We're pleased to provide this overview of the posting, recruiting, selection, hiring, and orientation process for non-academic employees.
Hiring for a critical position? We can help.
Prior to posting a job, you will need to:
- Review (or write) the full job description. See our guidelines.
- Draft the job requirements for posting. Posting descriptions should be no more than 250 words.
- Get all required approvals from your DLC.
- Determine who will be involved in the screening and selection process, including who should have access to candidates in the Applicant Tracking System.
- Develop a plan for recruiting, including how you will reach out to a diverse pool of candidates.
Creating a requisition
Advertising and diversity outreach
Jobs are automatically posted on the following web sites:
- 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 (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 Staffing Services.
Screening, interviewing, and dispositioning candidates
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.
More interviewing resources
Wondering what questions you may legally ask when interviewing candidates? We've provided that information along with other guidelines, checklists, and reference materials to help with the interviewing process under Resources below.
We've recently added a guide on best practices for video interviewing.
If you could use more assistance, please contact us.
Preparing and extending an offer
Before extending an offer 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 below.)
When you extend a verbal offer to a candidate, move them to the Offer folder in the ATS. This gives you the option of also generating a written offer.
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 provides an interactive interface allowing 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 in-person New Hire Orientation, held every other Monday afternoon in NE49-5000, in addition to any local orientation and onboarding activities you organize.
Tools and Resources
For your reference we've provided checklists, guides, and other helpful materials below for recruiting, interviewing and hiring at MIT.