Staff Employment Process Checklist
The following steps are hiring guidelines. Click on each step below for more information.
Staff Process Checklist
Complete the Position Authorization Form
Before posting a position, a Position Authorization Form must be completed. Obtain appropriate signatures then send to Employment Services. Download the Position Authorization Form.
Develop the Job Description
Develop a clear position description, with Human Resources, that includes minimum qualifications, and essential duties and responsibilities.
If you are convening a search committee, diversity is key.
Recommended guidelines for the composition of the committee for non-represented staff hires:
The committee should consist of a minimum of three (3) members with two (2) from outside your department (each from different departments), in addition to those from within the department. These 2 external committee members should not be located within the reporting structure of the department that is hiring.
Larger committees: If the committee composition is made up of 5 members three (3) should be from outside the department. If the committee composition is made up of 7 members four (4) should be from outside the department.
The committee's makeup should be diverse with regard to gender, minority, veteran, disability and/or other protected status (diverse ethnicities, races, religious affiliations, age, gender, sexual orientation, etc). This diversity will facilitate a strong hiring process that aligns with Equal Employment Opportunity.
The search committee is a task-oriented group. Members need to attend, contribute, cooperate, and communicate. Record keeping, coordinating schedules, and completing tasks is the responsibility of the committee chair. Confidentiality is imperative. The Director of Institutional Equity is available to meet with search committees.
Applications must be reviewed and considered until the day that interviews start.
When placing an ad, a good faith effort should be made to see that all advertisements reach a diverse population. Print Ads are considered "passive" advertising. Actively recruit!
ALL external advertisements paid and free must be approved by both Employment Services and Institutional Equity Office.
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 For Staff
The EEO form is an invitation to All applicants to voluntarily disclose their sex, veteran, and ethnic origin. All applicants should be given this opportunity. This information is disclosed by using 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.
Develop criteria and evaluation material for rating candidates based upon "Required" and "Desired" qualifications.
Remember that you will need to document any decisions made about candidates, either from further examination of applications, resumes, or cover letters or interviews (phone or in-person).
Applications must be reviewed and considered until the interviews start.
Send the names of all candidates who are not being interviewed to Institutional Equity with reasons why the candidate will not be interviewed. (This step will then easily be translated into your completed SHAR).
The following are a few reasons of non-hire that were not accepted by the Office of Federal Contract Compliance Programs (OFCCP) auditor:
|Unacceptable Reasons||Auditor's Comments|
|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|
|Did not fit ad||Explain what was lacking|
|Written communication skills not as good as candidates interviewed||Explain referencing the application package|
|Poor Communication: If not interviewed and there was no contact||Explain how this was determined|
Failed Search: Contact Employment Services 7-2280.
Before setting up the interviews:
1. Send the names of all candidates you would like to interview to email@example.com to check the diversity of your applicant pool.
2. Send the names of all candidates who are not being interviewed to firstname.lastname@example.org with reasons why the candidate will not be interviewed.
Develop interview questions and submit questions to Employment Services for approval.
Interview questions must be asked consistently with all who are being interviewed.
During the interview process take notes that can be used for reasons of non-hire.
|Unacceptable Reasons for non-hire||Auditor’s Comments|
|Did not interview well||Please explain|
|Not as strong as top candidate||Please explain how this candidate is weaker|
|Considered Finalist/Still being considered||You still need to give a reason for non-selection|
Failed Search: Contact Human Resources 7-2280
Hiring department search committee representatives conducts reference checks using questions reviewed by Employment Services.
All documentation related to a hire, including search committee notes, any evaluation criteria, reference checks, results of any testing, ratings of applicants, etc. must be retained by the hiring department for 3 years after the hire date.
Following selection of a preferred candidate, the department sends a completed Staff Hiring Activity Record (SHAR) with the applicant flow log to the Institutional Equity Office.
The SHAR should include an explanation of why every person that submitted a resume/application was not selected. The reasons must be specific and job-related.
Applicant Flow Log
After the candidate has been selected the department should send the completed applicant flow log to email@example.com. If the position was posted in PeopleAdmin the department should complete the applicant flow log in PeopleAdmin.
For more information on completing the Applicant Flow Log.
Institutional Equity Office Reviews Hiring Documentation
The Institutional Equity Office and Employment Services must review the Staff Hiring Activity Record BEFORE a job offer can be made.
Hiring Documentation includes:
- Applicants/Resumes of Interviewed and Rejected Candidates
- Staff Hiring Activity Record
- Applicant Flow Log
All documentation related to a hire, including search committee notes, any evaluation criteria, reference checks, results of any testing, ratings of applicants, etc. should be retained by the hiring department for 3 years after the hire date in a locked file cabinet.
New Employee Completed Legal Paperwork
The new employee reports to Human Resources on or before their first scheduled day of work to complete paper work.
- Documentation needed – picture ID and Social Security Card; work authorization (if applicable).
- Benefit orientation will be scheduled at this time (if applicable).