Hiring Procedures

Request Approval to Search

Each spring semester, divisional deans, in consultation with their department chairs, present a staffing plan that, once approved by the Provost, becomes the basis for hiring during the next academic year. The dean will approve a salary range (contingent on final approval by the provost) and a target for start-up costs, if applicable.

Summary of Procedural Steps

Carefully review the instructions for each step.

  1. Search Committee is formed.
  2. Recruitment and advertising plan and advertising text are prepared and submitted for review by Office of Equity and Equal Opportunity (OEEO) and Academic Personnel for review.
  3. Committee membership approved by Associate Vice President for Institutional Diversity.
  4. Meeting with committee and representatives from OEEO is scheduled.
  5. Request to search action is created in the PageUp online system, which includes a position description, recruitment plan, qualifications, salary range, etc., and this request proceeds through approvals.
  6. Applicants apply, and credentials are reviewed by committee.
  7. Applicant Flow Data Report is requested (through PageUp online system) from OEEO.
  8. Composition of candidate pool is approved by OEEO.
  9. Letters of reference are requested.
  10. Candidates for on–campus interviews selected; materials sent to Provost (via dean).
  11. On–campus interview pool is approved, and chair is notified.
  12. Interviews are scheduled.
  13. Department checks references (to include most recent employer or doctoral advisor).
  14. Chair/program director/dean can contact candidate with preliminary offer and should retain written copy (including emails).
  15. Candidate is recommended (through online system).

Committee Formation

The chair/program director reviews the appropriate departmental, divisional, and university regulations for hiring procedures and is ultimately responsible for compliance with all hiring procedures.

The search committee is appointed with as diverse a composition as practicable and should include gender as well as ethnic representation, even if members are drawn from cognate departments. The associate vice president for institutional diversity must be consulted regarding composition of search committees.

The department chair, program director, or chair of the search committee should contact the administrative assistant in the President's Office (513-529-1715) to schedule a time for the entire search committee to meet the director of OEEO and the associate vice president for institutional diversity to discuss the search. Please ensure that the recruitment plan and advertisement text are reviewed and approved prior to this meeting (see below).

The department chair or program director should set a time frame for the search committee to do an initial screening of applications. (This often occurs toward the end of the fall semester.)

Position Announcement Authorization

A request to fill a position, completed in its entirety, must be submitted via the online system when seeking approval to fill a vacant or create a new position. Essential responsibilities, proposed date applicant screening will begin, the proposed salary range, and the required and desired qualifications must be specified separately.

Review instructions to requisition a position in the online system

The requisition to fill a position is forwarded to Academic Personnel Services after approvals are obtained by the department chair/program director, the dean of the appropriate division, and after consultation with OEEO.

The entire search committee or department chair (if the department is the search committee) must meet with OEEO to ensure as diverse a pool of applicants as possible. During this meeting, availability data from Miami's Affirmative Action Plan, collection of Applicant Flow Data, interview guidelines and considerations, minority and female-specific recruitment and job advertisement requirements will be discussed. The recruitment plan, the advertisement, and the selection process, including any ratings instruments, will also be discussed and approved. OEEO will then approve the request as part of the PageUp approval queue.

Recruitment Plan and Advertising

The department, program or search committee develops the recruitment plan (see below) with the help of OEEO. It should summarize each step of the hiring process, including when and where the position will be advertised.

Personal contacts within and outside the University should be employed in soliciting the names of potential applicants to whom invitations to apply will be made. In addition, it is recommended that the committee identify the best graduate programs in the target field and contact chairs or graduate directors of those departments directly, soliciting applications from their best recent and impending graduates.

All vacancies must be advertised in strict compliance with established university policy (MUPIM 6.1). Position announcements must state that

“Miami University, an EO/AA employer encourages applications from minorities, women, protected veterans and individuals with disabilities. Miami does not permit, and takes action to prevent, harassment, discrimination and retaliation. Requests for reasonable accommodations for disabilities should be directed to ADAFacultyStaff@MiamiOH.edu or 529-3560. Annual Security and Fire Safety Report may be found at http://www.MiamiOH.edu/campus-safety/annual-report/index.html. Criminal background check required. All campuses are smoke– and tobacco–free.”

Care must be taken with the wording in the advertisement regarding degree status. For example, the wording “Ph.D. required” excludes all ABDs from the interview process. A suggested wording that allows ABDs in the pool is: “A doctorate is expected; ABDs will be accepted, but the doctorate must be completed by the time of appointment.”

After approvals in PageUp from OEEO, Budget Office and the provost, Academic Personnel will notify the department/hiring unit of a final approval via email. Approved ad copy and advertising instructions will be enclosed. After this approval and notification, the department/hiring unit will proceed with advertising.

Written or electronic records of the recruitment and selection process must be kept by the hiring unit for at least three years. These records should include relevant information on advertising (including print outs of on-line postings), recruitment letters, telephone calls, emails or other contacts, interview notes, applications received, letters of appointment or rejections, ratings instruments and specific steps taken to recruit women and minorities.

Collection of Letters of Reference. It is not necessary to ask applicants to submit letters of references as part of the application materials. The faculty application requires the inclusion of the names and email addresses of at least three references.

The PageUp system should be used to request letters of reference (following directions from the Resources tab in PageUp). An email will be sent to each reference listed in the application of the candidate indicating that the person has applied to a position at Miami University, listing this person as a reference, and asks the reference to upload his/her letter of recommendation for the applicant. A link is provided. The letters of reference will be available for review along with the cover letter, vitae and other submitted documents.

Departments can choose to request the reference letters as applications are submitted or wait until a shorter list of candidates is identified, remembering that the reference letters will be required to be included in the documents available when the request to approve the on–campus interviews is submitted.

Application Screening

As noted earlier, the search committee must make every effort to establish a pool of qualified applicants that reflects the racial/ethnic, gender, individuals with disabilities and veteran composition of the national pool of professionals qualified to fill the vacancy.

Applications are submitted via the PageUp system. Once the screening date has passed, search committees score or rank applicants based upon the required and desired qualifications listed in the position description. Applications can be reviewed and downloaded via PageUp.

Prior to the selection of candidates for interview, (and after all applicants not meeting the basic/minimum qualifications are removed from the pool in PageUp) it is the responsibility of the search committee chair or department chair (if there is no search committee) to request in PageUp from OEEO an Applicant Flow Data Report (AFD) indicating the composition of the pool of applicants. OEEO must approve the composition of the applicant pool before candidates are invited to interview. If OEEO finds the candidate pool to be unacceptable, OEEO in consultation with the Office of the Provost, will make a determination whether to conduct additional recruitment or to close the search. If additional recruitment is undertaken, the hiring department must request an updated AFD prior to conducting interviews. Search committee chairs will initiate the AFD process by selecting “request pool review from OEEO” in the department review process in PageUp.

Letters of Reference

Prior to review of on-campus interview finalists, letters of reference must be part of the application materials.

Departments will use PageUp functionality to request the reference letters (from the list of references entered into the application form). Timing of making these requests can vary: some departments choose to make the request for all applicants has they come in; some choose to limit those requested to the short-list candidates. However, the letters must be received prior to review and approval of the on-campus interview finalists by the Department Chair, Dean and Provost.


After the initial application screening, some departments choose to narrow the applicant pool to approximately 20 before full faculty review. (However, if the search committee chooses to conduct interviews prior to the full faculty review, please contact OEEO to obtain an AFD report prior to contacting the candidates to schedule these interviews.)

In departments in which preliminary off-campus interviews (e.g., at professional conferences) are also conducted in the search process, the same search procedures used for on-campus interviews apply. Departments should make efforts to cover reasonable expenses for those search committee members participating in off-campus interviews. To be cost-effective, departments in this situation may consider alternative approaches, such as sending only one or two members of the search committee to the conference for the off-campus interview, appointing faculty on the search committee who already plan to present at the conference, or conducting off-campus interviews electronically.

For full-time faculty positions, the search committee typically selects three to four candidates for on-campus interviews. The files of the candidates must be forwarded using PageUp and approval obtained through the dean and Provost's Office before candidates are contacted. The Provost's Office will notify the dean and department chair/program director when the candidates have been approved for interviewing. For each opening, at least three candidates are invited to interview for the position. Exceptions to this can be made only by authorization from the dean and Provost. Before inviting candidates to campus for interviews, the chair must consult with the dean about limitations on recruitment funds.

On–campus interviewees are contacted, and their visits scheduled. Care should be taken to ensure that the schedules are similar for all candidates (equal opportunity is the operative guideline). At the time that the on-campus interview is scheduled, please inform the candidates that a background verification check will be done prior to a formal offer from the provost.

On–campus interview schedules must include the dean or the dean's designate. Please pay close attention to the Interview Considerations (below) as they should guide you in the interviewing process.

In addition to reviewing the three letters of recommendation, search committees (at or following the time of the on-campus interviews) must contact candidate's most recent employer and/or doctoral advisor for a reference (if these persons are not included as authors of one of the recommendation letters). Information from these additional references should be obtained in a uniform and methodical manner.

Preliminary Discussions

The chair, program director, and/or dean, will then contact the candidate to discuss the potential employment offer. All discussed terms of employment should be recorded and must be uploaded with the Employment Recommendation form, as they may be incorporated into the offer by the Provost's Office. The hiring unit cannot offer the position to the candidate, but only state that he/she will recommend the candidate to the provost for the position. Rank and salary may be contingent upon completion of the terminal degree by a certain date.

Recommending a Candidate

Once interviews have been completed, reference checks have been conducted, and a candidate identified for final consideration, the department will recommend the final candidate. The department/program will follow the procedures for completing a Hiring Proposal through the PageUp online applicant system, ensuring that the candidate's vita, cover letter and record of preliminary offer from the chair or dean included in the action. When fully approved, a letter of offer will be prepared for the provost's signature.

It is the candidate's responsibility to present a certified transcript as proof of terminal degree to the Office of Academic Personnel before her/his appointment begins in August.