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.
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 HR Employment Services.
If a Department is considering 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
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.
Guidelines for the Search Committee
- 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 (provided to Chair by HR)
- 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
Appointing a Diverse Search Committee
The search 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 committee should include members with different perspectives and expertise.
This diversity will facilitate a strong hiring process that aligns with Equal Employment Opportunity.
- The committee should consist of a minimum of three (3) members with one or two members from outside your department, in addition to those from within the department. These external committee member(s) 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, two or three should be from outside the department.
- All members of the search committee must have completed training.
All members, including students, of a search committee must maintain confidentiality to protect the privacy of all applicants and the integrity of the search. Any breach in confidentially should be reported to the search chair.
The committee/chair should discourage discussions about applicants that do not focus on the job criteria. This may include such topics as family status, non-job related information, and rumors. Information learned from the search must not be discussed with anyone outside of the search committee during the search process and after the search process. This includes:
- Applicants names
- Information learned about an applicant during the search
- Discussions among committee members
When a committee member has participated in a previous search, applicant information cannot be shared between searches.
Conflict of Interest
If a search committee member knows an applicant, this should be disclosed to the search chair.
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 word count is under consideration for pricing of ads: “Michigan Tech is an EOE which includes protected veterans and individuals with disabilities.”
Michigan Tech is an AA/EEO employer and is required to take proactive steps in the recruitment and search process to correct underrepresentation of women and minority group members. Federal law also requires proactive outreach to veterans and individuals with disabilities in every search.
ALL external advertisements must be approved by both HR Employment Services and Institutional Equity.
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.
- 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.
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|
Develop interview questions and submit to HR Employment Services for approval.
Before setting up interviews:
- 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 - Job Aid: How to Request Approval to Interview.
- Learn more about conducting successful interviews
Option to close 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 with anyone outside of the search committee during the search process and after the search process.
- 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 Employment Services Representative 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 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.
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.
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.
- 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, the Search Chair must move the final candidate into the workflow state of “Recommended for Hire by Department” by following these instructions.
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.
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.
If you have a failed search, contact HR Employment Services at 906-487-2280
New Employee Completed Legal Paperwork
The new employee must complete all applicable employment forms, in person, at the New Huskies 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.