Recruiting candidates is a crucial step in the hiring process and all faculty positions require a robust national search.
Step 3: Advertising and Building a Diverse Pool
Include EEO Statement on all advertisements
Step 4: Review Diversity of the Applicant Pool
- Run the EEO Report
- Review diversity of candidates in the pool
- Revise recruitment plan if needed
Step 3: Advertisements and Building Diverse Applicant Pools
Active Recruiting is Everyone's Responsibility
Remember that "to search" is a verb so make sure your search is active. In an effort to reach the broadest possible audience, it is the responsibility of all search committee members to assist in the recruitment of a diverse applicant pool. Searches are more successful when each search committee member actively participates in contacting and encouraging applicants to apply to the position.
Networking is an important tool in recruiting candidates. All committee members should reach out to diverse networks they have developed over the years to find professionals that may not be actively looking for a job and/or to gather referrals. Hopefully, these networks are broad and diverse, and include colleagues, other Universities, and student and professional associations. This outreach will take some time, but remember that a quick hire is not the goal. The goal is to hire a highly qualified candidate who will bring distinction to your department and the University.
Recruitment and Advertisement Plan
It is important not to rush this recruitment step. Equal Opportunity Employer and Federal contractor compliance require Michigan Tech to make good faith efforts to recruit a diverse pool of applicants; per Executive Order 11246, VEVRAA and 503 regulations. These regulations prohibit discrimination in employment decisions on the basis of protected class status and requires affirmative action to recruit and advance protected veterans, individuals with disabilities, women, and minority applicants.
It is a best practice to develop a recruitment plan that documents your efforts and summarizes all measures that take place to recruit applicants, including women and minorities. This plan should include networking and advertising your position in a wide variety of places to reach the broadest audience. If you choose to not advertise in a traditional sense, you should still plan to recruit qualified candidates in a way that provides opportunities and removes barriers to underrepresented individuals. An example would be to issue a call for nominations using the committee members' diverse networks.
Advertisements can be placed online and/or print. Such resources may include printed journals, local or regional newspapers, professional organization websites, university placement offices that offer the degree required for the position you are advertising, and using social media options. Carefully review the specifications of your advertisements as they vary from service to service, and site to site. When you post to websites that allow for application submission, include wording directly in your posting that states, “Application materials submitted through this website will not be reviewed. You must apply on Michigan Tech's employment website to be considered for the position. Submit your application materials for this position using the following URL: [INSERT full URL for your position].”
Job advertisements should be tailored to the position and posted appropriately. For example:
- hourly positions should be advertised locally,
- mid-level administrative/managerial/coordinator positions should require a regional search, and
- upper-level administrative positions should require a national search.
All positions are automatically posted to the following:
- MTU Employment website and Tech Today
- Michigan Works/Pure Michigan Talent Bank
- The National Labor Exchange
See National and Online Advertising Resource page for many suggested publications and websites to advertise your position.
All Advertisements Must Be Approved
All advertisements, paid and free, in print, online, and/or social media, must be sent to and approved by both Human Resources and Equal Opportunity Compliance before you advertise. Please do this by sending an email to firstname.lastname@example.org and to your HR Employment Representative.
Paying for the Advertisement
After approval of the advertising text you may begin to advertise. It is preferred that the departmental purchasing card (pcard) be used whenever possible, especially when invoices are under $5,000. Otherwise, use a purchase requisition (when order is to be placed by Purchasing), or Check Request (after-the-fact when an invoice is already in your possession). For more information on purchasing procedures please contact Purchasing at email@example.com.
Staff position advertisements need to include:
- The EEO tagline is required in ALL advertisements: "Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all, including protected veterans and individuals with disabilities."
- The short version should only be used when word count is under consideration for pricing of ads: "Michigan Tech is an EOE that provides equal opportunity for all, including protected veterans and individuals with disabilities."
- Title of Position
- A brief list of duties to be performed by the candidate
- Requirements for degree(s), years of experience and any other qualification requirements
- "Apply at <INSERT UNIQUE ADDRESS> directly to your department's position on the HR website>
Below is the advertising language that is suggested.
"Michigan Technological University, Department of <insert department name> invites applications for the position of <insert position title>. Applicants for the position are required to have <insert info here – e.g., degree, experience, disciplinary focus>.
Michigan Tech attracts world-class faculty and staff who enrich the educational experience of smart, motivated, and adventurous students. Applicants who are committed to promoting a sense of belonging and contributing to an equitable and inclusive learning environment for all are strongly encouraged to apply (www.mtu.edu/diversity-inclusion/). <add info here – e.g., points of pride such as rankings, current initiatives, notable achievements, etc.>.
Successful candidates will be expected to <insert brief info here>.
Ending Advertisement Language:
"Located in Houghton, in the heart of Upper Michigan's scenic Keweenaw Peninsula, the university is just a few miles from Lake Superior. The surrounding area is perfect for enjoying outdoor activities throughout the year. (All ads must include geographic location to meet federal requirements)
Michigan Technological University is an Equal Opportunity Educational Institution/Equal Opportunity Employer that provides equal opportunity for all, including protected veterans and individuals with disabilities. (This statement is required due to federal EEO requirements)
For more information contact Human Resources at (906) 487-2280. To apply: See jobs.mtu.edu/postings/ and <insert unique address>."
Step 4: Review Diversity of the Applicant Pool
During this step, the search committee will review the applicant pool to determine if benchmarking goals are being met in regard to the diversity of applicants.
The EEO Report
The Equal Employment Opportunity (EEO) Report is a tool that will assist the committee in evaluating the diversity of the applicant pool. The EEO report provides information on how applicants have self-identified and is a voluntary part of the application process due to compliance regulations. The search chair/admin can run this report as needed, but only before interviewing begins; however there must be a minimum number of 5 applicants before the report can be run. If you are completing a union staff position search, this EEO report would only be run if and when the search becomes open for external applicant review. It is recommended that the committee use regional area current demographic data for similar positions as a comparison to determine if the applicant pool is adequately diverse. This may be available from professional organizations or other sources.
For our federal reporting purposes, Michigan Tech follows the definitions of the diversity categories on the Protected Class webpage. These definitions come from the Office of Management and Budget (OMB) and are the standards that must be used by federal agencies such as EEOC and OFCCP for reporting purposes. Michigan Tech has no control over the definitions.
Expand Recruiting Efforts If Needed
If representation of a diverse population is low, it is a best practice to expand recruitment efforts. This is important to note because the committee may need more time for additional recruitment efforts. Prior to interviewing, the committee could request the EEO report more than one time, however there must be a minimum number of 5 applicants before the report can be run. Once the committee begins any type of interviewing, the EEO Report cannot be pulled again in order to protect the self-identification process for applicants. Remember, all applicants must be evaluated based on required and/or desired qualifications listed in the job description. No employment decisions can be based on protected class characteristics as this is a violation of EEO law.