Conditions of Post-Doctoral StaffPost-Doctoral HiringThis toolkit is designed to assist hiring departments by consolidating information needed to fill vacant Post Doctoral position(s). Employment Services looks forward to partnering with you throughout the hiring process to help identify the best qualified candidates.Preparing for the Recruitment Process Preparing for the Selection Process The Selection Process Position Filled- Next Steps Supplemental/Additional Compensation Employment PeriodPer ARP 6.42 - Post Doctoral Appointments Post-Doctoral Staff appointments are for at least one (1) year, renewable annually not to exceed five (5) years, absent an exceptional circumstance. The appointment letter will specify the annual term of employment. An annual post-doctoral appointment may be terminated prior to the end of the termination date specified in the appointment letter or other Office of Human Resource Services documentation for two reasons:
Hours & FTEPost-Doctoral Staff contemplate 1.0 FTE (40 hours per week) employment. Exceptions to reduce FTE percentage, to not less than 0.50 FTE will require written approval from the appropriate dean or equivalent administrator and the vice president of research.FTE CalculationFTE is based on a full time equivalent of 40-hour work week. Using the total number of hours you intend for the employee to work (estimate the average if it is not exact) divide by the full time equivalent of 40. Examples:
Minimum SalaryThe Provost Office has established the minimum annual salary at $48,000.Education RequirementsTo be hired into Post-Doctoral Positions individuals must provide a transcript (unofficial or official) confirming PHD/Doctorate Degree earned, this should be collected during the application process. All foreign transcripts will need to be evaluated for US equivalency, please visit the Foreign Transcript Evaluation page for more information. |
Quick LinksGuides: •Underutilized Placement Goals •I-9 & E-Verify Compliance •Position Management Info •Recruitment Publication Resources •Sample Ads •Sample Criteria Tool •Sample Offer Letter w/ Contingency •Suggested Referencing Questions |
Preparing for the Recruitment Process
Prior to beginning your recruitment process, conduct a review of the position needs, current staffing structure, budget/funding, qualifications and requirements etc, also keeping in mind that the post-doc should always report to a faculty in line with their research. Hiring Assistants/Managers can review the current vacant position through the NMSU Jobs system (PeopleAdmin) by conducting a search by position. If the position does not meet your needs and changes need to be made to the position description, refer to the Position Management page. Otherwise, here is a checklist to assist you with recruitment and hiring Departmental Recruitment Checklist (staff).Request to Post Position
Requests to post vacant positions are submitted utilizing PeopleAdmin at https://jobs.nmsu.edu/hr. Vacant positions are posted on the NMSU Jobs system through the Employment Services staff once the position is approved for posting.Advertising the Position
Advertising is optional for post-doctoral positions. If externally advertising, applications must be collected electronically through PeopleAdmin. The recruitment process for a post-doctoral appointment shall include consideration of any individual who expresses an interest in such an appointment.
If advertising externally, advertisements for external sources must be submitted as an attachment for central HR Services review. Departments are responsible for funding and placing external advertisements, once approved.
Advertising beyond the NMSU job posting site (which applicants view at https://jobs.nmsu.edu/) should target audiences with a goal of obtaining a diverse qualified applicant pool. There is no specific advertising requirement; however, your goal should be to make a good faith effort in obtaining a qualified applicant pool by placing advertisements in media sources that target applicants with the functional-specific areas for your position.
- Be aware of how language in the advertisement may adversely impact a diverse pool of candidates if the requirements are too restrictive.
- All advertising must include: department name, position title, requisition number, link to full posting and Equal Opportunity and Affirmative Action Statement.
- Short Version of Equal Opportunity and Affirmative Action Statement for Job Advertisements. All electronic job ads must include a link to the position announcement on the NMSU website, which contains instructions for requesting disability accommodation.
- NMSU is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities, and veterans are strongly encouraged to apply.
- Short Version of Equal Opportunity and Affirmative Action Statement for Job Advertisements. All electronic job ads must include a link to the position announcement on the NMSU website, which contains instructions for requesting disability accommodation.
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- NMSU is an equal opportunity and affirmative action employer. Women, minorities, people with disabilities and veterans are strongly encouraged to apply.
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- NMSU is an equal opportunity and affirmative action employer.
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- Resources: Sample Ads | Recruitment Publication Resources
Preparing for the Selection Process
Establishing Selection Committee
NMSU is dedicated to providing equal employment opportunities in all areas of occupation without regard to age, ancestry, color, mental or physical disability, gender, serious medical condition, national origin, race, religion, sexual identity, sexual orientation, spousal affiliation, or veteran status, according to state, federal laws and NMSU’s LEADS 2025 Strategic Plan. The purpose of a Selection Committee is to ensure that the search process is fair and equitable to all and leads to the recruitment and selection of the best qualified candidate.Staff Selection Committee Recommendations
If a selection committee is used, each participant must complete the Search Advisory Committee Declarations Statement and route to the search chair for the department recruitment file.
Initial Review of Applications
Applicants are required to apply online for University vacancies. External application materials should not be accepted. Departments will directly receive all electronic applications. During the recruitment process, application materials are confidential. Review and screening of positions should begin after the posting close date. The employing department must evaluate and screen candidates to identify those that meet the posted minimum qualifications and of those which meet the department’s selection criteria, while at the same time documenting the reasons for not selecting other candidates. Use caution when deselecting candidates, because an automated email notification is sent immediately upon deselection. If an error is made in deselecting a candidate, contact your HRS Team Partner to discuss options. The deselection can be reversed, but the email notification cannot.
Resources/Tools:
Manager’s Guide to Applicant Qualifications
Applicant Qualification Calculator
Candidate Assessments/Evaluating Candidates
Verify candidate provided an awarded Doctorate degree in related field.
The purpose of candidate assessments is to assist in making an objective and informed decision about which applicant will best provide the knowledge skills and abilities to be successful on the job.
A chart or matrix can be devised listing all interviewed candidates and listing, on the other axis, criteria for successful performance in the position such as experience, education, key skills, knowledge, abilities, presentation in interview, etc. This approach helps the interviewer organize and display a variety of pertinent information for consideration in making the final selection decision.
Resources/Tools:
Preparing Interview Questions
Advanced preparation of interview questions provides a uniform basis for evaluating candidates. Prepare open-ended questions that will assist in evaluating the knowledge, skills and abilities required for a new employee to be successful on the job. Inappropriate questions that relate to an applicant’s personal life or protected class status cannot be asked.
Resources/Tools:
Determining the Interview Process
Hiring departments may conduct interviews after the closing date of the posting. Telephone interviews and/or face-to-face interviews provide viable information about the applicant’s knowledge, skills and abilities to perform the essential functions of the job. As a standard practice, it is recommended that interviews be conducted in a consistent setting. The interview will also provide valuable information to the applicant about the department, university/community college and the local area. In structured interviews, the same questions are asked of each candidate. Responses to each question should be documented for further evaluation of the candidates and retained by the department for three (3) years in the Department’s recruitment file in a secure location. NMSU encourages departments to invite candidates for interview in writing (email or letter). We have created two sample templates for invitation to interview. The minimum interview requirements are:- Exempt – Interview a minimum of two qualified applicants.
The Selection Process
Conducting Reference Checks
As a standard practice, central HRS recommends conducting the reference checks on your finalist prior to interviewing. It is a good practice to notify your finalists of your intent. The online application has the candidate release form built in and applicants are required to agree in order to apply for the position. Hiring departments can minimize the risk of hiring an employee who will not be able to succeed in the new job by contacting previous supervisors to ask about job performance. Reference information provided by the applicant is an essential step in cross-referencing information received. You should only conduct reference checks on finalists for the position. Many companies will only confirm employment dates and positions held. You have a better chance of getting the information you need if you are able to contact previous supervisors directly.
References will often feel more comfortable confirming information provided rather than being asked a general question about job performance. If you are unable to obtain sufficient references, the next step would be to contact the candidate and let him/her know that without references, you cannot pursue his/her candidacy further.
Suggested Referencing Questions: Questions should not be asked of any reference that cannot legally be asked of the applicant.
The Interview
The interview gives you an opportunity to further evaluate the applicant’s job-related knowledge, skills, and abilities. This interview also provides the ability to gather additional information about critical points on the application or to resolve any inconsistencies or contradictions that were noted. Responsibilities as an interviewer are:- To interview applicants and select employees on the basis of job-related qualifications
- To record the steps taken in the hiring process
- To project a professional and positive impression of NMSU on prospective candidates for employment
- To be consistent and treat all applicants equal when conducting the interviews
- Be cautious of informal conversations or inappropriate questions
Making the Offer
After the required reviews are completed, the hiring manager must submit the Hiring Proposal with the requested salary, proposed future start date, and draft offer letter to central HRS to obtain approval to extend the offer. The start date must be a future date allowing for time to process. It is highly recommended that the first day coincide with the beginning of a new pay period. Central HRS will conduct a standard review, including but not limited to verification of qualifications, internal inequities, etc.
Tools/Resources:
Manager’s Guide to Proposing a Starting Salary
Letter of offer: Postdoc w/ contingency (sample)
- Once the candidate has accepted the offer, the Hiring Department will complete the Hiring Confirmation and submit it to HRS. The candidate will receive an electronic notification initiated by central HRS to complete the Background Check Release (Background Check Process Flow). The Hiring Department will be notified when background check results are received.
Position Filled-Next Steps
Onboarding New Hire
To assist you with successfully onboarding your new employee, NMSU utilizes an electronic onboarding process via NMSU’s hiring system, PeopleAdmin. To learn more about this process, visit http://hr.nmsu.edu/onboarding-guide/.
More forms and documents to assist you in this process can be found on the New Employee webpage.
