Hiring Tool Kit

Post Doctoral Positions

EEO Category: 3

Step 1

ACTION(S) TAKEN BY

ACTIONS and RESOURCES

Hiring Department

If the position will not be advertised or posted on the HRM web site:

Complete a Position Approval Request Form (PARF)
Develop job description
- The Elements of a Job Description (with examples)
- Sample Job Description: Professional Position
Submit the PARF, along with a copy of the job description, for approval and signatures, up to the final administrative authority

If the position will be advertised or posted on the HRM web site, see Steps To Open a Position

HR Policies - See Employment

Step 2

ACTION TAKEN BY

ACTIONS and RESOURCES

Hiring Department

The following hiring paperwork is completed if the position was not advertised externally and/or on the MSU website:

Employment Action Form (EAF), which requires the same signatures as the PARF.
- Employment Action Form requires Adobe Acrobat Reader 6.0 or higher
- Employment Action Form opens in Excel
Employment Eligibility Form (I-9) (includes instructions).
- The I-9 must be completed within 3 days of date of hire, but may be completed 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.
Personal Demographic Data, which replaces the Biographic Data section on the previous version of the Employment Action Form, and the Vietnam Era Veterans, Special Disabled Veterans, and Other Eligible Veterans Identification Request Form.
Form W-4 Employee's Withholding Allowance Certificate (federal)
Mississippi Employees' 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)

For teaching faculty who do not explicitly meet SACS Comprehensive Standards - Faculty, a letter justifying the applicant's credentials must be signed by the department head, dean, and vice president for academic affairs.

The letter should provide evidence of outstanding professional experience and demonstrated contributions to the teaching discipline. Credentials for a foreign institution should be justified with an appropriate transcript analysis, such as that provided by AACRAO.

Send the above completed, signed forms to HRM, mail stop 9603, along with

Original Position Approval Request Form (PARF)
Original letter of offer, with acceptance signature
Applicant Reference Check (completed as part of the Screening and Selection process).
- See also Reference Checks of Prospective Employees
Official transcript of the highest degree

Recordkeeping (see Records Management and Security HRM 60-109)

Applicant materials (resumes, copies of applications, interview questions, etc. – including materials for non-selected applicants) should be kept for a minimum of three years beyond the date the position is filled.
Materials for non-selected applicants should not be placed in the file of the employee who was hired.
All files should be kept in locked storage.

HR Policies - See Employment

Step 6

ACTION TAKEN BY

ACTIONS and RESOURCES

Hiring Department and Human Resources Management Generalists

New Employee Orientation: Hiring departments should contact HRM to schedule employees for the next-available orientation.

Orientation is conducted each Wednesday morning, 8:15 to 10:30 a.m., 150 McArthur Hall,

phone: 662-325-3713.

New employees must complete benefits selections within 31 days of hire date.

MSU Employee Benefits Overview

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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Last modified December 18, 2006