Candidate Selection Overview
- HR requires 3 letters of recommendation
- If they are not provided in the application process HR will request them
- Search committee informs HR when they are ready to request recommendation letters
- Provide recommendations to the Department Chair or Dean
- In PageUp, Search Chair add reasons for non-selection for those not chosen for hire
- In PageUp, Search Chair moves candidate selected to Recommend for hire
- Appointment Request packet is sent to Human Resources
- Wait for Equal Opportunity Compliance's review and approval from Human Resources before offering position
- If the search failed to find a candidate, inform Human Resources
Enter reasons of non-selection for candidates not chosen for hire
Complete Form A: Faculty Appointment Recommendation
Send Appointment Request Packet to HR
- After Provost's final approval Dean or Department Chair makes an offer to candidate
- Send all search documentation to Human Resources
- Dean or Chair of the department sends offer letter to candidate
- New employee attends new employee orientation of their first day of work to complete new employee paperwork
- Send all search documentation to Human Resources
Step 8: Candidate References
Committee Recommends a List of Candidates
Once all interviews are completed, discussion among committee members can occur to determine the top candidates who will be recommended to the Chair or Dean for hire. Once again, don't ask each committee member to prioritize the list as this can induce an anchoring or focusing effect. Let the prioritized lists arise as a result of discussion of each of the candidates.
Minimum of 3 recommendation letters are required, and are typically requested during the application process. When it is time for the search committee to review recommendation letters, the search committee chair will inform Human Resources. Human Resources will move the candidates into the workflow state of "Reference check". Human Resources will make the letters available to the search committee.
Building a reputation as a great place to work is done in many ways. When letters of recommendation are submitted for candidates, it is important to follow-up with the recommender thanking them for their time is one way to build and maintain this reputation. A simple follow-up email, like the one below, is a great way to build on this, but a more personalized touch is always better. "Hello _____, Thank you for submitting a letter of recommendation. Your letter is now available for viewing by the faculty search committee. We would like to include your letter in the appointment file when an offer of employment is extended. Sincerely, _____"
If a search chair, department chair or dean would like to contact "off-list" references for a candidate, please contact Human Resources with the request to do so.
Step 9: Final Candidate Selection
Before any offer for employment made, the Search Chair must first go into PageUp and update the workflow status of who will not get an offer of employment.
Reasons for Non-Selection of Applicants Interviewed and Final Disposition Code
The Search Chair will move applicants in the workflow by entering the final disposition codes and reasons of non-selection for all applicants interviewed and not advancing. If you need assistance, contact Human Resources and also review the Applicant Flow Log webpage for assistance. You will be using the section called Disposition Codes to use once an applicant has been interviewed and/or reached the "recommend for hire" stage.
Movement of the Finalist to "Recommended to Hire by Dept"
The next step is for the Search Chair or Search Admin to notify Human Resources with the name of the candidate(s) that are recommended for hire.
Appointment Request Packet
Please prepare the following and send it to Human Resources: This is also listed in the Faculty Hiring Checklist.
- 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 PageUp)
- CV – this can be printed from PageUP
Provost Provides Final Approval and Employment Offer is Made
After final approvals are received from the Provost, the Dean or Department Chair will be notified that they can now make the offer to the candidate. Once this is completed, an official offer of employment letter will be sent from the department chair or dean for signature confirming details of the offer, (salary, start date, etc.)
The way an offer is negotiated can have lasting impacts not only on the candidate's decision but also on their career. Strive for a feeling of openness and fairness when negotiating contracts. This will help the candidate feel as if they're entering an environment where they can thrive. There is some evidence that suggests women are less inclined to negotiate than men. Seek to empower all candidates to advocate on their own behalf by providing a list of things they can discuss in negotiations. Examples are provided in the resources section below.
Equity will continue to be a vital part of an efficient and productive workplace. Equitable negotiations, and follow-through on promises from these negotiations, are a great way to improve faculty satisfaction and ultimately retain world-class faculty. Another important factor for early career faculty is support for career development. The Early Career Management program at Michigan Tech provides new faculty with a mentoring committee and valuable guidance for their development.
Send Materials to Human Resources
All documentation related to a search process, including search committee notes, evaluation criteria, reference checks, 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 Human Resources.
Equity Advisor Role
- Help ensure that biases do not surface in the discussion of candidate references and the final candidate selection.
- The EA does not participate in choosing the final candidate.
Step 10: Offer Accepted and New Employment Paperwork
After the offer letter has been signed, Human Resources will notify the candidates who were interviewed but not selected and will move the chosen applicant to "Offer accepted" in PageUp.
New Employee Paperwork
The new employee must complete all applicable employment forms at the new employee orientation which will be on their first day of work. Human Resources will contact the new employee with the date, time, and location the week before they begin their new position. The new employee cannot begin work until the employment paperwork is completed.
- Beyond Gender and Negotiation to Gendered Negotiation
- Example Items To Discuss In Negotiations
- Course Release Time
- Summer Salary
- Lab Equipment
- Lab Space
- Renovation of Lab Space
- Research Assistants
- Clerical/Administrative Support
- Travel/Discretionary Funds
- Moving Expenses
- Michigan Tech Early Career Management