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. Please consult your employment representative for assistance in writing your job description.
Complete Form I: Position Authorization Form and Advertisement
The Position Authorization Form I, is completed by the department. After appropriate signatures are obtained, the form and draft copy of advertisement language is sent to Academic Employment Services for review. A copy of the advertisement language should be sent to the Office of Institutional Equity for their review also. Download Form I: Position Authorization from the Faculty Hiring Forms II,III,IV
After review by Academic Human Resources, the Position Authorization Form (Form I) is sent to the Provost for approval, presidential approval is also needed for a new position. The form is then returned to Human Resources.
Academic Employment Services will then consult with department regarding the online applicant (People-Admin) process (this can be done after step 1 while awaiting approvals on position).
This will include:
- Sending the Faculty PA posting worksheet and the 10 Steps to Faculty Hiring to the search committee chair.
- Discussing the steps on the PA posting worksheet – prescreening questions, required and optional documents, reference letters, evaluative criteria, etc.
Things to Remember:
- Work with your Academic Employment Services Representative from the beginning of the process.
- All inquiries and requests from candidates must be referred to the chair of the search committee.
Guidelines for Forming a Diverse Search Committee & Completing The Advertising and Committee Approval Form (Form II)
Complete the Advertisement and Committee Approval Form II – Get appropriate signatures and return the form to Academic Employment Services. Document your advertising plan and summarize any special measures that will be taken to solicit applications from women or minority groups. Download Form II: the Advertisement and Committee Approval from the Faculty Hiring Forms II,III,IV.
When convening a search committee, diversity is key. 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.
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.). The diversity will facilitate a strong hiring process that aligns with Equal Employment Opportunity.
Search Committee members must sign the Confidentiality Statement.
Prepare Job Posting/Advertising
All external advertisements paid and free must be approved by both Human Resources Academic Employment Services and the Office of Institutional Equity before you advertise.
Complete the purchase requisition form and send to purchasing with ad unless using the purchasing card.
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”.
A shorter version may be used only when 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 all faculty 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 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).
Advertise and recruit as appropriate for the position. See How To Advertise Your Job for additional information. Faculty positions require a national search. See National and Online Advertising for suggested publications and websites to advertise your position.
It is very important you do not advertise the position until you receive final approval from HR.
Review "Departmental EEO Report" in PeopleAdmin
Electronic Diversity Report
The search committee is strongly encouraged to run and review the "Departmental EEO Report" to evaluate the diversity of the applicant pool. If representation of women and/or minorities is low, consider making additional recruitment efforts.
To run report:
- In People Admin, select position title or posting number for your current search
- Click on “Reports” tab
- Run “Departmental EEO Report”
- When report is ‘complete,’ hover mouse over “Actions” and click “View Report” or "Download to Excel"
Review Applicant Materials
Develop criteria and evaluation material for rating candidates based upon required and desired qualifications. Remember to document any decisions made about applicants, by further examination of CVs, supporting documentation requested or interviews.
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|
All applicants must be reviewed until the day that the first interview takes place.
When interviewing begins the search chair has the option to have applications re-routed to “Review by Human Resources” instead of “Review by Search Committee” If this option is chosen, the search chair must notify Human Resources and they will code all applications after the date of the first interview as late applications in the system. 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.
All positions at Michigan Tech are considered open until filled; however, the “review by Human Resources” optional feature allows for a way to limit your pool. If any applications that were held by Human Resources are reviewed after interviews began, then ALL previously held applications must be reviewed.
Narrowing the Applicant Pool and Non-Selection and Completing Form III, the Interview Approval Form
After reviewing applications in the People-Admin system, those applicants who are not advancing further (to a phone or Skype interview), must be given a reason for non-selection and disposition code, which will remove them from the applicant pool at this stage of the process.
Reasons for Non-Selection of Applicants NOT Advancing Further and Disposition Codes. The search chair or search admin, 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.
Complete Form III: Interview Approval from the Faculty Hiring Forms II,III,IV. Your employment representative will provide the EEO report to go with this form for Department Chair and Dean approval. Download Form III: Interview Approval from the Faculty Hiring Forms II,III,IV.
With form III you need to include the Departmental EEO Report - Electronic Diversity Report for positions posted through People-Admin, the search committee chair or search admin should check the diversity of the applicant pool. Contact your employment representative to do this.
Before setting up interviews:
- Develop interview questions and submit to Academic Employment Services for approval.
- Interview questions must be asked consistently with all who are being interviewed.
- Create an effective selection criteria, contact your employment representative for assistance with this.
- During the interview process take notes that can be used for reasons of non-hire. You will need to provide reasons why all candidates were not interviewed/hired. The reasons must be related to the “Requirements and the Desirables” of the position description. If the Office of Institutional Equity finds the reason to be to general, the applicant will be sent back to the search chair in the workflow, “OIE requests more info” for more information.
- Beware of biases and stereotypes
Human Resources will move the candidates into the workflow state of “Email request to Reference Providers”. The system will send out an email to the references that the applicant provided. This can be done anytime during the applicant process, for all applicants or your finalists.
Candidate Selection & Electronic Flow Log and completing the Candidate Selection Form IV
Reasons for Non-Selection of Applicants Interviewed and Final Disposition Code. 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 contact your employment representative for assistance with this step.
Move of Finalist to “Recommended for Hire by Department” and Complete the Final Selection Form IV. The Search Chair or Search Admin will notify Academic Employment Services with the candidate they are recommending for hire and provide them with Forms II, III and IV. Download Form IV: Final Selection Form IV from the Faculty Hiring Forms II,III,IV.
Hiring Packet: Prepare the following and send to the academic employment services area of 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 Forms II, III, IV
- Confidentiality Statement – all search committee members must sign.
After final approvals are received from the Provost and President the department will be notified to make the offer to the candidate. An official offer letter will be sent for signature confirming details of the offer, (salary, start date, etc.)
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, 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. This can be done by Human Resources via email as part of the on line applicant system. The chosen applicant will be moved to “Considered, Will Hire”.
New Employment Paperwork with Human Resources
The new employee must complete all applicable employment forms at the new employee orientation which will be on or before their first day of work. The new employee cannot begin work until the employment paperwork is completed.