Next Steps After Job Posting (Unclassified)

People Smiling and Shaking Hands

CONGRATULATIONS!! The Office of Equity and Equal Opportunity (OEEO) has reviewed and approved your PageUP request to post your position. OEEO would now like to make you aware of the next steps in the process.  Staff from OEEO would be happy to meet with you and/or the search committee if you would like to discuss these guidelines further. Please use the contact information shown below if you have any additional questions. 

1) Advertising

While the OEEO posts all Unclassified positions to a standard list of diverse recruitment resources, it is the responsibility of the hiring department to identify and advertise with diverse resources specific to their industry, field, or discipline. If you have questions regarding which department places advertisements, please contact the appropriate personnel office.

Required Advertising Language:  There is a statement that is required to be included in all job advertisements. The long version should be used in any free advertising and the short version should be used in any advertising where there is a cost associated. Please refer to the "Miami University Required Statements for all Academic Affairs and Unclassified Searches" found on the Interview Guidelines and Considerations page. 

2) Review Minimum Qualifications

It is the responsibility of the hiring department to review all applicants at the “New” status. Please contact OEEO at 529-7157 if there are any questions regarding an applicant’s qualifications.

  • Applicants that meet the minimum qualifications as listed on the posting should be changed to the “Qualified” status in PageUp.
  • Applicants that do not meet the minimum qualifications as listed on the posting should be changed to the “Not Qualified” status in PageUp.

3) Submit Applicant Pool to OEEO for Review

The OEEO strongly recommends a minimum of two (2) full weeks from the date the position is fully advertised before submitting the pool for review.

  • After all applicants with a "New" status have been reviewed and updated, please update all those at the "Qualified" status to "Qualified - Submit for OEEO Review" through a bulk-move. (The Applicant Review Process on PageUp includes bulk move instructions.)
  • When the "Confirm Status Updates" window appears, select the "Yes" radio button for "Additional Users from Job."
  • Under "Other Additional Users" type "OEEO OEEO" and click the "Move Now" button at the bottom of the window.

Please only use the "Qualified - Submit for OEEO Review" status when the pool is ready for the OEEO review. At this time, there should be no applicants at the "New" status.

4) Applicant Flow Data (AFD) Report

Per MUPIM 13.2, the OEEO will provide the hiring department with an Applicant Flow Data Report of aggregated data based on qualified applicants for the position. This report is generated from the "Qualified - Submit for OEEO Review" status.

It is required that OEEO review and approve the pool of qualified applicants and provide the hiring department with the AFD report prior to departments contacting applicants for interviews (including, but not limited to, telephone, video conference and/or in-person). 

5) Pool Approval by OEEO

The OEEO reviews multiple factors in determining if the pool can be approved or not approved, 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 website through the PageUp Applicant Tracking System (ATS)
  • The completion of all advertising listed on position requisition (i.e., PageUp Job Card)

Once it is determined that the pool is sufficient for approval, the OEEO will update all applicants at the "Qualified -Submit for OEEO Review" status to the "Pool Approved by OEEO" status. Those designated as Search Committee Chair and Department Representative(s) on the PageUp job card will receive an email notification stating the pool has been approved by the OEEO, along with the AFD Report. 

If it is determined that the pool cannot be approved based on the information provided, the OEEO will communicate next steps with you. 

6) Schedule Candidate Interviews

Only after the pool is approved can the hiring department reach out to applicants to schedule interviews. Be sure to review the Interview Guidelines and Considerations

7) New Applicants After the Pool has been Approved (if applicable)

If the hiring department continues to review applications as they are submitted (at the “New” status) after the pool approval by the OEEO, or if they return to review the pool of “New” applicants for review at any time after the pool has been approved and up to the time a candidate is recommended for hire, they MUST:

  1. Review all applicants at the “New” status at the time of the subsequent review, and
  2. Update all applicants at the “New” status to either the “Qualified” or “Not Qualified” statuses (the “Qualified – Submit for OEEO Review” status should not be used once the pool has been approved).

If the hiring department does not continue to review applications as they are submitted (at the "New" status) after the pool approval by OEEO, or if they do not return to the pool of "New" applicants at any time after the pool has been approved and up to the time a candidate is recommended for hire, the remaining applicants at the "New" status should remain as such (i.e., they should not be updated to any other status).

*Note* Before the Recommendation for Hire

Per MUPIM 13.2, the hiring department does not have appointing authority and may not make any offers of employment to a recommended candidate for hire. A letter of offer may only be sent to the selected candidate by the appropriate personnel office after all required approvals have been obtained.

Any requests for salary and salary range adjustments should be communicated to Human Resources and the OEEO prior to submitting the recommendation for the hire in PageUp. These requests will be reviewed on a case-by-case basis and will require additional information from the hiring department. The information submitted should reflect the final recommendations by the hiring department for salary and start date to ensure accuracy when moving through the PageUp approval queues.

8) Recommendation for Hire

Recommending of the candidate for hire in PageUp involves launching an offer card. Instructions on PageUp include details on how to launch an offer card. Once the OEEO receives the offer card in PageUp, the following items will be reviewed:

  • The candidate meets the minimum qualifications as listed on the posting
  • The "Indicate Reason for Recommending this Candidate" field includes a job-related and objective rationale. This field should never included non-job-related or subjective statement, such as "best fit," "great personality," "good candidate,"etc. 
  • The recommended salary is within the approved salary range

Mike Savnik

Contact Mike Savnik, 529-3268 or savnikmj@miamioh.edu, for questions involving
any of the following divisions:

  • Finance and Business Services
  • Information Technology Services
  • Office of the President
  • Student Life
  • University Advancement

 

 

Denise Ison

Contact Denise Ison, 529-3232 or isondr@miamioh.edu, for questions involving any of the following divisions:

  • Academic Affairs
  • Enrollment Management Services and Student Success