Steps to Open a Position

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

National print advertisement is required for all tenure-track faculty positions.

Steps to Open a Position:

• Create a User Account

• Create Position Approval Request Form (PARF)

• Notes for PARF (A detailed explanation of fields in the PARF.)

• Instructions for Faculty or Executive Positions

• Routing the Position Approval Request Form (PARF)

• Approving the Position Approval Request Form (PARF)

• Advertising

• Posting the Position

Hiring Department

Step 1 - Create Position Approval Request Form (PARF)

• Create the PARF through the MSU Online Employment System in the Hiring Manager Site.

• PARFs may be created three ways in the MSU Online Employment System:

  • "Create Support Staff". 

    • By selecting this option, the department/unit can create a PARF from the support staff templates that are available in the online system.

    • Locate the appropriate template by title or title code for the position.

    • Slide the bar on the drop down menu until the appropriate title is found.

    • After identifying the position, click "Search" to locate the template.

    • Form the results, select the appropriate title and "Create" to bring up the template.

  • "Create from Previous".  If a PARF has been created by the department/unit previously in the system, the existing PARF can be used as a template to create a new PARF.

  • "Create Executive, Faculty, or Professional".  This option should be used for the department/unit to create a PARF from scratch.

• All fields that have an asterisk (*) next to them, must be completed.  However, all fields should be completed if appropriate.  A detailed explanation of fields in the PARF may be found in Notes for PARF.

• The fields that are designated with maroon text show up to the applicants when they search job postings. 

Hiring Department

Instructions for Faculty  OR Executive Positions

• A national print advertisement is required for all tenure-track faculty positions.  Please see instructions for advertising a position.

• "Create Executive, Faculty, or Professional" OR "Create from Previous" PARF online and route for approval(s) as appropriate.  A detailed explanation of fields in the PARF may be found in Notes for PARF.

• In the field "App Types Accepted", "Personal Data Information Form" should be selected.

• Department/Unit(s) have the option to choose whether applicant documents will be submitted online versus mail/hard copy.  The specific departmental application requirements for the application process should be stated in the field "Instructions for Applying". 

• For department/unit(s) choosing to allow applications to be submitted by mail/hard copy, the department must acknowledge receipt of applicant materials and refer applicants to the online system to complete the "Personal Data Information Form."  A sample letter of acknowledgment to the applicants may be found by clicking on Sample Letter.

• It is the responsibility of the hiring manager and/or search chair to ensure that applicants complete the "Personal Data Information Form" so that the Recruiting Report may be completed in a timely manner for all the applicants electronically. 

• Once the position is filled, all status' must be changed by selecting a not hired reason for all the applicants who were not hired for the position in the MSU Online Employment System and changing the position's posting status to "Filled" (See Steps for Closing a Position).

Hiring Department

Step 2 - Routing the PARF

• At the bottom of the page click on "Preview Position Approval Request Form" to complete the PARF.

• PARFs must be routed electronically to the responsible administrator(s) through the appropriate administrative channels and to the Department of Human Resources Management (HRM) for review.

  • Scroll down to view the completed PARF.  Select the appropriate action under "Posting Status" (Posting Status is located at the top and bottom of the screen.  It doesn't matter which one you use.), click "Continue".

  • You will always be asked to confirm by clicking on "Confirm".

Hiring Department

For Those Responsible for Approving PARFs

• The first time that an approver logs into the system, in the frame on the left side of the screen, under the "ADMIN" section, click on "Change Default View".

• Select "Department View".  There is an option to "change for this session only" Or "change for future sessions".  Click on the appropriate option.

• Once the user logs into the system and/or is in "Department View", all positions that currently require some action for approval will automatically display in the queue.

• To view the details of a specific Posting (including the description), click on the word “View” below the relevant title.  This page shows a summary of all the details relating to the PARF.

• By clicking on the word “Edit” (located right above Posting Details), the posting detail screen will automatically display. From the tabs located at the top of the page, a number of tasks may be performed, including: editing the posting details, including the job description and adding Notes.

• PARF must be routed from the “Posting Status” section located on the PARF summary page.  Department/unit will access "Posting Status" by clicking the "View Posting Summary" link at the bottom of the page. This will take the user back to the summary page so that the PARF may be routed.

• Under "Posting Status", select the appropriate approval status for routing.

•  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.

IF THERE ARE ANY QUESTIONS ABOUT ROUTING, PLEASE FEEL FREE TO CONTACT HRM AT 325-3713.

Hiring Department

Advertising

Once a PARF is approved by the final responsible administrator and reviewed by HRM, the position may be advertised.

• A national print advertisement is required for all tenure-track faculty positions.  Please see instructions for advertising a position.

• Advertising a Position (includes process for both paid and unpaid advertising)

Hiring Department

Step 3 - Position is Posted

• Position is posted by HRM on the web, www.jobs.msstate.edu.

  • Position posting date is the date the position will open on the HRM web site.

  • MSU Online Employment System automatically generates an e-mail notifying the department that the position is open on the web

  Note:

• Screening may begin after a minimum of fifteen calendar days from the date of the posting for Executive, Faculty, Administrative, or Other Professional positions. Positions are considered open until filled.

• Support Staff positions must remain open for five business days from the date of posting.  Unless there are mitigating circumstances, HRM will set a close date for the position five business days from the date of posting.

Hiring Department

What's Next?

Screening and Selection

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