Review Policy

V601.05 Selection and Appointment Procedures for Temporary and Part-Time Faculty


Send a request to hire email to the Administrative Assistant for Academic Affairs and include the following information about the new hire:  

  1. Department
  2. Name
  3. Email address
  4. Phone number

Onboarding for Supervisor

  1. Complete the New Employee Checklist for Supervisors once the hire has been fully completed.  This form is used for all new employees, so some items may not apply.  
  2. Accounts (Employee ID, email, access to Blackboard, etc.) will be created once an employee completes their form i-9 which is part of the HR/Payroll hiring process.  An account is needed prior to the employee picking up their computer.  Contact Mike Nix to schedule an appointment for the employee to pick up their computer (if applicable).
  3. Note, you will be able to find the employee in Outlook once the employee has completed the hiring process, per they will be assigned a VCSU email address.

Academic Affairs

Send Correspondence Request to the Adjunct Instructor

  1. Request new hire to complete an application at
  2. Request new hire to include the following attachments with their application
    1. Resume/Vitae
    2. Signed letter of intent
    3. Signed Criminal Records Disclosure form
    4. Signed Oath for Teachers
    5. Original copies of transcripts (mush show date and degree)

Review Applications 

  1. Log into PeopleSoft HCM 
  2. Select, “Manager Self-Service” from the drop-down on the top of the page
    1. Click on, “Open jobs” tile
    2. Click on the arrow to the right of the job opening you wish to review
    3. Select the application icon to view materials
    4. If applicable, send transcripts to HR to upload to the applicant’s file
  3. Ensure the letter of intent is received, then run a background check

Background Check

  1. Go to Manage Job Opening
  2. Select applicant if they are not already checked
  3. Scroll to the right and navigate to the following
    1. Other Actions
    2. Applicant Actions
    3. Sterling Background Check
  4. Sterling Package ID: Standard Check W Locator Select
  5. Sterling Account ID: Valley City State University New
  6. Click on, “Request New Inquiry”

Request Approval

  1. Prior to making an offer, ensure the following forms are attached to the job opening
    1. Resume/Vitae
    2. Copies of Official Transcripts
    3. Signed Letter of Intent
    4. Signed Oath for Teachers (may be an action item at the time of offer)
    5. Signed Criminal Records Disclosure (may be an action item at the time of offer)
  2. Request to offer a position in Recruiting Solutions under your job opening
    1. Scroll to the right of the applicant and click on the following:
    2. Other Actions>Recruiting Actions>Prepare Job Offer
  3. Position Number: Select the correct position number
  4. Enter Job Offer Components 
    1. Component: Base Salary
    2. Offer Amount: 10.00
    3. Frequency: Hourly
  5. Enter a start date: Recommend using the 1st or 16th of the month which is the beginning of a pay period. (Can be adjusted to a later date if needed by HR/Payroll)
  6. Offer expiration date:  enter number of days allowed for applicant to accept the offer 
    1. Default is 5 days; however, you may extend for longer
    2. If it expires prior to applicant accepting, you will need to edit offer and adjust the start date, edit the offer expiration date, and resubmit
    3. The offer expiration date cannot be later than the start date; can be the same date
  7. Under offer letter section select VCSU1 ADJUNCT LOA 
  8. Upload Letter of Appointment to the, "offer letter" section (If needed by AA Office)
  9. Click, "Save as Draft"
  10. Click on, “Edit Offer”
  11. Click, “Submit” for approvals


  1. Prior to making an offer, ensure the following have been completed
    1. Approvals have been made in the system
    2. All forms have been received or are attached as action items
    3. The background check has been completed cleared
  1. Go to Manage Job Opening and click the box next to the applicant’s name
  2. Scroll to the right and navigate to: Other Actions>Recruiting Actions>Prepare Job Offer
  3. Generate offer Letter
  4. Download letter
  5. Make adjustments as needed 
  6. Upload Revised contract
  7. Delete Template so there is only one contract 
  8. Check the box action required
  9. Click on, “Submit”
  10. Click on, “Notify Applicant”
  11. Click on, “Post”
  12. Click on, “Submit”
  13. Send correspondence to new hire (browser tip, steps to send signed contract to recruiter accept, contact info for assistance)
  14. HR will prepare the applicant for hire.