Staff Hiring Process

The following steps are hiring guidelines provided by Human Resources (HR) Employment Services and the Office of Institutional Equity (OIE). Click on each step below for more information.  Note: Instructions on the new electronic processes in PeopleAdmin (PA) are noted below in each step with the following heading in red text, PA Process.”

Staff Process Checklist

01

Complete the Position Authorization Form

Before posting a position, a Position Authorization Form must be completed. Obtain appropriate signatures then send to HR Employment Services.    Download the Position Authorization Form here.

02

Develop the Job Description

Develop a clear position description, with HR Employment Services, that includes minimum qualifications, and essential duties and responsibilities.

Whether an open position is a replacement or a new position, it is important that at the time of the opening, a job description be developed.  Be aware that setting requirements too high may ultimately end up in reposting the position, while setting them too low gives the wrong impression about the position.  Be careful not to make your requirements too narrow as that may limit your applicant pool and you may miss out on a well-qualified applicant.

The minimum requirements are the benchmarks against which all applicants will be measured.  Therefore, those requirements must be appropriate, realistic and reasonable.  Identify minimum essential requirements in the areas of degrees, experience, knowledge, skills, and personal traits.  Additional desirable qualities can also be identified.

It will also be important to be clear and complete when adding the essential duties and responsibilities of the position to the job description.  Applicants should be able to clearly see what the job entails and what will be expected of them in that position. 

As a member of the interview committee, you may be part of the development of the job description or it may already have been completed.  Either way, you need to have a solid sense of the position and what duties the person in that position will be expected to perform.  If you can answer the question, “What qualifications will a person need to succeed in the position as it has been defined?”, you will be well on your way to making a suitable match.  All job descriptions must have Safety and Continuous Improvement language as part of the requirements.  These requirements are listed in Appendix I. All job descriptions should have the training requirements of the position listed as well.

Please use the "PeopleAdmin Posting Worksheet Part I" to complete your job description.  Contact HR Employment Services for additional information and/or assistance during the writing of the description.  Forward your completed description to HR Employment Services for review. 

Resource that may help you develop the job description:  www.onetonline.org  – tool with detailed descriptions for occupational information to provide standard descriptors to help build your job description for a wide variety of jobs.

03

Guidelines for the composition of the search committee

Recommended guidelines for the composition of the committee for non-union staff hires:

If you are convening a search committee, diversity is key.

  • 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 the Office Institutional Equity is available to meet with search committees. 

 NEW - Search Committee members must sign the Confidentiality Statement.

 NEW – Certification requirement to serve on a staff search committee.  HR and the Office of Institutional Equity have developed training and a phased-in approach to certification as follows -  

Certification will consist of two pieces:

  1. An on-campus Recruiting and Hiring Workshop.  Previously officered as “Module 3” of the Supervisor Training Series.  This course is offered in February, 2014 and will be delivered semi-annually in the future.  
  2. An online Best Practices/Legal Aspects course tailored for staff hiring.  This is very similar to the online portion that faculty have been required to take for the past 2 years. This course will have no “due” dates but will be available for all search committee members to complete as it fits into their schedule. (It will take approximately 1.5 hours to complete).  

A phased-in approach will be used to ensure that first all search committee chairs and later all search committee members have adequate time to receive the training.   

July 1, 2014                 All search committee chairs must be certified

July 1, 2015                 All search committee members must be certified 

All certification training will be tracked in Banner. 

04

Advertising

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 HR Employment Services and the Office of Institutional Equity.

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, which includes providing equal opportunity for protected veterans and individuals with disabilities."  - NEW

Short version: "Michigan Tech is an EOE which includes protected veterans and individuals with disabilities." - NEW  -  This short version should only be used when word count is under consideration for pricing of ads.

Learn more about advertising your job.

05

Equal Employment Opportunity Self Disclosure Form For Staff

PA Process:  Electronic EEO Self-Disclosure Form
For positions posted through PeopleAdmin, the EEO form is automatically generated by PeopleAdmin.  No further action is required by the department to collect this information.

PA Process:  Electronic Diversity Report
For positions posted through PeopleAdmin, the search committee should check the diversity of the applicant pool by following these instructions (link to new job aid here).

 

For jobs not posted on PeopleAdmin:

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 an applicant applies by email or if you have the email address, the department should send the email address to: equity@mtu.edu.  The Office of Institutional Equity 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.

06

Review Applicant Materials

06-A Review Applicant Materials

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, cover letters or interviews (phone or in-person).

Learn about developing selection criteria.

All applications must be reviewed until the day that interviewing starts.

  The following are a few reasons of non-hire that were not accepted by the Office of Federal Contract Compliance Programs (OFCCP) auditor: 

Unacceptable ReasonsAuditor's Comments
Did not meet search criteriaPlease explain what each was lacking in comparison to the hire in relation to the advertised criteria
Lacking demonstrated expertise in required topicsExplain what was lacking
Did not fit adExplain what was lacking
Written communication skills not as good as candidates interviewedExplain referencing the application package
Poor Communication: If not interviewed and there was no contactExplain how this was determined

 06-B Narrow Your Applicant Pool

Please carefully review this section as this is a CHANGE to the current process.  After prescreening applications, those applicant who are not advancing further must be given reasons for non-selection which will remove them from the applicant pool at this stage of the search process.

PA Process:  Electronic Reasons for Non-Selection for Applicants NOT Advancing Further
For positions posted through PeopleAdmin, the Search Chair must move applicants in the workflow by entering reasons of non-selection for all applicants not advancing further in the process by following these instructions. Job Aid: How to Move Applicants in the Workflow.   The final disposition codes for those applicants not advancing will also be entered into the system at this point in the process.  Please reference:  Reasons for non-selection and AFL/Final Disposition Codes.

PA Process:  Electronic Request of Approval by OIE to Interview
For positions posted through PeopleAdmin, the search committee chair should request and receive approval by OIE before interviewing applicants.  Request approval to interview by following these instructions - Job Aid: How to Request Approval to Interview

 

NOTE: Anytime a change is made to  an applicant's Workflow State or Workflow Reason, please email equity@mtu.edu.

 

 

For jobs not posted on PeopleAdmin:

Send the names of all candidates who are not being interviewed to the Office of Institutional Equity with reasons why the candidate will not be interviewed.  The final disposition codes for these applicants should also be included (start of the AFL). (This step will then easily be translated into your completed SHAR). For more information on completing the Applicant Flow Log.

Send the names of all candidates you would like to interview to equity@mtu.edu.

 

07

Interview Process

Before setting up the interviews

Develop interview questions and submit questions to HR Employment Services for approval. 

During the interview process take notes that can be used for reasons of non-hire.

Unacceptable Reasons for non-hireAuditor’s Comments
Did not interview wellPlease explain
Not as strong as top candidatePlease explain how this candidate is weaker
Considered Finalist/Still being consideredYou still need to give a reason for non-selection

PA Process:  Re-Routing of Applicant Materials (Optional Functionality)
For positions posted through PeopleAdmin, the Search Chair MUST notify HR Employment Services with the date of the first interview (any type, i.e., phone, Skype, in-person) to have applications re-routed in the system. 

Only after interviewing begins, does HR have the option of routing any new applicant materials directly to “Review by HR” instead of “Review by Search Committee.” 

IF this option  of "Review by HR" is chosen then:

  • The Search Chair would then only need to record reasons for non-selection for those applicants reviewed in the system prior to the date of the first interview.
  • HR Employment Services will mark all applications received after the date of the first interview as late applications in the system.  

 All positions at Michigan Tech are considered open until filled; however, this optional feature allows for a way to limit your pool.  

If you have any questions on a failed search:  Contact HR Employment Services 906-487-2280.

08

Reference checks

PA Process:  Electronic Move of Applicants to “Conduct Reference Checks”
For positions posted through PeopleAdmin, the Search Chair must move the those final candidates selected for reference checks into the workflow state of “Conduct Reference Checks” by following these instructions - Job Aid: Move Applicants to Conduct Reference Checks

Hiring department/search committee representatives conducts reference checks using questions reviewed by HR Employment Services.

Learn more about checking references.

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.

09

Candidate Selection

PA Process:  Electronic Reasons for Non-Selection for Applicants INTERVIEWED
For positions posted through PeopleAdmin, the Search Chair must move applicants in the workflow by entering reasons for non-selection for all applicants interviewed and not advancing by following these instructions. Job Aid:  How to Move Applicants in the Workflow.  The final disposition codes for those applicants interviewed and not advancing will also be entered into the system at this point in the process.  Please reference: Reasons for non-selection and AFL/Final Disposition Codes.

PA Process:  Electronic Move of Finalist to “Recommended for Hire by Department”
For positions posted through PeopleAdmin, the Search Chair must move the final candidate into the workflow state of “Recommended for Hire by Department” by following these instructions- Job Aid: Move Finalist to Recommended for Hire by Dept.

 PA Process:  Electronic Applicant Flow Log (AFL)
For positions posted through PeopleAdmin, the AFL is completed electronically through PeopleAdmin during the search process.  No further action is required by the department to collect this information.

 

NOTE: Anytime a change is made to  an applicant's Workflow State or Workflow Reason, please email equity@mtu.edu.

 

For jobs not posted on PeopleAdmin:

After the candidate has been selected, the department completes a Staff Hiring Activity Record (SHAR) and the Applicant Flow Log.  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. 

The department then sends the hiring documentation to OIE. Hiring Documentation includes:

  • Applicants/Resumes of Interviewed and Rejected Candidates
  • Staff Hiring Activity Record
  • Applicant Flow Log

The Office of Institutional Equity and HR Employment Services must review the Staff Hiring Activity Record BEFORE a job offer can be made.

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.

HR Employment Services will confirm that reference checks were conducted before approving the Hiring Documentation. 

After all final reviews are completed, the department will be notified by HR Employment Services of approval to extend a verbal offer of employment.

If you have any questions on a failed search:  Contact HR Employment Services 906-487-2280

10

New Employee Completed Legal Paperwork

The new employee must complete all applicable employment forms, in person, at HR Employment Services (Lakeshore Center-2nd Floor) on or before their first day of work.  Since HR Employment Services and HR Benefit Services are located in the Lakeshore Center, many new hires find it convenient to schedule one visit.  The employee may schedule this appointment in advance by calling 906-487-2517.

The new employee cannot begin work until the employment paperwork is completed.