Printed on: 08/18/2018. Please go to http://policy.umn.edu for the most current version of the Policy or related document.

ADMINISTRATIVE PROCEDURE

Hiring Postdoctoral Employees (95xx)

Steps in Conducting a Search for Postdoctoral Positions

NOTE: Starred (*) items indicate required steps.

Each administrative unit establishes its own authorization process to fill a vacancy or create a new position. Check with your supervising administrative unit for instructions on how to gain approval to begin the search process.

  1. *Consult with Unit Equal Opportunity and Affirmative Action (EOAA) Liaison

    Hiring authorities are required to consult with their unit EOAA Liaison about the search process as well as the decision on whom they wish to hire. Unless the dean or unit administrator decides differently, such consultation does not require approval by the unit EOAA Liaison.

  2. Consult with Unit Human Resources (HR) Staff

    Hiring authorities are required to consult with their unit HR staff about the search process as well as the decision on whom they wish to hire. Unless the dean or unit administrator decides differently, such consultation does not require approval by the HR consultant. If the unit does not have unit HR staff, the central HR consultant who serves the unit should perform this role.

  3. *Prepare Position Description and Complete Requisition

    A position description must be completed for all postdoctoral positions. This should include a description of the major functions and responsibilities, as well as the basic terms and conditions, of the position. For appointments with more than one title, information about all titles should be included (see the Full Position Description and Essential Qualifications and Preferred Qualifications sections in Appendix G: Documentation for Recruiting and Appointing Academic Personnel).

  4. Appoint Search Committee (optional)

    A search committee with a well-defined charge may be assembled by the appointing authority, in consultation with the department's faculty or appropriate academic professionals and administrator(s), the dean or appropriate unit administrator, and the unit Equal Opportunity and Affirmative Action Liaison (see Appendix D - Getting the Most From the Search Committee Process).

  5. *Prepare Search Plan

    After the position description is prepared, the appointing authority must prepare the search plan. To develop the plan, the appointing authority should consult with the search chair, if appropriate, particularly regarding recruitment strategies (see Appendix A - Recruiting A Diverse, Quality Pool of Applicants). (See Appendix G - Documentation for Recruiting and Appointing Academic Personnel for instructions on preparing search plan and approval to hire documentation.)

  6. *Begin Selection Process with Final Approval Granted at Dean/Administrative Unit Head Level

    Establishing parameters for academic staffing decisions is the responsibility of the senior administrator of each campus, college, or major administrative unit. The President, Executive Vice President and Provost, Senior Vice President, Vice Presidents, and Chancellors are responsible for defining required approval procedures for units within their administrative areas. For colleges, it is the dean, in consultation with the senior administrator to whom the dean reports, who is responsible for defining required approval procedures for departments and units within their colleges.

  7. *Advertise Position

    Depending on the scope of the search (unit, University, local, regional or national), the advertising strategy chosen will depend on the position's qualifications and discipline(s) or specialty area(s). When planning an advertising strategy, keep in mind the need for an open public search and the need to attract a diverse pool. Advertising a unit search may include bulletin board postings, notices in newsletters, and/or e-mail to unit staff (see the Advertising Your Position section in Appendix A - Recruiting a Diverse, Qualified Pool of Applicants).

  8. *Recruit Candidates

    In addition to standard forms of advertising, search committees are encouraged to identify alternative recruitment strategies early in the search process. Search committees are expected to engage in aggressive recruitment as a means of attracting a qualified, diverse pool of applicants (see Appendix A - Recruiting a Diverse, Qualified Pool of Applicants).

  9. Screen Applicants and Evaluate the Pool Composition

    To evaluate the effectiveness of search strategies, the search committee, if used, or appointing authority or designee must screen applicants to determine which candidates meet the essential qualifications, identify a tentative list of candidates to interview and, if required by the unit, receive appropriate pool approval (see the Checking the Applicant Pool: Has Your Search Been Effective and Reopening a Search sections in Appendix A - Recruiting a Diverse, Qualified Pool of Applicants).

  10. Conduct Interviews, Selects Finalists, and Forward Recommendations (optional)

    Based on a thorough screening and review of the application materials, a pool of applicants is identified for interview by members of the search committee, if used. The search committee interviews applicants, makes assessment, and compiles recommendations. Recommendations are forwarded to the appointing authority (see Appendix F - Building a Positive Relationship with A Future Colleague).

  11. Review Search Committee Recommendations (optional)

    The appointing authority reviews the search committee's evaluation of all candidates who were interviewed, the list of candidates who were not recommended for selection, and the reasons candidates interviewed by the search committee were not referred for selection. The appointing authority and unit EOAA Liaison and HR staff should review the effectiveness of the search at this point.

    The appointing authority may now:

    1. Initiate the interview process for the finalists following campus, collegiate, or administrative unit procedures; or
    2. Determine the pool of finalists is not adequate and ask the committee to reevaluate the pool and examine files of any/all applicants in the pool at any point; or
    3. Determine the pool of finalists is not adequate and personally reevaluate the candidates and examine files of any/all applicants in the pool at any point; or
    4. Reopen the search process to expand the pool of applicants (see the Reopening a Search section in Appendix A - Recruiting a Diverse, Qualified Pool of Applicants); or
    5. Close the search and possibly reopen at a later time.

    OR, as an alternative to using a search committee:

  12. Review Application Materials and Identify Pool of Applicants to Interview (optional)

    After a careful review of the application materials, the appointing authority, either independently or in collaboration with appropriate colleagues, interviews selected applicants for the position.

    The appointing authority may now:

    1. Interview the selected candidate(s); or
    2. In consultation with the unit EEO officer and HR staff, select an applicant they wish to hire; or
    3. Go back and reevaluate the candidates, and examine files of any/all qualified applicants who were in the search pool at any point and consider possible additional interviewees;
    4. Consider re-opening the search (see the Reopening a Search section in Appendix A - Recruiting a Diverse, Qualified Group of Applicants).

  13. *Obtain Final Approval to Make Offer (Granted at Dean/Administrative Unit Head Level)

    Approval by the appropriate unit administrator(s) is required before extending an offer. Establishing parameters for academic staffing decisions is the responsibility of the senior administrator of each unit. The President, Executive Vice President and Provost, Senior Vice President, Vice Presidents, and Chancellors are responsible for defining required approval procedures for units within their administrative areas. For colleges, it is the dean, in consultation with the senior administrator to whom the dean reports, who is responsible for defining required approval procedures for departments and units within their colleges.

  14. *Prepare Letter of Offer

    Once official approval to hire has been granted, a draft letter of offer must be prepared by the appointing authority. Such letters should include information about the terms and conditions of the appointment. University policy requires approval of each letter of offer by the appointing authority's responsible administrator before it can be given to the candidate.

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