In an effort to work towards meeting our AAP goals, reduce delay, and ensure efficiency and consistency of the approval process for underutilized positions, the following standardized procedures will be followed for all underutilized positions:

Staff Hiring Proposals:

  1. All hiring proposals for underutilized staff positions must include a justification memo to support the candidate recommended for hire. 
    1. The justification memo must include a summary with the basis for the applicant recommended for hire and an explanation as to why the other applicants, who were interviewed, were not selected.
      1. Please note: Justification memos are required for all hired.
    2. Merely including the recommended candidate's transcripts or a paragraph that the individual "was great" is inadequate. Justification must connect the candidate's skills, education, and experience to the job posting and explain why the selected candidate better meets the needs of the department.
  2. All hiring proposals for underutilized positions must include the following supporting documentation:
    1. matrix for screening applicants selected for an interview,
      1. The matrix must include criteria taken from the job posting. Criteria not included in the job posting may not be included at this stage of the process, and
    2. interview questions with responses and notes written by all committee members, along with a ranking of candidates, and
    3. rubric with analysis of candidates' strengths and weaknesses after interviews conducted, and
    4. Proof of posting the approved advertisement on all required sites for the required amount of time must be submitted with all finalists/draft offers of employment.
  3. Any hiring proposals received by OIE, which do not have the documents listed above attached/uploaded to them, are incomplete. OIE will document all deficiencies and notify the departments directly.
  4. If all documents are attached and the job posting/hiring proposal is complete, OIE will review the documents and contact departments directly with any additional questions. If the job posting/hiring proposal is complete and OIE has no further concerns or questions, OIE will return the proposal to HRS with notation.
  5. In OIE's review of the candidates, Team HRS may be asked to provide a qualification calculation regarding a specific candidate(s), depending on the selection of the committee and accompanying documents. OIE will only accept qualifications calculations from HRS.

Faculty Hiring Proposals:

  1. All hiring proposals for underutilized staff positions must include a justification memo to support the candidate recommended for hire.
    1. The justification memo must include a summary with the basis for the applicant recommended for hire and an explanation as to why the other applicants, who were interviewed, were not selected.
      1. Please note: Justification memos are required for all hired.
    2. Merely including the recommended candidate's transcripts or a paragraph that the individual "was great" is inadequate. Justification must connect the candidate's skills, education, and experience to the job posting and explain why the selected candidate better meets the needs of the department. 
  2. All hiring proposals for underutilized positions must include the following supporting documentation:
    1. matrix for screening applicants selected for an interview,
      1. The matrix must include criteria taken from the job posting. Criteria not included in the job posting may not be included at this stage of the process, and
    2. interview questions with responses and notes written by committee members, along with a ranking of candidates, and
    3. rubric with analysis of candidates' strengths and weaknesses after interviews conducted, and
    4. Proof of posting the approved advertisement on the required sites for the required amount of time must be submitted with all finalists/draft offers of employment.
  3. Any hiring proposals received by OIE, which do not have the documents listed above attached to them, are incomplete. OIE will deny all incomplete hiring proposals and return them to the department for correction.
  4. If all documents are attached and the job posting/hiring proposal is complete, OIE will review the documents and contact departments directly with any additional questions. If the job posting/hiring proposal is complete and OIE has no further concerns or questions, OIE will approve the proposal.
  5. In OIE's review of the candidates, Theam HRS may be asked to provide a qualification calculation regarding a specific candidate(s), depending on the selection of the committee and accompanying documents. OIE will only accept qualifications calculations from HRS.
  6. If all documents are provided and OIE has not further concerns or questions, the proposal will be approved.

Tools and samples are available through the Recruitment and Hiring Toolkits located at:


Position Announcements, Required Language: 

The university has incorporated the equal employment opportunity clause in all position announcements, purchase orders, leases, contracts, etc., covered by Executive Order 11246, as amended, and its implementation regulations. That clause reads:
  • “New Mexico State University is an Equal Opportunity/Affirmative Action Employer; Minorities, Females, Veterans, and those with a Disability are encouraged to apply."
A shortened version is also authorized:
  • “NMSU an Equal Opportunity/Affirmative Action Employer”
 
Office of Federal Contract Compliance Programs ("OFCCP") recently released an updated Employment Referral Resource Directory ("ERRD") which lists government and nonprofit organizations as references to assist federal contractors' hiring of qualified applicants. ERRD lists many not-for-profit organizations to assist contractors in the hiring of qualified applicants and to fulfill equal employment opportunity obligations. It is located at https://www.dol.gov/agencies/ofccp/compliance-assistance/outreach/errd?utm_campaign=&utm_medium=email&utm_source=govdelivery