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Hiring Procedures

Human Resources – Recruitment Forms

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Follow the procedure laid out below for hiring employees at MU Extension. If you have any questions, please contact [email protected] for assistance.

All Positions

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    Academic vs. Staff Positions

    Academic/faculty positions include teaching and research positions; positions with an Identified Occupational Code (OCC) between 20 and 29; employed on contract (i.e., through 8/31).

    Staff positions include Administrative, Service and Support positions (non-faculty positions), such as office, fiscal, grant and administrative positions; program assistants/associates; continuing education coordinators, information technology positions; executive/professional positions; and other non-faculty positions.

    Staff positions may be either exempt or non-exempt under the Fair Labor Standards Act. To determine whether a new position is exempt or non-exempt, contact Tammra Aholt. The determination of status is made by UM System HR, based on a Position Classification Questionnaire (PCQ).

    NTT Eligible and Tenure Track Faculty positions

    Extension academic appointments may be eligible for appointment at a ranked Non-Tenure Track (NTT) position.

    On-campus NTT Eligible and Tenure Track Positions in a School or College are generally processed through the appropriate School or College.

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    Temporary vs. Regular Positions

    Regular/benefit eligible positions are those positions in which the employee is expected to work at least 75% with an indicated appointment duration of at least nine months.

    Temporary positions are non-benefit eligible positions that meet one of the following criteria:

    • Part-time/non-exempt: Non-exempt position that is less than 75% FTE.
    • Temporary/Non-exempt: Non-exempt position that is expected to work less than 1500 hours from September 1 through August 31.
    • Part-time/Exempt: Exempt position that is less than 75% FTE.
    • Temporary/Exempt: Exempt position that is less than a six month appointment.
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    Courtesy Appointments

    Courtesy appointments are required for individuals associated with, but not employed by, University of Missouri Extension and who need access to Outlook, share drives, business portal and Web applications. County office support staff (i.e., secretaries, bookkeepers, etc.), some volunteers, VISTA members, etc. are part of this group. The Courtesy Appointment Portal (CARREQ) was created to obtain the information needed to process these appointments.

    Only individuals with a university pawprint and password may access the Courtesy Appointment Portal. The new individual's supervisor (or designee) should enter the required information.

    Because of the time involved in establishing a Courtesy Appointment (including obtaining the requested computer access), we strongly recommend the supervisors enter the data as soon as possible. If possible, the information should be entered prior to the individual’s actual start date.

    Employees/supervisors will access the CARREQ portal at https://extweb.missouri.edu/CARREQ/, and select Request CAR to begin the process for new associates. When the connect screen appears, type the domain name (um-users) with your pawprint, then your password. For instance, Bert Jones might enter:

    User name:   um-users\jonesb
    Password:     bj*130*bbc&43

Hiring procedures for academic/staff positions

  • Assess the need for the position.
    • Determine the purpose and goals of the position, ensure a job description is up-to-date and accurately reflects the functions of the position.
    • Identify funding sources, location of position, reporting structure and minimum qualifications for the position.
    • Involve stakeholders in the process of assessing the need for this position.
  • Create or revise position description.
    • To fill a vacant position, review the existing job description and revise as necessary.
    • To create a new position, create a job description, outlining major functions of the positions, minimum and preferred qualifications, reporting lines and salary ranges.
      • Approvals must be obtained from the MU Extension budget director and associate vice-chancellor if position isn't on the Staffing Plan.
    • The Role and Responsibilities of State Specialists
    • Generic Job Descriptions (PDF) for all program areas
  • Select the search committee.
  • Complete and submit hiring form.
    • For academic & staff positions, use the Hiring Request Form (XLSX).
    • For tenure-eligible positions and NTT positions in a school or college, coordinate with representatives of the appropriate school or college.
    • Submit hiring form with job description to [email protected].
      • HR will email hiring form to appropriate Fiscal Portfolio team to:
        • Review overall
        • Verifying position is on staffing plan or has necessary approvals
        • If not already in the form, put in mocode with splits based on current position info
        • Obtain mocode PI/fiscal approvals.
        • Completed form will be emailed back to [email protected].
    • Contact [email protected] for requests for new academic position numbers.
    • Contact [email protected] for requests for a new staff position number.
    • Information Needed on Hiring Form

      • A position number (if you don't have this, please email [email protected] to request it)
      • Where the job will be located
      • Working title
      • FTE
      • Hiring pay range
      • Search committee names
      • Internal, External search or Both
    • Academic positions will need the following forms: hiring request form, job description and justification form, job posting ad, diversity recruitment plan.
    • Staff positions will need the following forms: hiring request form and job description, MOU (if applicable). 
  • Minimum posting period
  • Recruit.
    • The search committee is responsible for recruiting, including identifying, developing and submitting web postings and newspaper advertisements, as well as contacting professional associations and making contacts with potential candidates. Extension HR will automatically recruit through the MU HRS website and various external organizations.
  • Application Material Review (AMR).
    • The search committee should conduct an Application Material Review (AMR) after the minimum posting period. The search committee chair should handle this step, and contact [email protected]  for assistance.
    • Candidates who meet minimum qualifications as stated on the job description will be routed by Campus HR for review.
    • Academic qualifications must be reviewed by the ED to determine if candidates being considered for an interview meet the expectations of a faculty member, including subject-matter expertise.
    • Candidates who pass the minimum qualifications as stated on the job description may be considered for an interview.
    • Additional criteria may be evaluated based on the preferred qualifications.
    • Determine the scope of the interviews.
    • Select candidates to be interviewed.
      • The search committee selects candidates to interview.
      • Use the Candidate Review Form to rate the candidates.
      • When the candidates have been selected then the AMR with the list of candidates to be interviewed is sent to [email protected]. All academic positions require prior approval before interviews.
      • Extension HR will send interview request to Campus HR for approval to interview candidates selected.
      • Extension HR will contact the Search Committee chair once Campus HR has approved so the candidates can be contacted for interviews.
      • The search committee chair should schedule the interviews.
    • Search Committee Chair.
      • The search committee chair maintains communication for candidates.
      • The search committee chair should arrange rooms, schedules, meals, equipment, etc.
      • Determine need and arrangement for involvement of stakeholders and internal groups.
      • The search committee chair arranges the interview with the candidates. Call first and follow up with email.
      • Information concerning candidate selection will be needed to update eRecruit. Send information to [email protected].
    • Conduct reference checks.
      • At least 2 to 3 reference checks should be conducted for all candidates invited to interview.
      • The hiring supervisor should maintain copies of reference checks to review with search committee.
      • Reference check HRD form #2 (DOC)
    • Conduct interviews.
      • The search committee conducts interviews.
      • Include Council members in final interviews.
      • Maintain documentation of questions asked and answers received.
      • Due to the criminal background check policy, it is advisable that candidates be informed of the following: "The University of Missouri processes national criminal background checks (CBCs) including guilty pleas, criminal convictions, and Sex Offender Registries." For more, see HR-504 Background Checks and Criminal Convictions.
    • Communication with candidates.
      • The search committee chair maintains communication with candidates.
      • Candidates who are no longer being considered for the position should be contacted as soon as possible, while keeping in mind those candidates who may be called to interview if the position remains vacant.
      • Extension HR can send email communications through eRecruit notifying candidates of the status of the position. For questions about this process, contact [email protected]
      • Interview sample letter (DOC)
    • NTT approval at time of hire for academic positions.
      • If a CV is submitted with the application:
        • Search Committee decides whether to recommend appointment with rank;
        • NTT Committee decides whether to recommend;
        • MU Extension vice chancellor decides whether to recommend;
        • Salary offer and NTT recommendations are sent to Provost's office for final approval.
      • Kim Shettlesworth routes all recommendations.
    • Offer approval.
      • To obtain approval to make an offer of employment, email [email protected] the following information:
        • Name of candidate
        • Recommended rate of pay
        • Justification for offer and/or Salary Calculator
        • Any other terms of employment requested.

      Salary Calculators

      Salary Calculators

      Include salary calculator (if applicable) for educational program associates, extension specialists (Fill & Grow), extension instructors, county engagement and field specialists.

      Salary Calculators for 2019 on Box

      Records management

      Access the forms to submit for records management and USDA Civil Rights Compliance Review audits
      Forms should be submitted to [email protected]

      Records management forms on Box

    • Obtain approved offer letter.
      • Once extension and MU Campus approvals have been received, extension HR will email the supervisor an approved offer letter to provide to the candidate. Email [email protected] for assistance.
    • Criminal background check conducted.
      • As soon as the candidate has accepted the position, inform HR so that the criminal background check may be initiated.
      • The hiring supervisor will be informed by email from Sherry Young or Kathy Pritchett when the CBC has been completed.
    • Determine start date.
      • Start dates may vary depending on the situation. However, in no circumstance may an employee begin before hire approval has been received, a criminal background check has been completed, official copies of higher education transcripts have been received from the employee's terminal degree institution and the new employee paperwork has been processed.
      • If the employee is new to the University of Missouri then the employee's first day of employment may be contingent on payroll deadlines, orientation and training schedules.
    • Records management
      • Submit the following to [email protected] for records management and USDA Civil Rights Compliance Review audits:
    • Preliminary offer for international hire
      • If an applicant indicates on their application that they are not eligible to work in the United States, they can be considered for international hire. If after interviewing the candidate and making a decision to extend an offer, the following steps are required:
        • Hiring supervisor makes a preliminary offer to applicant, letting them know that hire is subject to H1-B approval. H1-B is a non-immigrant visa, allowing for temporary employment for up to 3 years, and may be requested for an additional 3 years. Tammra Aholt works with MU International Center to process H1-B application.
          • A processing fee will be required, to be paid by the hiring unit
            • Initial processing, which takes 1-3 months;
            • Approval processing, which takes an additional 1-6 months.
            • Processing time can take up to 9 months for processing and approval.
            • For the current processing fee rate, contact Tammra Aholt
          • Hiring unit may request expedited approval processing, to shorten the 1-6 month approval processing time to 2-3 weeks. An additional fee is required.
        • Once H1-B approval is obtained, applicant may begin employment. If hiring unit wants to continue employment for international hire after the initial H1-B period (3 year increment), the unit must begin a new H1-B process (with the same costs to the hiring unit) near the end of the initial H1-B term (3 year increment) for a total of 6 years.
        • If international hire desires to work longer than 6 years, they must begin the process for permanent residency. The employee pays the majority of the cost for permanent residency application.
          • Employment-based permanent residence applications where MU is the sponsor must be filed by an attorney authorized to represent the university.
          • Contact Tammra Aholt for more information.