviews.
Based on interviews, SAC provides a list
of potential finalists to bring to campus.
The Dean/Admin head reviews the
recommendation; if he or she disagrees
with the recommendation, the
Dean/Admin head will confer with the SAC
before making a final decision.
For finalist interviews, search advisory
committee chair or college administrative
assistant should advise candidates
regarding reimbursement policies and
procedures.
Fixed term faculty candidates meet with
the search advisory committee and the
Dean.
Probationary faculty candidates meet with
the search advisory committee, Dean or
Administrative Head, and Associate Vice
President or Vice President for Academic
Affairs or area Vice President.
Conduct reference checks:
- At least two references are required for
each candidate, in addition to any written
references.
-Reference checks may include off-list
references, conducted by the Dean or
appropriate Area Vice President.
Candidates must be notified and agree
before off-list references are contacted.
Dean determines if candidates:
 Are still interested
 Obtains approval to
contact references and
off-list references
 Provides rough guideline
for potential salary
Normally, two finalists will be
invited for an on-campus
interview. If the committee and
Dean believe that additional
candidates should be
interviewed, they should provide
a rationale, with the final
decision about additional
candidates resting with
Academic Affairs.
Up to four members on the
search committee can be
compensated for having a meal
with the candidate. (A special
expense form needs to be
completed in advance, see
business services page for form
and reimbursement guidelines.)
Each candidate should be asked
to complete and sign a creditable
experience form, preferably
before the candidate leaves
campus, to facilitate our ability to
make a timely salary offer.



Use standard, approved
questions, record data.
Notify referees of data
privacy issues.
Reference checks for
finalists may include the
same number of off-list
references for each
candidate.
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After the committee has completed the
interviews (including reference checks)
the SAC sends the information from the
interview to the respective
Dean/Administrative Head:
The Dean/Admin. Head reviews the
recommendation, explains why he or she
agrees or disagrees with the
recommendation, and forwards the
memos and interview forms from the SAC
to the Affirmative Action Officer. The
Affirmative Action Officer reviews the
information to ensure that proper
procedures had been followed in terms of
Bemidji State’s Affirmative action plan,
and provides feedback to the Dean for
faculty positions or the appropriate Vice
President for other unclassified positions.
The Dean consults with the Provost/VPAA
and makes the final decision regarding
hiring. The area Vice President
approves/disapproves the
Dean's/Administrative Head's
recommendation for faculty searches
outside academic affairs . The decision is
forwarded to the ), Search Committee
Chair Human Resources, and Director or
other administrative head, if needed
Hiring Authority negotiates starting salary
as per HR policies and CBA limits. HR
drafts final appointment letter. Once HR
receives signed appointment letter, HR
notifies unsuccessful candidates who did
not interview and Dean/Administrative
Head contacts unsuccessful candidates
who interviewed. HR will verify
unsuccessful candidates have been
contacted,
HR closes out NEOGOV and begins Onboarding process.
Links:
Information includes:
-A memo indicating the
committee's recommendations
(hire/not hire) and addressing
the strengths and weaknesses of
each interviewee.
-The interview evaluation forms
from each committee member.
-The reference forms from each
reference check.
All documentation regarding the
search is given to Human
Resources.
HR will send a copy of the
letter of acceptance from the
successful candidate to the
Dean.
Approval Form to Search and Fill Unclassified Position Vacancy Packet
http://www.bemidjistate.edu/offices/human_resources/forms/
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