Human Resources Department


Hiring Procedures Summary

  • Step 1 - Complete "Request for Approval to Recruit" form and initiate a "Recruit an Existing Position" action on YourFuture.
  • Step 2 - Form Search Committee
  • Step 3 - Recruit
  • Step 4 - Review & Screen Applications
  • Step 5 - Conduct Reference Checks
  • Step 6 - Campus Visit
  • Step 7 - The Interview
  • Step 8 - Candidate Selection
  • Step 9 - Offer of Employment
  • Step 10 - Complete Documentation


Each of the forms below is a sample, which can bemodified to fit the particular position.

  • Candidate Evaluation Form
  • Employer Reference Check Forms
    • Faculty
    • Staff
    • Addl Example
  • Letter of Acknowledgement
    • Additional Samples
  • Self-Assessment Questionnaire
  • Supplemental Task Questionnaire
  • Willingness Questionnaire

Pre-Interview Questions



If you have just 10 minutes to prepare, be sure you can answer these questions:
What will the person actually do:
What are the qualifications needed:
What is the work setting like:
What kind of person flourishes there:
What do you, the manager, offer?
What do you need?
What do you, the employer, offer?
What is the candidate availability?
What is your ideal candidate?
What are the individual candidates like?
Are areas of exploration established?
Are strengths, weaknesses and unknowns established? Are questions planned to cover them?
Do you know what you want to accomplish?
Do you know how to do it? How will the candidate be treated? Are all materials ready? Arrangements made?
INTERVIEW:                       You KNOW what you're looking for;
                                                                        You've PREPARED for the interview;
                                                                        Your INTERVIEW will be successful!*

* Stephen D. Bruce, Manager's Guide to Better Interviewing (Bureau of Law & Business, Inc., 1984), 0.

Interview Questions to Avoid


The Uniform Guidelines arising out of Title VII and EEOC legislation insist that the interview be designed on the basis of specific job requirements. Both the content and method of the interview must be developed to reveal accurately and fairly which candidates are most qualified to fulfill the job requirements. Questions related to gender, sexual orientation, age, marital status, color, race, religion, national origin, medical condition, pregnancy, or disability are inappropriate and against the law. In addition, employers must afford each candidate equal treatment in the screening process.





Inquiries about the name that would indicate applicant’s lineage, ancestry, nation origin, or descent. Original name of applicant if it has been changed by court order. Male applicant - maiden name of wife.

Have you ever used a different name? Or Is there any additional information relative to change of name, use of an assumed name, or nickname necessary to enable a check on your work and education record? If yes, please explain.


How long have you lived at your present address? Do you own or rent your home?

Place of residence.

Place of Birth

Birth place of applicant. Requirement that applicant submit birth certificate or baptismal record.



Age, date of birth, dates of attendance of elementary or high school. Questions that tend to identify applicants over age forty.

Statement that hire is subject to verification that applicant meets legal age requirements.

Religion or Creed

Any inquiry to indicate or identify religion, denomination or customs. Can you work on a certain religious holiday?

Can you work the stated days, hours, or shifts to be worked?

National Origin

Any inquiry which would indicate race or color, such as place of birth of applicant. Request photograph before hiring. Any other inquiry into national origin.

Photograph may be required after hiring for identification purposes.


Birthplace of applicant, parents, grandparents, spouse. “Are you a U.S. citizen” or Requirements that applicant produces naturalization, first papers, or alien card prior to decision to hire.

Could you, after employment, submit verification of your legal right to work in the United States? Statement that such proof may be required after a decision is made to hire the candidate. Inquiry into previous work experience.

Conviction, Arrest, or Court Record

“Have you ever been arrested?” Ask or check into a person's arrest, court or conviction record if not substantially related to functions of employment.

Job-related questions about convictions, except those that have been sealed, expunged, or statutorily eradicated. If you need to know about a criminal record, please contact Human Resources prior to the interview.

Sex, Sexual Orientation, Gender or Marital Status/Family Questions that indicate applicant’s sex, sexual orientation, gender or marital status. Does your spouse have any objection to your working? Spouse's occupation. Number or ages of children or dependents. Provisions for childcare. Questions regarding pregnancy, child bearing, or birth control. Names and address of any relatives, spouse, or children. Inquiries made to males and females alike, as to duration of stay on job or anticipated absences. Statement of BOR policy regarding work assignment of employees who are related. Can you work the stated hours?

Sample Letter of Acknowledgement

Dear _______

Your application for the position of _______ has been received. However, the ______ was not included. Please send this information to arrive not later than __________. We will request reference information from the persons whose names and addresses have been furnished by you. If you should reach the finalist stage, we will also contact additional persons whose names have not been given to us by you. Please advise me immediately if you do not want us to contact additional unnamed persons.

We anticipate completing the first screening of applications by _______, the designation of finalists by _______, and the scheduling of interviews by _________. You will be notified of your status as promptly as possible at each stage of the evaluation.

Please contact me at (605) 642-xxxx if you have any questions about our search procedures. Thank you for your interest in Black Hills State University.


  1. Acknowledgement of the application.
  2. Notification of missing and/or additional information required and due date.
  3. Information concerning the gathering of reference information. Advise if unnamed references are to be contacted and request notice if applicant
    does not want contact made.
  4. Approximate schedule of evaluation process.
  5. Applicant's status notification procedure.
  6. Additional information/instructions as required.
  7. Telephone number to which questions can be directed.

Advertising Sources

National publications

    • Chronicle of Higher Education

      Because it can be rather costly to advertise in the Chronicle of Higher Eduction and other national publications, it is recommended that the Colleges work together to consolidate advertisements whenever possible.

Supplemental professional organizations

  • Regional Newspapers
    • Rapid City Journal
      507 Main St
      Rapid City SD  57701
      (605) 331-2345
  • Referral Organizations: 
    • South Dakota Dept of Labor
      1300 North Ave
      Spearfish SD 57783
  • Other Board of Regents institutions:
    • Dakota State University
      800 N Washington Ave
      Madison SD  57042
    • Northern State University
      1200 South Jay Street
      Aberdeen SD  57401
    • SD School of Mines & Technology
      500 East St Joseph Street
      Rapid City SD  57701
    • SD State University
      Human Resources
      Admin 318, Box 2201
      Brookings SD 57007
    • University of South Dakota
      Human Resources
      414 E Clark St
      Vermillion SD  57069
  • Other universities (with relevant curriculum)
  • ASCU member institutions
  • On-campus:
  • Any other source which the search and screen committee and/or vice president deems appropriate. 

Employment Laws


There are numerous federal and state laws and executive orders which prohibit discrimination of various types in the workplace.  A brief synopsis of the more important laws which provide the legal basis for the goals of both equal employment opportunity and affirmative action follows:

Title VI and VII of the Civil Rights Act, as amended.  This act prohibits discrimination in employment on the basis of race, color, religion, national origin, or sex in all programs and activities receiving federal funds.

Americans with Disabilities Act The ADA prohibits discrimination based on disability in employment, public service, public accommodations, telecommunications, and transportation.

Executive Order 11246, as amended.  This executive order issued by President Johnson prohibits federal contractors and subcontractors (like BHSU) from discrimination in employment on the basis of race, color, religion, national origin, or sex.

Equal Pay Act of 1963.  This act prohibits discrimination in salaries (including almost all fringe benefits) on the basis of sex.

Age Discrimination in Employment Act of 1967 and Age Discrimination Act of 1975.  The 1967 Act forbids employers from considering age as a factor in employment decisions of persons who are at least 40 years old.  The 1975 Act is distinct from the Age Discrimination in Employment Act, which deals only with employment of people over 40.  The Act prohibits age-based discrimination in any program or activity receiving federal funds.  The Lilly Ledbetter Fair Pay Act of 2009 changes when the statute of limitations begins for workers' pay discrimination claims under Title VII and the ADEA.

Vietnam-Era Veterans Readjustment Assistance Act of 1974 This act prohibits discrimination in employment practices on the basis of being either a disabled veteran or a veteran of the Vietnam era.

Rehabilitation Act of 1973, Section 503, as amended This act sets affirmative action obligations of federal contractors and subcontractors with respect to employees and for the advancement in employment of handicapped individuals.

Rehabilitation Act of 1973, Section 504.  Section 504 prohibits employment discrimination against any qualified applicants or employees on the basis of handicap in any institution receiving federal funds.

It is important to remember that statutes, executive orders, and regulations do not automatically ensure equity and equality in employment.  That goal can only be reached through the support of the principles and goals of equal employment opportunity and affirmative action by the entire campus community.

Genetic Information Nondiscrimination Act of 2009Title II prohibits employers with 15 or more employees from engaging in employment discrimination against individuals because of their genetic information.  Employers should not be asking at the post-offer stage of employment about whether relatives have mental disorders, cardiopulmonary disorder or other conditions that might have genetic components to them.  GINA impacts virtually all Family and Medical Leave Act (FMLA) requests that involve a serious health condition of a family member, employer fitness-for-duty exams and Americans with Disabilities Act (ADA) requests for accommodation. In each of these circumstances, discussions should not delve into family medical history or other genetic information.

Sample Announcement

 Sample Descriptive Advertisements: Faculty

Position Information
Type of Position:
Posting Number:
Working Title:
Assistant Professor - Psychology  
Position Classification Title
Assistant Professor - 9  
Black Hills State University  
6PSCE1-Dept of Psychology  
Scope of Search:
External (includes Internal)  
If internal, define scope of search:
Appointment Type:
Duration of the Term:
9 months  
If Other, describe duration:
Hours Worked Per Week:
Appointment Percent:
Minimum of $49,000 DOQ/E 
Posting date:
Closing date:

Positions close at midnight CST
Open Until Filled
If open until filled, review date:
Posting Text:
Black Hills State University invites applicants for a full-time tenure-track, Assistant Professor position in the area of Clinical Psychology with a begin date of August 22, 2010.

The successful candidate will be expected to be committed to teaching excellence and to maintain an active research program that provides opportunities for the involvement of undergraduate students. Teaching responsibilities will include Abnormal Psychology, Introduction to Clinical Psychology and other courses within the candidate's area of specialization. It may also include General Psychology. The candidate will be expected to supervise internships for undergraduate students. This responsibility will require actively building and maintaining relationships with organizations and agencies within the community suitable for undergraduate internship placements. Candidates must hold a Ph.D. in Psychology at the time of appointment and have evidence of scholarly activity. Visit our website at

Applications for this position must be made online at Complete the online application and attach a letter of application, curriculum vitae, copies of transcripts, and the names of three references. Review of applications begins June 28, 2010, and continues until the position is filled. Inquiries should be directed to Dr. James Hess, Search Chair, at or 605-642-6850.   AA/EEO
Department Description and Cultural Expectations
Black Hills State University is a multi-purpose regional institution located in Spearfish, South Dakota, a community of approximately 12,000, in the heart of the scenic northern Black Hills. The University offers over 56 academic programs at the associates, bachelors, and masters degree levels. With a current enrollment exceeding 4,000 students, Black Hills State University is the largest university in the region. The university's location provides the ideal environment for combining outdoor recreation and collegiate educational opportunities in a dynamic setting.  
Special Instructions to Applicants
 Black Hills State University is committed to recruitment, hiring and retention of minorities. We urge individuals from underrepresented groups to apply. Applicants with disabilities are invited to identify any necessary accommodations required in the application process. AA/EEO employer.
Supplemental Applicant Information:
Funded by Tuition and Fees.