Contact Deedra Froemke, Human Resources/Payroll Coordinator, at: deedra.froemke@vcsu.edu if you would like assistance with this process. Hiring Process Manual Full-Time Staff Hiring Process Review Policy V603.02 VCSU Equal Opportunity Employment Plan Forms and Templates Vacancy Announcement Position Description Screening Action Sheet - FT Staff Screening Summary for Hiring Manager Reference Check Form Offer Letter Template New Employee Checklist for Supervisors Disclaimer: Please download the templates/forms before making edits.

Contact Deedra Froemke, Human Resources/Payroll Coordinator, at: deedra.froemke@vcsu.edu if you would like assistance with this process. Hiring Process Manual Full-Time Coaches and Athletic Trainers Hiring Process Forms and Templates Vacancy Announcement Position Description Screening Action Sheet - FT Coaches and Athletic Trainers Screening Summary Sheet for Hiring Manager Reference Check Form Offer Letter Template New Employee Checklist for Supervisors

Contact Human Resources at: deedra.froemke@vcsu.edu if you would like assistance with this process. Hiring Process Manual Hiring Process for Full-Time Benefited Faculty Forms and Templates Faculty Vacancy Announcement Template Screening Action Sheet - Ft Faculty Screening Summary for Hiring Manager Reference Check Form AA - 9 Faculty Qualification Audit AA 32 - Appointment Memorandum: Departmental Recommendations form AA 33 - Appointment Memorandum: Recommendation of the VPAA and President of the University New Employee Checklist for Supervisors

Contact Deedra Froemke, Human Resources/Payroll Coordinator, at: deedra.froemke@vcsu.edu if you would like assistance with this process. Hiring Process Manual Part Time Non-Benefited Adjunct Hiring Process Review Policy V601.05 Selection and Appointment Procedures for Practitioner Track and Adjunct Faculty V603.02 VCSU Equal Opportunity Employment Plan V605.01 Faculty Appointment ND CC37-19.1 Veteran’s Preference

Graduate Studies (Steps for Administrative Assistant) Send Correspondence Request to Dual Credit Instructor Request new hire to complete an application at www.vcsu.edu/jobs. Request new hire to include the following attachments with their application. Resume Letter of Intent Provide original copies of transcripts (must show date and degree) Review Applications Log into PeopleSoft HCM Select, “Manager Self-Service” from the drop-down on the top of the page Click on, “Open jobs” tile Click on the arrow to the right of the job opening you wish to review Select the application icon to view materials If applicable, upload transcripts or other documents to the applicant’s file Click on, “Add Applicant Note” Contact Method, “Inbound letter or email” Audience, “Public” Subject, “Official Transcripts” Add Attachment Save Background Check Go to Manage Job Opening Select applicant if they are not already checked Scroll to the right and navigate to the following Other Actions Applicant Actions Sterling Background Check Sterling Package ID: Standard Check W Locator Select Sterling Account ID: Valley City State University New Click on, “Request New Inquiry” Request Approval Prior to sending an approval request to make an offer, ensure the following forms are attached to the job opening Resume Signed letter of intent Copies of Official Transcripts Scroll to the right of the applicant and click on the following: Other Actions Recruiting Actions Prepare Job Offer Enter Job Offer Components Component: Base Salary Offer Amount: 10.00 Frequency: Hourly Enter a start date: Enter fall or spring meeting 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) Offer expiration date: enter number of days allowed for applicant to accept the offer Default is 5 days; however, you may extend for longer 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 Recommend setting up personal reminder prior to end date to ensure the applicant accepts in time. Under Offer Letter section select Offer Letter template for Dual Credit instructor Save as Draft Click on, “Edit Offer” Click, “Submit” for approval Offer Prior to making an offer, ensure the following have been completed Approvals have been made in the system The background check has been completed and cleared Go to Manage Job Opening and click the box next to the applicant’s name Scroll to the right and navigate to: Other Actions Recruiting Actions Prepare Job Offer Click on Generate Offer Letter Review the letter for accuracy and make necessary changes Delete template letter Click on, “Add Organizational Attachments” Updated Offer Letter Contract – Action Required Box Criminal Records Disclosure – Action Required Box Oath for Teachers – Action Required Box Ensure all of the appropriate boxes are checked for, “Action Required” Click on, “Submit” Click on, “Notify Applicant” Click on, “Post” Click on, “Submit” Send correspondence to new hire (browser tip, steps to accept, contact info for assistance) Once the applicant has accepted the offer in the system, prepare for hire Prepare for Hire Go to Manage Job Opening Click the box next to the applicant's name Click on Other Actions>Recruiting Actions>Prepare for Hire Select, "Hire" under the header, "Type of Hire" Submit Request to HR Onboarding for Supervisor 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. 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.

IMPORTANT: All the steps need to be completed prior to the employee working. For assistance, please contact the Career Services Office: janna.kohler@vcsu.edu. Prepare to Post a Position Open the Student Employment Position Spreadsheet at the bottom of this page to look up the correct position number to use for the job posting. Note, effective September 11, 2023, VCSU Business Affairs and Human Resources updated the process to have all student employees subject to a background check. For more information, review the NDUS Procedures for SBHE 602.3 Job Applicant/Employee Criminal History Background Checks and V602.03 VCSU Criminal Records Check Policy. Create a Job Opening - Post the Position Log into PeopleSoft HCM Navigate to Create Job Opening Click on the Compass icon Click on the Menu icon Select, “Recruiting” Select, “Create Job Opening” Enter Position Number Enter the position number you retrieved from the spreadsheet. Click on the look-up icon to select. All other fields will automatically populate. Click on, “Continue” Click the drop-down under, “Openings to Fill.” Select, “Limited Number of Openings” If the number is known, enter the number of openings. If number is unknown, enter, “999.” Enter Fund and Department information. Select (+) if multiple funding sources to add additional funding. Click on the drop-down under, “Status Reason” and select, “Temporary Assignment.” Desired Start Date: first date semester begins. Click on, “add location” if posting for multiple position numbers in multiple locations. Positions: Click on, “add position” only if there are multiple position numbers open Click on, “Hiring Team” tab. Select, “Add Recruiter Team” Select, “VCSU1 Student Recruiters” Check the box next to the name, “Janna Kohler” to add as the primary recruiter. Hiring Manager: Enter your name and check the box to add as the primary hiring manager. Interviewers: Leave Blank Select, “Save as Draft” at the bottom of the page. Click on the “Job Posting” tab. Select, “Add Job Posting” Update Title (i.e., Remove the word Pooled and always include VCSU Student in your job title) Click on the drop-down under the header, “Description Type” and select, “Position Information.” Click on the drop-down under the header, “Visibility” and select, “External Only.” Click on the drop-down under the header, “Template” and select the “VCSU1 Student Positions.” Update template to include the following verbiage: This is a part-time, non-benefited position. Only VCSU students are eligible to be hired for this position. Unsolicited applications to this posting will NOT be considered or responded to. This position is subject to North Dakota Veteran's Preference requirements and will be posted for a minimum of 3 business days. Title: (Should match job posting title) Department: Work Location: Reports to Supervisor: Position Summary: Pay, Hours & Schedule: Responsibilities/Expectations: Qualifications/Knowledge/Skills/Abilities Physical Demands: Contact Information: Additional Information: “If interested, click on the Apply for Job Button, Resume and Cover Letter not required but highly encouraged.” (Indicate if Resume and Cover Letter is required or not) Click the drop-down under the Job Posting Destinations and select the following. Destination: Internet Posting Type: External Posting Relative Open Date: 0-On approval date Remove Date: Leave Blank Posting Duration: Leave Blank Click “Preview” to review the job posting. Click, “Return to Previous Page” Make any necessary changes. Click, “OK” Click, “Save as Draft” No action required for the Qualifications and Screening tabs. Select, “Save and Submit” The Career Services Office will review the job opening request. Once approved, the position will be posted at: www.vcsu.edu/jobs/ Qualified Student Applications will be routed to you for review. Review Applications and Schedule Interviews Log into PeopleSoft HCM Navigate to Find Job Openings Click on the compass icon Click on the Menu icon Select, “Recruiting” Select, “Find Job Openings” Click, “Search” Select the job opening you wish to review. Select the application icon to view materials. Select binoculars icon to ensure they are enrolled and if they are eligible for federal work study. If you see a YES next to work study offered and accepted, the applicant is eligible for federal work study. If an eligible applicant is hired for the position, 75% of their earnings will be supported by the federal work study grant and 25% of their earnings will be supported by the department. Schedule an interview, this step is Optional. Check the boxes next to the names of those you want to interview. Click on, “group actions.” Select, “Schedule Interview” and create a new series. Select type, “Phone, on campus, virtual, etc.” When do sessions become available = how far in advance of the proposed interview times can they select the time slot Click on, “Add a new session” for each interview time slot option. Use full time (i.e., 10:00AM) Continue to add all interview options (More times can be available than number of interviewees) Then, “Invite All” Click, “Next” Can add a note here about the interviews to let the applicants know what to expect. Send the invitation. The hiring manager should be notified when an applicant selects an interview time. If you do not receive an email notification indicating an interview time was selected, log back into the applications to see if they selected a time. Make sure to add times on your outlook calendar, per they are not connected. Prepare Job Offer Contact the applicant you wish to hire to make a verbal offer. Let the applicant know that it is contingent on a successful background check, acceptance of offer in the system, and the completion of the hiring process. Note, this step is different from staff, faculty, coaches, and part-time job postings which requires institutional approval prior to moving forward with an offer. Once verbal offer is accepted, log into PeopleSoft HCM Navigate to Find Job Openings Click on the compass icon Click on the Menu icon Select, “Recruiting” Select, “Find Job Openings” Click, “Search” Select the job opening. Offer the position in Recruiting Solutions under your job opening. Check the box next to the applicant’s name. Scroll to the right of the applicant’s name. Click on “Other Actions” drop-down. Click on “Recruiting Actions” Click on “Prepare Job Offer” Enter Job Offer Components Component: Base Salary Offer Amount: Enter hourly pay rate, campus minimum hourly pay rate is $10.00. Frequency: Hourly Enter a start date (Can be adjusted to a later date if needed by HR/Payroll) Offer expiration date: enter number of days allowed for student to accept the offer. Default is 5 days; however, you may extend for longer. If it expires prior to the applicant accepting, you will need to edit the offer and adjust the start date, edit the offer expiration date, and resubmit. The offer expiration date cannot be later than the start date; can be the same date. Under the section, "Offer Letter" select, "VCSU1 Student Offer Letter." Click, “Save as Draft” Select, “Edit Offer” Click, “Submit for Approval” The Career Services Office will review the offer, notify the applicant, initiate a background check if one has not already been completed, and prepare the hire. HR/Payroll will send an email to the applicant with steps for completing the online hiring process. All steps must be completed prior to allowing the new employee to begin work. You will receive an email notification that the applicant has been hired for the job opening once the online hiring process is complete. Reject and Correspond Contact the applicants via phone that were interviewed but not selected to inform them they didn’t get the job. Click on the reject icon next to the applicant’s name that is not being hired. Under reason, select Not Selected, click on Reject and Correspond. Most fields will be auto filled. Enter Subject. Type out your personal message or select VCSU’s template for email. Preview before sending. This will update the applicant's disposition status to reject. Close the Job Opening As you hire applicants, the number of openings listed when you posted will reduce. Once all available openings are filled, the job posting will automatically close. If you need to manually close a position (i.e., you advertised 999 positions and only hired 20 so it didn’t automatically close), send an email request to janna.kohler@vcsu.edu.

Contact Deborah Feuerherm, Office Manager for Athletics, at: deb.feuerherm@vcsu.edu if you would like assistance with this process. Hiring Process for Part-Time Graduate Assistant V603.02 VCSU Equal Opportunity Employment Plan Vacancy Announcement Screening Action Sheet New Employee Checklist for Supervisors

Recruiting Solutions  How to Create a New User Profile & Apply for a Job Opening   VCSU Campus Job Opportunities can be found at https://www.vcsu.edu/jobs/. STEPS:  Click on the job opportunity to review details Click on Apply for Job Click on Register Now to create a new user profile 4. Once registered, you will have access to complete the steps for applying for the job Step 1 of 5 – Terms and Conditions Acknowledgement Step 2 of 5 – Resume and Cover, if required Step 3 of 5 - Additional Attachments, if required Step 4 of 5 – Self-Identify – Disability, Veteran, Diversity Step 5 of 5 – Review and Submit

Hiring and Interview Handbook Interviewing and the Law Interview Styles Practical Tips Onboarding Compliance ppt.

The following guides and checklists will assist you with your hiring and interviewing process. They will provide special attention to compliance with Federal and State legislation that prohibits asking questions protected under Equal Employment Opportunity (EEO) Regulations. Interview Styles Valley City State University interviewers should prepare structured and behavioral interviews. Click here to learn more about each style and how to prepare Best Practices for a Successful Interview The goal of the interview is to collect accurate information, in a uniform manner, from all respondents. The people interviewed must be asked the same questions, in the same way, if that goal is to be reached. When conducting the interview, follow these tips: Base interview questions on job criteria. Ask the same questions of each candidate. Conduct the interview in a private location accessible to people with disabilities. Take notes to minimize interviewer bias or subjectivity. Beware of common interviewing biases that can influence your decision. Laws and Compliance There is not an all encompassing law surrounding hiring or employment, but instead many laws and also guidelines set forth by the Equal Employment Opportunity Commission (EEOC) influencing these topics. Click here to learn more about the laws Click here for Practical Tips for Compliant Interviewing Interview Questions Interview Questions can be difficult to write. It is best to focus on the knowledge, skills, and abilities (KSAs) needed for a person to be successful in the position. Build questions upon the specific KSAs that require the candidate to demonstrate where in past experience they have proven the KSAs. Click here for a repository of interview questions. (Note, you may need to download the file to your desktop, save, and reopen with Adobe Reader from the desktop file to see the questions)