Faculty Employment Process Checklist
The following steps are necessary to hire a faculty member. For more information refer to the 12 Steps for Hiring Faculty.
Complete Form I : Position Authorization Form
Form a Diverse Search Committee
All search committee members need to complete the Diversity Literacy Workshop and Legal Aspects Certification. Learn abut Diversity Certification.
The search committee should be composed of individuals from diverse backgrounds in order to promote a variety of perspectives.
Search Committee members must sign the Confidentiality Statement.
The Director of Institutional Equity is willing to meet with your committee to answer questions. Call 487-3310 to set up a time. All inquires and requests from candidates must be referred to the chair of the committee.
Write the Job Description
Develop a clear position description, with Employment Services, that includes minimum qualifications and experience desired.
Complete Form II: Advertisement Approval
Document your advertising plan and summarize any special measures that will be taken to solicit applications from women or minority groups. Download Form II: Advertisement and Committee Approval from the Faculty Hiring Forms II,III,IV.
Send to the Institutional Equity Office for review and approval of ad copy.
Complete Purchase Requisition Form and send to Purchasing with ad unless using the purchasing card.
Advertise and Recruit as appropriate for position. Learn more about advertising.
It is required by federal regulations that all advertisements contain the EEO statement- "Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer”.
Equal Employment Opportunity Self Disclosure Form
The EEO form is an invitation to All applicants to voluntarily disclose their sex, veteran status, and ethnic origin. All applicants should be given this opportunity. This information is provided through the Equal Employment Opportunity Self Disclosure Form (EEO form). This form must not be returned to the hiring department but must be returned to the Office of Institutional Equity.
If the position is posted through PeopleAdmin, the EEO form is automatically generated by PeopleAdmin.
If an applicant applies by email or if you have the email address, the department should send the email address to: firstname.lastname@example.org. The Equity office will then email the applicant a form.
The EEO form is also available from the Institutional Equity Office or Download Equal Employment Opportunity Self Disclosure Form.
While prescreening applicants take extensive notes. This information will help in completing Form III.
The following are a few reasons of non-hire that were not accepted by the auditor:
|Unacceptable Reasons||Auditors Comments|
|Did not interview well||Please explain|
|Did not meet search criteria||Please explain what each was lacking in comparison to the hire in relation to the advertised criteria|
|Lacking demonstrated expertise in required topics||Explain what was lacking|
|Citizenship||Why is this a requirement? Please explain how not being a US citizen played in the applicant not being further considered|
|Not as strong as top candidate||Please explain how this candidate is weaker when compared to the hire|
|Department goals/needs - Rejected background not meeting departments goals||Please explain. If you have specific needs/background, the advertisement should not be generic – advertisement should ask for specific needs|
|Considered Finalist/ Still being considered||You still need to give a reason for non-selection|
|Research area not a good fit||Explain why|
|Poor Communication: If not interviewed and there was no contact||Explain how this was determined|
|Written communication skills not as good as candidates interviewed||Explain referencing the application package|
Complete Form III: Interview Approval
Send the names of all applicants to email@example.com for review of the candidate pool with regard to diversity. If the position was posted in PeopleAdmin the department should run the EEO report in PeopleAdmin. The Dean and chair will then review the EEO report for diversity.
Complete Form III: Interview Approval from the Faculty Hiring Forms II,III,IV.
Then prepare for the interview process.
- Know what you can and cannot ask: Ask Legal Interview Questions.
- Ask the same questions of all applicants.
- Create an effective evaluation procedure.
- Beware of biases and stereotypes.
- Provide reasons why all other candidates were not interviewed/hired. The reasons for non-hire must be job related. Use notes from step 7.
- All records should be kept for three years.
Failed Search - Contact Academic Employment Services 7-2280.
Once a candidate has been identified:
Conduct reference checks, as needed. Learn more about checking references.
Prepare the following and include with hiring packet:
- Form A – Appointment Recommendation
- Prepare a draft appointment letter
- Prepare a request for Start-Up form (if applicable)
- Prepare a draft start-up support letter (if applicable)
Complete an Applicant Flow Log and Form IV: Final Selection
When Form IV is completed, send the Faculty Hiring Forms II,III,IV with the faculty hiring packet. Download Form IV: Final Selection from the Faculty Hiring Forms II,III,IV.
An applicant flow log must be sent with every faculty hire. Follow these guidelines to complete the Applicant Flow Log (AFL). If the position was posted in PeopleAdmin the department should complete the applicant flow log in PeopleAdmin.
Forward the faculty hiring packet
The Hiring packet must be sent to the Academic Employment Services.
Forward the following materials through the Dean's Office to Academic Employment Services in HR (Academic Employment Services will route to Institutional Equity, Provost and President for approval):
•Form A - Appointment Recommendation
•Draft Appointment Letter
•Request for Start-Up Support Form (if applicable)
•Draft Start-Up Support Letter (if applicable)
•Appropriate Completed Michigan Tech University Application Form:
•MTU Faculty Application: Academic Faculty (Tenure-Track and Non-Tenure-Track)
•MTU Adjunct Faculty Application: All Adjunct Appointments
•MTU Faculty Application: all Research Faculty
•Three (3) Letters of Recommendation (not required for temporary non-tenure-track appointments, i.e. instructors, adjuncts, etc.)
•Proof of Highest Degree (must be either copy of diploma, official university transcript, or letter of certification that all requirements have been completed from the graduate school).
•Applicant Flow Log (AFL) (not required for adjunct appointments)
•Faculty Hiring Forms II, III, IV (not required for adjunct appointments)
•After the Appointment Recommendation has been approved by the President, send the appointment letter to the candidate.
•Forward two (2) copies of the signed appointment letter to Academic Employment Services.
•If the candidate declines the offer, forward the information to Academic Employment Services and Institutional Equity.
•Notify those candidates interviewed but not selected for the position after an offer of employment has been accepted.
After the Appointment Recommendation has been approved by the President, send the letter of tender to the candidate.
Confirm Details of Offer Salary and Start Date
Confirm Details of Offer Salary and Start Date
New Employees should report to the Human Resource Office before their first day of work to complete paperwork.
After an offer of employment has been accepted, notify candidates interviewed (but not selected).
If the candidate declines the offer, please forward this information to the Institutional Equity office and Academic Faculty Services.