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DSU Staff and Administrator Search Procedures
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Dickinson State University is deeply committed to providing fair, open and competitive searches. All
procedures outlined below follow NDUS SBHE 603.2 Equal Employment Opportunity.
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“Discrimination based on sex, race, color, religion, age, physical or mental disability, status with regard
to marriage or public assistance, sexual orientation, participation in lawful activity off the premises
during nonworking hours or on information which is protected by the Genetic Information
Nondiscrimination Act (“GINA”) in appointment, promotion, salary, or conditions of employment is
prohibited.”
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This is an outline of the procedure used to hire staff and administrators.
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The search committee chair (SCC) contacts the Coordinator of Human Resources (CHR).
The SCC and CHR jointly review the position description.
o Optional: Prior to posting the ad, the SCC reviews the position description with
members of the search committee (SC).
o It is assumed that the SCC has reviewed the position description with his/her supervisor
prior to beginning the search procedure.
The CHR and SCC discuss the ad placement and advertising schedule.
All positions (new or replacement) must be approved by the appropriate Vice President and the
President before advertising can begin. To begin the process, the CHR creates the Notice of
Vacancy, the advertising schedule, the Job Opening announcement and the Job Description (for
web posting). The CHR emails these documents to the SCC for approval. The SCC edits (if
necessary) and forwards the documents to his/her supervisor(s) and appropriate Vice President
for approval. After the Vice President has approved the documents, s/he forwards the email
stream of approvals to the CHR, who sends the documents to the President for approval.
The President edits and/or signs the documents. This authorizes the placement of the ads. The
documents are returned to the CHR.
The CHR emails the Notice of Vacancy to all faculty and all staff. Instructions for applying for the
vacant position are included in the email. Current DSU employees who apply will be awarded
ten points on the ranking sheet that is developed for this position. DSU Employees who have
not been hired through an open and competitive search are not eligible for these points.
The CHR sends the advertisement to the Office of Enrollment Services and Communications. An
Assistant posts the ad and returns the advertising schedule along with a cost analysis to the CHR
and the SCC.
The CHR requests the names of the individuals who will be serving on the search committee.
The Assistant to the CHR gives the names of the search committee members to the Computer
Original May 27, 2011, Updated January 8, 2012, Updated January 13, 2014
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and Network Maintenance Technician who grants access to the U drive to each of them to view
the application files.
The Assistant to the CHR posts the application files to the DSU local U drive.
NOTE: All application files are open for public inspection. To view application files, non-search
committee employees or others first must sign a Dickinson State University Employee Records
Access form. Those required to sign a Records Access form must view the records in the Office
of Human Resources or make an Open Records request as outlined in procedures developed by
NDUS Counsel.
The Assistant to the CHR processes all applications within 48 hours of receipt (exclusive of
weekends and holidays). Applicants receive a response letter acknowledging receipt of
materials and a list of materials (if any) that need to be submitted in order to complete the
application.
The CHR sends a sample ranking sheet to the SCC requesting feedback and edits.
Within 24- 48 hours (exclusive of weekends and holidays) of the initial review date, the search
committee receives the following electronically:
o Ranking sheet with the names of the applicants received to date. Veterans and disabled
veterans’ preference points, if any, have been awarded by the Office of Human
Resources. Preference points for qualifying internal applicants are awarded as well.
o Instructions for Completing a Ranking Sheet
o Instructions for accessing the files on the U Drive
o Copy of the Job Opening and Job Description
SC members complete the ranking sheets and send them to the Assistant to the CHR who
compiles the scores. For audit purposes, a member of the search committee reviews the
compilation and certifies that it is accurate. Upon certification, the Assistant to the CHR sends
the certified compilation back to the SCC.
The SCC assembles the committee. Usually, the CHR attends the first meeting of the committee
to explain the Employment Interview and Application Information Restrictions Under Various
Civil Rights Laws (developed by NDUS legal counsel) and answers questions posed by the
committee members. The SC is encouraged to contact the CHR at any time with questions or
concerns members may have as they continue this process.
The SC either accepts the composite of the initial ranking of the individual committee members
or reviews the application files again and compiles a ranking sheet based on the consensus of
the committee. Veteran’s points and DAV points are not negotiable in this process. Veterans
are always given full consideration to the extent the law allows.
The SC develops a set of interview questions and sends them to the CHR for review.
After informing the CHR and receiving permission from the supervisor and appropriate Vice
President, the SCC invites the top candidates to an initial interview. The initial round of
interviews may be conducted face to face, via IVN or by telephone conference. Upon
completion of the initial round of interviews, the SCC requests permission, from his/her
supervisor(s) and appropriate vice president to offer a second interview to certain candidates.
Original May 27, 2011, Updated January 8, 2012, Updated January 13, 2014
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The final interview, of one or more of the candidates interviewed initially, is a campus interview.
During that interview process, each candidate is scheduled to meet with the CHR for 30 minutes.
The CHR explains the benefit package and has each candidate complete the Dickinson State
University Criminal Record Disclosure form and the Criminal History Record Check Request for
Dickinson State University.
The SC meets to discuss the qualifications of the candidates that were interviewed. They either
select a candidate that they would recommend for hiring or they continue interviewing
applicants.
When the SC has completed the interview and recommendation process, the SCC compiles the
information needed to complete the Staff Hiring Procedure Checklist. The CHR provides the
checklist.
Upon receipt of this information, the CHR certifies that the checklist is complete and gives it to
the SCC who attaches a copy of the applicant’s resume. The SCC signs the checklist, and then
obtains the necessary signatures. The checklist is returned to the CHR who signs and sends it to
the President.
The President signs and sends the completed document to the CHR.
o At any time in this process, a supervisor may ask for additional information or refuse to
approve the selection. If approval is refused, the committee may continue to interview
applicants, recommend other interviewed applicants, or the process may be restarted.
The CHR contacts the SCC and informs him/her that the authorization to hire has been
approved.
The CHR directs the SCC to inform the CHR immediately after the candidate accepts the position
verbally.
Upon receipt of that telephone call or email, the CHR or the Assistant to the CHR processes a
criminal history record check.
When the criminal history record check has been returned, the supervisor and vice president of
the employee’s division are notified of the results via email.
If the criminal history record check results are acceptable to the supervisor and Vice President,
the CHR prepares the contract and sends it to the President for his/her signature.
The CHR tracks the return of the signed contract.
The SCC telephones each interviewed candidate that was not selected and informs him/her of
the nonselection.
The Assistant to the CHR notifies all applicants, via mail or email, that the position has been
filled.
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Original May 27, 2011, Updated January 8, 2012, Updated January 13, 2014