The Staff Hiring Activity Record (SHAR), formerly known as the Affirmative Action Record (AAR), is used by the Affirmative Programs Office to track staff hires. The Affirmative Programs Office uses this information to ensure that no discrimination took place during a hire. Having this documentation done at the time of the interview and selection of the candidate prevents having to reconstruct the entire situation during an investigation in the future.
Affirmative Action requirements are vital for analysis required by the federal and state government. Michigan Technological University's federal and state funding is contingent upon being in compliance with related regulations.
- The hiring department is to do a Staff Hiring Activity Record for all posted hires.
- The SHAR should include an explanation of why every person that submitted a resume/application was not selected.
- This includes those who were qualified but not interviewed. The reasons must be specific and job-related. This will ensure that signs of discrimination did not intrude into the selection of the best-qualified candidate.
- Second Choice Selection: You can also list a second choice in case the desired candidate declines.
- Once the SHAR is completed it should be sent to the Affirmative Programs Office.
- An applicant flow log must be sent with every SHAR. The Affirmative Programs Office will examine the SHAR and the AFL to ensure that protected class members were considered and that there is no adverse impact on current employees. The Affirmative Programs Office may contact the department to obtain this information.
- Affirmative Programs and Human Resources will review SHAR. Human Resources will contact the hiring department after the Affirmative Programs Office and Human Resource Office approve hire.
The Affirmative Programs Office and Human Resource Office must approve the Staff Hiring Activity Record before a job offer can be made.