Close (Fill) the Position and Complete Hiring Paperwork

Human Resources Management, 150 McArthur Hall, 662 325-3713.

• Change Applicant Status' (Replaces Recruiting Report)

• Close the Position

• New Hire Report and Fill Position

• Complete Hiring Paperwork

Hiring Department

Step 1 - Change Applicant Status'

• Before a position can be filled, the status of all the applicants must be changed to an inactive status, which includes "Interviewed/Hired"; "Interviewed/Not Hired"; "Not Selected for an Interview";  or "Application Withdrawn".

• Verify all persons who have been interviewed have been changed to one of the inactive status'. 

  • Hiring manager accesses posting details for open positions by logging into the hiring manager site (www.jobs.msstate.edu/hr).  Once the user logs into the system, all open positions, which are currently posted on the MSU website OR which are not longer posted, but contain applicants still under review will automatically display.

  • To view the details of a specific Posting, including the description and the Applicants to that Posting, click on the word “View” below the relevant title.

  • To change the status of one applicant, click the “Change Status” link under the Status column in the row corresponding to the applicant.

  • To change the status of multiple applicants at the same time, check the box below the “All/None” column for each applicant that you wish to change (or click the “All/None” link), and then click the button labeled Change Multiple Applicant Statuses. 

  • Under the “Status” column there is a drop down menu of the different statuses an applicant could be changed to. Select the new status for each applicant, and then click the Continue to Confirm Page button. To reset the statuses to their original values, click the Reset to Original Status button. To return to the previous screen, click Cancel.

  •  After clicking the Continue to Confirm Page button, you will come to a confirmation page.  Select the Save Status Changes button to complete the action.  Select the Cancel button to return to the previous screen to edit your changes.

Hiring Department

Step 2 - Close the Position

• Position may be closed by the hiring manager at the time that the department/unit wants to remove the posting from the website.  To Close a Position:

  • Hiring manager accesses "Posting Status" by clicking the "View Posting Summary" link at the bottom of the page.

  • Under "Posting Status," select "Close."

  • After clicking the "Continue" button, you will come to a confirmation page.  Select "Confirm" button to complete the action.  Select the "Cancel" button to return to the previous screen.

The Hiring Manager must complete the New Hire Report before the position is marked filled.

Note: See April 4, 2006 memorandum regarding the New Hire Report.

The position must be changed to the "Closed" status before the "New Hire Report" can be completed. 

• To view the details of a specific Posting, including the description and the Applicants to that Posting, click on the word “View” below the relevant title.

• The applicant tab is the first tab that appears.  Click on "Continue to Next Page" where the posting details tab will appear.  Click on "Continue to Next Page" where the guest user tab will appear.  Click on "Continue to Next Page" where the new hire report tab will appear.

• Click on the "Add New Entry" button.  The user is then required to populate the fields, via dropdown menu and open text, with the relevant information (i.e., Name of Individual Hired, Type of Hire, Start Date, Ethnicity, Gender and Salary) associated with the person selected to fill the position.  In the event multiple hires are made from a single posting (PARF), information on each selected individual(s) can populate the required fields by using the “add new entry” feature.

• To ensure the integrity of the data collected, it is essential the applicant(s) selected to fill a posted vacancy complete an online application prior to moving the position to the “Filled” status. In the instance of a faculty hire, the individual should complete the online Personal Data Information Form.

• Click on "Continue to Next Page" where the notes/history tab will appear.  Click on "Continue to Next Page" where the "Posting Status" page will appear.

• To fill a position:

  • Under "Posting Status", select "Fill".

  • After clicking the "Continue" button, you will come to a confirmation page.  Select "Confirm" button to complete the action.  Select the "Cancel" button to return to the previous screen.

Step 4 - Hiring Paperwork

• Hiring department completes:

  • Employment Action Form (EAF), which requires the same signatures as the PARF, unless otherwise notified by division.

    • Employment Action Form pdf file

    • Employment Action Form Excel file

  • Employment Eligibility Form (I-9) (includes instructions).

    • The I-9 must be completed within 3 days of date of hire, but may be completed any time once the applicant accepts position.

    • See BANNER form PWAININ to check for I-9 status for an existing or previous employee. The form will indicate whether a new I-9 is required.

    • For information on completing the I-9, see: The Form I-9 Process in a Nutshell

• Hiring department has employee complete:

  • Personal Demographic Data.

    • This form replaces the Vietnam Era Veterans, Special Disabled Veterans, and Other Eligible Veterans Identification Request Form and the Biographic Data section on the back of the previous Employment Action Form.

  • Form W-4 Employee's Withholding Allowance Certificate (federal)

  • Mississippi Employee's Withholding Exemption Certificate, or applicable form for the state of employment, if other than Mississippi

  • Requesting a Job Accommodation under the Americans With Disabilities Act (ADA) - if applicable

• Hiring department sends the paperwork above to Human Resources Management, along with:

  • Position Approval Request Form (PARF), printed from MSU Online Employment System.

  • Applicant Reference Check (completed as part of the Screening and Selection process).

    • See also Reference Checks of Prospective Employees

  • Resume (except for Support Staff), which can be printed from the MSU Online Employment System.

  • Original letter of offer (see samples below), with acceptance signature.

   

  Contract Employees	Non-Contract Employees
  Faculty	Administrative, Managerial and Other Professional
  Executive, Administrative, Managerial, and Other Professional Staff	Support Staff

• For positions other than faculty and Student Affairs, include:

  • Official transcript of the highest degree (for positions requiring degree)

• For teaching faculty and Student Affairs positions only, include:

  • Two letters of professional recommendation

  • Official transcript of the highest degree

What is an Official Transcript?

For faculty appointments, degrees must be from an accredited institution or documentation must be provided to show evidence that the faculty member has appropriate academic preparation. The transcript(s) must be an official transcript. An official transcript is an original transcript issued to the department or other responsible party (such as a screening committee) with the appropriate seal and/or signature of the school Registrar. Transcripts will not be accepted if they are duplicated, faxed, or marked "Unofficial" or "Issued to Student." If the employee received their degree from Mississippi State University, the department may request the MSU Registrar’s Office to forward a "Departmental Copy" to Human Resources Management at no charge to the employee.

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