In this climate of low unemployment, most CTs at MSU still report difficulties promoting to better positions, or even moving to another job at the same level. According to Human Resource Services (HRS), the number of vacancies is disappearing due to low turnover and position eliminations.

The CTU Negotiating Team spent a great deal of time during this last round of negotiations fighting for improvements to Article 17 of our contract, Filling Vacant Positions. Our proposals to eliminate or modify pre-selection, strengthen seniority preference, etc. were rejected.

The discussions with management during negotiations led to further meetings with Kris Hynes, Director of HRS. We were able to get clarification on MSU’s current policies and procedures regarding hiring and promotion and to correct the application  problems we discovered.

In this and future articles, we will present you with information about promotional opportunities and strategies gleaned from our conversations with Hynes and her staff, HRS documents, and other materials. Hopefully, this information will provide you with insight into your own career development at MSU; it might even give you a few tricks to use in seeking that next job.

This article will focus on upgrading skills.

"How can applicants without experience be more qualified than a long-term employee?" members ask. The answer, according to Hynes, is that they may not be; they may just be better at selling themselves.

New employees and individuals seeking employment are likely to have their resumes together, their skills updated and a mindset that is geared toward seeking a position. In order to compete, CTs—who have the advantage of experience—must approach their job search in the same way.

"I think employees can benefit from taking the time to look at our Career Guide [or website], complete a skills assessment and resume evaluation, and then take the necessary tools with them to the interview," she said.

"One of the most important things we can do," Hynes said, "is encourage people to update their skills. Everything is changing so fast, and we will be doing employees a big favor by . . . emphasizing the need to keep up with the changing technology and become proficient in various types of software being used in different jobs."

She suggested that, after determining a career goal, or at least identifying the type of position desired, employees look at the Position Vacancy Notice in order to see what kinds of skills are being required in their areas of interest. Gaining those skills by seeking out related tasks in the current job is a wonderful way to fill out a resume. For example, an employee interested in writing or editing might offer to put together the department newsletter. Another might express an interest in taking on some of the bookkeeping functions.

While taking on additional duties is one way to gain experience, Contract Administrator Dan McNeil advises CTs that this will not necessarily enhance their classification level. Bear in mind that it is not the number of duties, but the nature and level of responsibility, that determines your classification status, he said. If you believe you are working above your classification, it is important that you know your options and rights under the contract, and that you be compensated. Contact your Union Representative for assistance if you think you are in this situation. We will be doing an article on reclassification in the near future.

Another way to gain skills is, of course, through training.

On a basic level, CTs can test their typing speed and software skills at 110 Nisbet Building from 8 a.m. to 4 p.m. Software testing is self-administered. Skill proficiency will be determined and areas for potential improvement identified. Knowledge of your basic skills can help you decide where to focus your training.

Many educational options are available to CTs, including educational assistance, which provides several kinds of financial support. CTs can take classes from MSU, local schools, colleges and training centers, or even through the web on a self-paced basis, as provided in Article 14 of our contract. Training may include everything from short, noncredit seminars and workshops to classes leading to an advanced degree.

A tuition waiver is available if you take a class through MSU. Human Resource Development (5-0183) maintains a list of additional institutions and programs eligible for employee reimbursement through the Educational Assistance Program. Departments usually have Educational Assistance Program Applications in stock, or you can obtain one from http://www.hr.msu.edu/docweb/forms.htm.

In addition, the CTU offers the Gerri Olsen Tuition Lottery Loan, which provides loans to cover tuition for one class until the CT is reimbursed at the end of the semester. Contact us at 355-1903.

HRS has worked to make the application procedure efficient and user-friendly. If interested in a position, individuals submit an "Employee Request for Consideration for Support Staff Position Vacancy" (formerly known as the "green form") to HRS by the closing date. Most applicants attach a resume, which is recommended by HRS.

If you are not currently interested in a posted position, you may place your resume on file so that it will be available when you bid on future jobs.

Once a resume has been submitted, it remains on file. You may then use the Computerized Human Resources Information Service (CHRIS) to apply for posted positions over the telephone. After receiving your bid, HRS will send your resume to the hiring department if you meet the minimum requirements of a position and applicable contract provisions.

Since using CHRIS eliminates the need to submit an Employee Request form with each application, it is crucial that your resume always be up to date. If necessary, you should submit a new resume tailored to the particular job in which you are interested. Since creating a different resume for each job can become cumbersome—and confusing—it is best to maintain one complete and updated resume on file. Always know which version of your resume is on file.

CAs and URs have fielded numerous complaints over the years from CTs who felt that HRS should have known they had the necessary skills because of the nature of their current job or the education they listed. For example, an Accounting Clerk I might argue that the University should know that knowledge of spreadsheet software is a requirement for anyone working in that field today, and, therefore, an interview should not be denied just because the CT did not specifically state his or her experience with Excel.

According to Hynes, however, HRS only knows that you meet the minimum requirement for a particular posting if you specifically tell them! Therefore, you must make sure all skill and educational requirements are addressed. If your current resume leaves something off, submit a new one.

Note: If you are interested in a job that is underutilized by either women or minorities, and you are not of the specified underrepresented group, apply anyway. It frequently happens that applications are not received from qualified women and/or minorities who are underrepresented in a position category. If not enough qualified CTs have applied, the application list is supplemented, often with majority candidates from outside the University.

Applicants would also be wise to check their official personnel folders. Although written reprimands are removed after a specified period of time, and everything should be up-to-date, both Hynes and Rummel agreed that it would be best to make sure.

HRS, OAS and CSP offer assistance in preparing for the interview. If you seem to be getting the interviews, but, time after time, you are turned down for the job, give one of these offices a call.

Hynes suggests that you also take some time to review the Critical Performance Factors—Organizational Success, Making People Matter, and Job Effectiveness—listed on the back of your Performance Development Program (evaluation form). According to Hynes, supervisors are being trained in how to evaluate employees based on these factors; therefore, applicants would be wise to stress how they can contribute. The elements used in evaluating the Critical Performance Factors, which number well over 100, involve such criteria as "effectively and professionally works with upset customers, solving their problems"; "takes the initiative to learn new skills that would benefit the position and operational objectives"; and "is available for work on a consistent and timely basis with infrequent unplanned absences."

"I see that you’ve applied for the position in our department," says the person on the line. "Well, I just wanted to let you know that we have someone else in mind, and we were thinking that you we should let you know so that you don’t waste your time." A number of CTs have reported receiving such calls from hiring departments. One CT received several of these calls from the same department.

Gene Rummel thinks interested applicants should go ahead with interview even if they receive such a call.

"If they’ve applied and they’re interested in the position, they should give themselves an opportunity for the interview, he said. If they are interested in the position, they should stay on the interview list. Why not? They give themselves an opportunity to be seen and see what the job is about. If they’re not interested, when offered the job, then say so." The interview may also help the applicant gain some experience with the interview process, he said.

The interview is where you find out if you really want the new position. It is also your opportunity to convince the employer that your experience will benefit the department.

"This is where the applicant can emphasize experience in a way that shows long-term employment at MSU is an asset, that your abilities will make the department look good, said Hynes. Technical skills are what determine if an applicant gets on the interview list, but "competencies," such as those listed under Critical Performance Factors are going to be important in the interview, Hynes said. "When in an interview, the applicants have an opportunity to ask questions and then give concrete examples of their competencies, such as pointing to their dependability or experience with team work. An applicant can ask about the flow of work, for example, and link specific skills to what the department needs."

"Do not assume that someone knows that just because you’ve been here 20 years, that you know how to do things," Hynes said. "This must be specified."

It’s worth noting that if a CT drops off the list, the list can be supplemented with an additional name, the name of someone with less seniority, perhaps with the name of someone from off campus.