If you're an MIT hiring manager, this robust guide to hiring non-academic employees has been developed just for you.
From ensuring bias-free job postings to creating requisitions, conducting diversity outreach, screening, and interviewing, we’re ready to help you source outstanding candidates in an equitable and effective way. When you’re ready to extend an offer and onboard a new employee, we have resources for that too.
Hiring for a critical position? We can help.
For all positions, first complete Hiring at MIT: An Overview. This self-paced, web-based workshop provides an overview of the hiring process at MIT, including best practices, tips and resources to help you with this important responsibility. (30-45 minutes)
Before posting a job, you will need to complete the following steps:
- Review (or write) the full job description. See our guidelines.
- Set a hiring range. Pay grade ranges set the salary boundaries for a role or group of roles — with an established minimum, midpoint, and maximum. Pay grade ranges are based on external market data from various salary surveys and are broader than hiring ranges. A hiring range allows hiring managers to narrow the pay span that would realistically be considered for a position when recruiting.
EXAMPLE: Administrative Assistant 2
Pay Grade 5: $22.37 - $30.60 - $38.82 (min - mid - max)
Hiring Range: $25.00 - $30.00
Job postings should include a hiring range that falls within the pay grade range for that position listed in the job catalog. If the job catalog does not indicate a hiring range for a position, please consult with your Compensation representative before posting a job. Please consult with your Compensation representative before an employment offer is made to decide on the specific salary to be offered within the hiring range.
- Draft the job requirements for posting. Posting descriptions should be no more than 250 words and should follow our guidelines for ensuring bias-free job postings.
- Background check language: All job postings must include the following language:
Employment is contingent upon the completion of a satisfactory background check.
- Get all required approvals from your DLCI. Approval processes vary by School/Area. If you are not sure of the process for your DLCI, check with your Administrative Officer or HR Coordinator. If you don’t know who those individuals are, please contact your Human Resources Officer (HRO) in central HR.
Creating a search plan
- Determine who will be involved in the screening and selection process, including who should have access to candidates in the Applicant Tracking System. When determining who should be included in the interview process, consider the role and responsibilities and include the people best suited to help you assess an applicant’s ability to be successful in the role. Ensure that your process includes people who are different from yourself and who represent the diversity of people and experience in your work team. Where a search committee is used, one member of the search committee should be designated as the Equal Opportunity Representative responsible for assuring that the search committee makes every effort to attract a diverse pool of candidates.
- Develop a plan for recruiting, including how you will reach out to a diverse pool of candidates.
- If required for the position, complete a Serious Search Plan using your DLCI's document or our template (below under Resources). Submit it to your School/Area Headquarters for approval, and retain for audit purposes.
- See Advertising and Diversity Outreach below.
- Human Resources recommends posting a position for at least 10 business days. Depending on the candidate pool, some positions are posted for much longer.
Creating a requisition
Advertising and diversity outreach
In keeping with MIT’s commitment to promote an inclusive workplace that welcomes people of all backgrounds, experience, talents, and ideas, MIT job postings appear in places that reach diverse audiences. Jobs are automatically posted on the following websites at no cost to DLCIs:
- MassHire JobQuest
- National Labor Exchange
- Our Ability
- US Military Pipeline
To advertise elsewhere, complete the Advertising Request Form.
Diversity Posting Guide
We also offer a Diversity Posting Guide (find it under Resources below) for those who would like to share their openings with a wider, more diverse audience. This guide includes organizations that provide job listings for their members. They invite employers to post jobs for a fee. If you need suggestions or have questions about where to advertise, please contact Talent Acquisition.
In addition to advertising, hiring managers are encouraged to:
- Ask department staff to circulate job opportunities to the membership of academic or professional organizations they belong to
- Ask the Talent Acquisition team to highlight open positions at upcoming career fairs or networking events. (Contact Talent Acquisition for details.)
Screening, interviewing, and ensuring bias-free hiring decisions
Visit our ATS Information guide for detailed instructions about viewing resumes in the Applicant Tracking System and moving candidates through the hiring workflow. Please encourage all candidates to apply online so that records are all in one place and we are in compliance with all legal requirements.
Evaluating candidates’ equivalent experience and education
HR has developed guidelines for hiring managers to assist them in consistently evaluating candidates’ experience and education against minimum job qualifications. Equivalent combinations of education and experience, as prescribed in these guidelines, may be used to evaluate candidates against minimum job qualifications except for certain jobs requiring advanced knowledge of an academic subject.
Information regarding vaccination for candidates and new hires
MIT strongly recommends that all MIT faculty, staff, enrolled students, affiliates, and visitors follow CDC guidelines for Covid-19 vaccinations.
Ensuring bias-free hiringTake advantage of these resources to help ensure that MIT is creating the most inclusive and equitable workplace possible.
Workshops in the Learning Center
- Bias Interrupters
- Identifying and Interrupting Bias in Hiring
- Interviewing: Legal Do's and Dont’s
- From WorkWithoutLimits: Tips for Interviewing Candidates with Disabilities and help providing Accommodations for Candidates with Disabilities
More interviewing resources
Find more guidelines, checklists, and reference materials to help with the interviewing process under Resources below.
Review best practices for video interviewing.
For more assistance, please contact us at email@example.com.
Preparing and extending an offer
Before extending an offer:
- Prepare the Serious Search Report using your DLCI’s document or our template (below under Resources). Submit the report to your School/Area Headquarters for review and approval of the employment offer and retain for audit purposes together with your Search Plan.
- The Search Report asks for certain personal demographic information (e.g., gender) about the chosen candidate and finalists. You should complete the form using information that the candidates voluntarily provided or that you feel comfortable including based on personal appearance (such as gender). You should never ask a candidate to reveal their personal demographic information.
- Generally, finalists for a position are the final few applicants. These individuals often meet higher level managers and come on-site for in-person interviews. The hiring manager will identify the finalists depending on the circumstances.
- If you have an approved a waiver of search, you must provide detailed waiver information to Human Resources for central tracking and analysis.
- Check 2-3 references, verify the person's education and employment history, and record the results in the ATS. (Find a guide to reference checking in the resources below.)
Background checks: All new faculty and staff, as well as all postdoctoral scholars (associates and fellows), must have a background check completed through MIT as a condition of hire or appointment. Rehires who have not been employed by MIT for more than one year must also complete a background check before rejoining the Institute. More information on background checks.
Once your finalist has accepted the job and you have agreed on a start date:
- Move the person into the Hired folder in the ATS
- Disposition and communicate with all other applicants, if you haven’t already
- Submit the hire transaction in Atlas.
Orientation and onboarding
Once a new hire transaction has been entered by a hiring department, an email is generated to the newly hired employee that directs them to obtain their electronic credentials. They can then access the Atlas for New Hires application, which allows them to complete major onboarding activities. Activities include those required for Institute compliance such as completion of the I-9 and the Preventing Sexual Harassment course. Learn more about onboarding.
Benefits-eligible employees are invited to register for an MIT Benefits Orientation session, in addition to any local orientation and onboarding activities you organize.
All employees are invited to register for a New Employee Meet and Greet.
Additional Tools and Resources
- Affirmative Action policies: Learn about the Institute's Affirmative Action policies.
- How jobs and pay are structured at MIT: Find information on MIT's pay structure and job and position descriptions for all payroll categories. Also see information on the Institute's pay guidelines, including promotions and transfers.
- Temporary help: How to find and onboard temporary employees.
- Hiring tools and resources: For your reference we've provided checklists, guides, and other helpful materials for recruiting, interviewing and hiring at MIT. See below.
Related Documents & Forms