The following steps are hiring guidelines provided by Human Resources Academic Employment Services and the Office of Institutional Equity (OIE). Click on each step below for more information.
Refer to Senate Search Procedures 800 for additional guidance for Dean and Chair search procedures.
Complete the Position Authorization Form
Before posting a position, a Position Authorization Form must be completed and sent to Academic Employment Services.
If a Department is considering the use of a third party recruiter or search firm for particularly hard to fill positions, keep in mind that Human Resources:
- Must be contacted to initiate this process, by calling 906-487-2280
- Can assist with suggestions of third party recruiter or a search firm
- Must be a part of the process to complete the required contract
Also third party recruiter or search firms must:
- Follow Equal Employment Opportunity laws and practices
- Treat all applicants equally in all steps of the search
- Confirm this practice in the contract
Appointing the Search Committee, Confidentiality and Role of Committee
For School Dean and Associate School Dean Search - The Provost appoints a search committee consisting of at least five faculty members from the School.
For Department Chairs Search - The Search Committee for the Chair will be elected through a secret ballot organized by the Senator of the department and one other faculty member selected by the department’s faculty. The number of members on the Search Committee will depend on the number of faculty in a department. Departments with twelve members or fewer will have a committee of at least three members. Departments consisting of more than twelve faculty members will have a committee of at least four faculty members. In each case, one additional person from outside of the department will be appointed by the College dean. If the department has professional staff, one staff member should be elected by the staff to be on the committee. The chair of the search committee will be elected by the committee at its first meeting.
Search Committee training
All search committee members need to complete the Diversity Literacy Workshop and Legal Aspects Certification. Learn about Diversity Certification. It is the department’s responsibility to ensure the search committee members have completed the Diversity Literacy Workshop and Legal Aspects Certification.
Instructions for the Chairperson of the Committee - It is the responsibility of the Chairperson of the Recruitment/Hiring Committee to read the following statement regarding confidentiality to the entire committee at the beginning of the process before the committee discusses criteria, drafts interview questions, reviews applications and/or resumes or begins any work.
All information learned from any recruitment document or during interviews is privileged. The information is not for public disclosure. In the eyes of the law, each committee member is viewed as an agent of the university. During the selection process, it is important that we do not create a liability for the university or for ourselves as individuals. Members who disclose privileged information run the risk of involving themselves and/or the university in a lawsuit involving a tort action. Examples are the tort of defamation, which is committed when an individual communicates false, injurious information about another; and tortious invasion of privacy, which includes placing another in a false light in the public eye or public disclosure of private facts. In any lawsuit it is possible for an individual to be named as a defendant as well as the university.
An appropriate response to questions from individual applicants or the public about any aspect of the selection process should be:
- Selection is a confidential process and therefore I am unable to respond to your question.
- The recruitment process is treated with confidentiality, so it would be inappropriate for me to answer your question or that of any other applicant.
- If the person inquiring is not satisfied with your response, please ask them to refer the question to Workforce Planning in the Human Resources.
The Confidentiality Statement must be signed by committee members and sent to Academic Employment Service.
Confidentiality of Applicants
Information learned from the search is confidential and must not be discussed outside of the search committee. When a candidate has made it to the short list, information on the candidate will be made available to all department faculty and staff following Senate Search Procedures 800.
- Send names of committee members to firstname.lastname@example.org for review
- Communicating the charge to the committee
- Obtain signed Confidentiality Statement from committee members
- Mediate conflict
- Maintain confidentiality and search integrity
- Evaluate any conflicts of interest
- Move applicants through workflow using PeopleAdmin
Committee Members' Role (Including students on committee)
- Protect confidentiality of applicants
- Treat all applicants equally
- Set aside bias
- Evaluate all applicants according to requirements in job posting
- Help with recruitment
- Attend meetings and participate fully
Conflict of Interest
If a search committee member knows an applicant, this must be disclosed to the search chair.
Develop the Job Description
Develop a clear position description that includes minimum required Education, Experience, and Knowledge, Skills, and/or Abilities. Additional desirable Education, Experience, and Knowledge, Skills, and/or Abilities may also be identified. Use the following forms to assist in the development of your job description:
All applicants will be evaluated according to the minimum requirements. Therefore, those requirements must be appropriate, realistic and reasonable. Identify minimum requirements in the areas of degrees, experience, knowledge, skills, and personal traits.
Be aware that setting requirements too high may exclude applicants based on qualifications that are not necessary to perform the job. This may create disparate impact resulting in discrimination against applicants. Setting your requirements too narrow may limit your applicant pool and you may miss out on a well-qualified applicant.
It is important to be clear and concise when adding the Summary of Duties 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.
Complete Advertisement Form II – Get appropriate signatures and return the form and draft copy of advertisement language to Academic Employment Services for review. Document your advertising plan and summarize any special measures that will be taken to solicit applications from women or minority groups.
All external advertisements paid and free must be approved by both Academic Employment Services and the Office of Institutional Equity before you advertise.
- National and Online Advertising sources
- Veteran Resources for Federal Contractors
- Free Veteran Job Listing website
It is required by federal regulations that all advertisements contain the EEO statement. This includes posting on social media.
- Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer, which includes providing equal opportunity for protected veterans and individuals with disabilities”.
- A shorter version may be used only when the word count is under consideration for pricing of ads: “Michigan Tech is an EOE which includes protected veterans and individuals with disabilities.”
Michigan Tech requires the following language in advertisements:
Michigan Tech is an ADVANCE Institution, one of a limited number of universities in receipt of NSF funds in support of our commitment to increase diversity and the participation and advancement of women in STEM”
Michigan Tech acknowledges the importance of supporting spouses/partners and retaining a quality workforce. Michigan Tech is committed to offering career exploration advice and assistance whenever feasible and appropriate at the University and in the local community. See Partner Engagement Program for additional information.
A shorter version may be used only when the word count is under consideration for pricing of ads: "Michigan Tech acknowledges the importance of supporting spouses/partners in attracting and retaining a quality workforce." See Partner Engagement Program for additional information.
You must include the geographic location of the university in your advertising (Houghton, MI).
Review "Departmental EEO Report" in PeopleAdmin
All search committee members should run and review the “Departmental EEO Report” to evaluate the applicant pool for diversity. If representation of women and/or minorities is low, consider making additional recruitment efforts.
To run report:
- Select position title for your current search
- Click on “Reports” tab
- Run “Departmental EEO Report”
- When report is ‘complete,’ hover mouse over “Actions” and click “View Report”
Review Applicant Materials
Using the job description, develop criteria and evaluation material for rating applicants based upon "Required" and "Desired" qualifications. Do not use the responsibilities listed in the 'Summary of Duties' when evaluating applicants.
After review of applications, resumes, and/or cover letters, those applicants who are not being selected for interview, based on your evaluation materials, must be given reasons for non-selection.
Using PeopleAdmin, the Search Chair will move applicants in the workflow by entering reasons of non-selection. This will remove applicants from the pool.
- HR Job Aid: How to Move Applicants in the Workflow
- Reasons for non-selection and AFL/Final Disposition Codes
These reasons will be reviewed by Institutional Equity (OIE) before interviews are approved.
All applications must be reviewed until the day that interviewing starts.
|Unacceptable Reasons||Auditor’s Comments|
|Did not meet search criteria||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|
Develop interview questions and submit to Academic Employment Services for approval.
Before setting up interviews:
- A copy of the EEO Report and Confidentiality Statement must be sent to Academic HR.
- Using PeopleAdmin: The search chair must send an Electronic 'Request of Approval by OIE to Interview'.
- Using PeopleAdmin, the search committee chair should request and receive approval by OIE before interviewing applicants. Request approval to interview by following these instructions - HR Job Aid: How to Request Approval to Interview.
- HR Guide: Learn more about conducting successful interviews
Option to close the applicant pool. The committee has the option of closing the applicant pool on the date that the first applicant is interviewed.
- After interviews have been scheduled, the search chair can notify HR with the date of the first interview. The applicant pool will be closed on this date.
- Applications received until this date must be reviewed by the search committee.
Please note, once an applicant has been approved for an initial interview, approval from OIE is not required for that applicant’s follow up interviews.
During the interview process:
- Interview questions must be asked consistently with all who are being interviewed
- Take notes that can be used for reasons of non-selection
- Notes taken by the search committee should only relate to the interview questions being asked. No opinions about candidates should be written and refrain from physical descriptions (e.g. clothing, age, color, height, accent, etc.). All notes and e-mails can be viewed via a FOIA (Freedom of Information Act) request. Notes are turned in to HR and kept with the hiring packet.
- Information learned from the search is confidential and must not be discussed outside of the search committee. When a candidate has made it to the short list, information on the candidate will be made available to all department faculty and staff following Senate Search Procedures 800.
- Keep conversations professional during interviews (e.g. no comments/conversations between search committee members that are not relevant to the interview, joking between committee members, etc)
|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|
NOTE: Anytime a change is made to an applicant's Workflow State or Workflow Reason, please email the Academic Employment Services and copy email@example.com. PeopleAdmin does not send a trigger e-mail for every change made in the workflow.
Electronic Move of Applicants to “Conduct Reference Checks”
Using PeopleAdmin, the Search Chair must move the final candidates selected for reference checks into the workflow state of “Conduct Reference Checks” by following these instructions - HR Job Aid: Move Applicants to Conduct Reference Checks.
- The search committee should obtain independent assessments (reference checks) from referees not listed by the candidates and should solicit faculty help in identifying these referees. The questions should be Academic Employment Services.
- HR Guide: Learn more about checking references.
Following Senate Search Procedures 800, the committee will recommend a candidate.
At this point, all candidates not chosen for hire must have a reason of non-selection.
Using PeopleAdmin, the Search Chair will move candidates not selected for hire in the workflow by entering reasons of non-selection.
- HR Job Aid: How to Move Applicants in the Workflow
- Reasons for non-selection and AFL/Final Disposition Codes
These reasons will be reviewed by Institutional Equity (OIE) before a candidate can be reviewed for hire.
Using PeopleAdmin, Academic Human Resources will move the final candidate into the workflow state of “Recommended for Hire by Department”.
Hiring Packet: Prepare the following and send to the academic employment services area in Human Resources:
- Form A – Appointment Recommendation and Faculty Qualifications Assurance Form
- Draft appointment/offer letter
- Request for Start-Up (if applicable)
- Draft start-up support letter (if applicable)
- Three (3) recommendation letters (printed from People-Admin)
- CV – this can be printed from People-Admin
- Hiring Form II
- Confidentiality Statement – all search committee members must sign.
Academic Employment Services will confirm that reference checks were conducted before approving the Hiring Documentation. After all approvals are received from the Provost and President, the department will be notified by Academic Employment Services of approval to extend a written offer of employment.
If you have a failed search contact academic employment services at 906-487-2509. Also email the Office of Institutional Equity at firstname.lastname@example.org stating you have a “failed hire.”
All documentation related to a hire, including search committee notes, any evaluation criteria, reference checks, the results of any testing, ratings of applicants, etc. must be retained by the University for 3 years after the hire date. Please send all materials to Human Resources.
After the offer letter has been signed, notify the candidates interviewed but not selected. All other applicants can be notified by Human Resources via email as part of the online applicant system. The chosen applicant will be moved to “Considered, Will Hire”.
New Employee Completed Legal Paperwork
The new employee must complete all applicable employment forms, in person, at Employee Orientation on their first day of work. For questions, please contact Human Resources in advance by calling 906-487-2280.
The new employee cannot begin work until the employment paperwork is completed.