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 and should follow our guidelines for ensuring bias-free job postings.
- Get all required approvals from your DLC. Approval processes vary by School/Area. If you are not sure of the process for your DLC, 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.
- 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.
- Develop a plan for recruiting, including how you will reach out to a diverse pool of candidates. See Advertising and Diversity Outreach below.
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 DLCs:
- 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 Staffing Services.
In addition to advertising, hiring managers are encouraged to:
- Share news of open positions with MIT’s Employee Resource Groups (ERGs). Ask the co-leads to share the news with their networks.
- Ask department staff to circulate job opportunities to the membership of academic or professional organizations they belong to
- Ask the Staffing Services team to highlight open positions at upcoming career fairs or networking events. (Contact Staffing Services 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.
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
More interviewing resources
Find more 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.
For more assistance, please contact us at firstname.lastname@example.org.
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 in the resources below.)
Additional language to include when confirming a verbal offer of employment in an email or when making a written job offer:
“MIT currently requires COVID-19 vaccination for all MIT employees who will have an on-campus presence. Individuals may request exemption from the vaccine requirement for medical or religious reasons. More information may be found at: https://now.mit.edu/. This offer of employment is contingent on your compliance with MIT’s COVID-19 vaccine/exemption requirements.”
When you extend a verbal offer to a candidate, move them to the Offer folder in the ATS.
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 a New Hire Orientation session, 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.