Monitoring the Hiring Process

Under Minnesota Statutes, section 43A.191, subdivision 3, agencies use the Monitoring the Hiring Process (MHP) to gather information about hiring practices in vacancies where there is an underutilization of a protected group in a job category. The Monitoring the Hiring Process (MHP) Form is used by agencies to help gather this information. Note: An updated MHP form will be available by the policy effective date.

Affirmative Action Officers (AAO) should analyze their MHP forms to determine if there are barriers in the selection process. AAOs may also use data from the pre-hire justification process set forth in HR/LR Policy #1434, Recruitment and Selection, to identify barriers in the selection process.  For example, barriers may be identified in agency recruitment practices, job postings, minimum qualifications, or interview practices.  When agency hiring information is tracked and analyzed, the agency can make improvements where needed.

Monitoring the Hiring Progress Quarterly Report

Minnesota Management & Budget (MMB) is required under Minnesota Statutes, section 43A.191, subdivision 3, to report to the Legislature agency appointments where there is an underutilization of a protected group in a job category. The information reported to the Legislature is gathered from state agency reports to MMB using the Quarterly Monitoring the Hiring Progress Report. 

Access the online report here: Quarterly Monitoring the Hiring Progress Report

Instructions to agency AAOs:

  • Please submit this report even if your agency or system office did not have any hires for the current reporting period.
  • Use information from your agency’s completed MHP forms to complete the fields on the quarterly report form.
  • Indicate if your agency made any competitive or non-competitive appointments to a position for which an underutilization of protected groups existed during the reporting period. Review the Noncompetitive Appointments List for a list of applicable non-competitive appointment types.
  • Check your totals for accuracy before submitting.

Please note that only the data in the quarterly report is submitted to MMB. The MHP form itself is not submitted and is only used for your agency's internal record keeping.

MHP quarterly reports are due the 3rd Friday following the close of the reporting period. A reporting period ends the last business day of March, June, September, and December (Administrative Rule 3905.0700 subpart 1).

If you have additional questions about completing this report, please contact aareports.mmb@state.mn.us.