Pool Review Process & Next Steps

The OEEO reviews all Faculty and Unclassified Administrative Staff applicant pools for affirmative action purposes. Data is reported at an aggregated level for women, minorities, individuals with disabilities, and protected veterans that meet the minimum qualifications as listed on the job posting. An applicant flow data (AFD) report is provided to the hiring department with this aggregated data (for pools with 5 or less qualified applicants, the OEEO will not provide the AFD report to protect the self-identification of the applicants).

Departments must submit their pool of qualified applicants for review and receive approval from the OEEO prior to anyone being contacted for interviews (including but not limited to telephone, virtual, and/or in-person interview).

Please contact the OEEO if there are any questions or issues in reviewing and submitting the pool for review.

Definitions

  • Availability
  • Utilization & Under-utilization
  • Job Groups
  • Applicant (as defined by the Internet Applicant Rule)

Reviewing Applications

  • The department is responsible for reviewing all submitted applications to determine those that meet the minimum qualifications as listed on the job posting. If you have any questions regarding qualifications, please contact the OEEO and appropriate Personnel Office.
  • Unless otherwise stated on the job posting, you must default to the time the application was submitted to determine if an individual meets the minimum qualifications.
    • Ex.: An individual indicates on their resume/CV that their anticipated graduation date for their Master’s degree is May 2020
      They apply in March 2020, and the minimum qualifications listed on the job posting read “Master’s Degree.” This
      individual would not be considered qualified. If the job posting read “Master’s Degree conferred by first date of
      employment,” then this individual would be considered qualified if the position was to be started in or after May 2020.

Submitting the Applicant Pool for OEEO Review

  • Once the list of qualified applicants is determined, a bulk move may be done to move all qualified applicants to the Qualified – Submit for OEEO Review status.
    • Note: Please use the bulk move functionality within PageUp to change qualified applicants to the Qualified – Submit for OEEO Review status.
  • All those that do not meet the minimum qualifications as listed on the job posting will need to be updated to the Not Qualified status individually or through a bulk move.
  • Once everyone in the pool has been updated to the correct status (Qualified – Submit for OEEO Review or Not Qualified), please notify the OEEO via email that the pool is ready for review.

Bulk Move

Please refer to the "Applicant Review Process" on the PageUp Resource Page for instructions on how bulk move applicants to different statuses.

OEEO Review

  • The OEEO will determine whether or not the submitted pool can be reviewed based on several criteria, including but not limited to:
    • Information regarding availability and utilization provided by the annual Affirmative Action Programs (AAPs) compared to the demographic composition of the requested pool of qualified applicants;
    • The length of time the position has been posted on Miami’s official jobs and careers website (through PageUp);
    • The completion of all advertising listed on position requisition (PageUp Job Card).
  • The OEEO may need to reach out to departments and the appropriate Personnel Office in order to verify that all of the advertising listed on the approved job card has been placed.
  • If the OEEO determines that the pool can be approved, the department will receive an email that includes the AFD Report (if the pool is greater than 5 qualified applicants). Once this email is received, departments may start contacting applicants for interviews.
  • If the OEEO determines that the pool cannot be approved, the department will be contacted to work through next-steps, which may include additional and/or re-advertising, additional time, etc.

Next Steps

  • If the hiring department continues to review applications as they are submitted (at the New status) after the pool has been reviewed and approved by the OEEO, of if the department returns to the pool at any time after the pool has been reviewed and approved by the OEEO (and up to the time the job posting is closed and marked as “Filled”), they must:
    • Review all applicants at the New status at the time of the subsequent review, and
    • Update all applicants at the New status to either the Qualified or Not Qualified statuses.
      • Note: The Qualified – Submit for OEEO Review status should not be used once the pool has been reviewed and approved by the OEEO.
  • If the hiring department does not continue to review applications as they are submitted (at the New status) after the pool has been reviewed and approved by the OEEO, or if they do not return to review the pool of New applications at any time after the pool has been reviewed and approved by the OEEO (and up to the time the job posting is closed and marked as “Filled”), the remaining applications at the New status should remain as such (i.e. they should not be updated to any other status).