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New Hire Checklist
Goal
Appropriately managing a balance between business needs and individual
needs: fostering our ability to meet our (MIT's and IS&T's)
obligations while insuring equitable treatment for applicants.
- Finding and hiring the right person in the right position at
the right time.
- The hiring manager should receive support and assistance in
taking the steps that are most likely to find and attract strong
candidates and to meet legal and institutional requirements.
- IS&T's IS&T Human Resources (IST-HR) Team and/or MIT HR need to be consulted
early in the process to provide perspective and balance about
organizational needs, including equity.
- IS&T needs career development opportunities that will attract
and retain good staff and foster our ability to meet client demands.
- Applicants want reassurance that their concern for privacy
is being respected in the way and/or timing of our talking to
their current supervisors.
- If the selected candidate is internal to MIT, current managers
need to be engaged in a meaningful discussion about alternative
options for their ongoing information technology needs.
Checklist
- Draft job description with IST-HR liaison, including:
- Support or Administrative staff
- Job grade/level
- Position title (for posting)
- Job summary (for posting)
- Skills and competencies
- Work hours
- Salary range
- Cost Object(s)
- Primary Reviewer
- Make sure all necessary initial approvals to hire are in place:
- Approved by Director.
- On the approved position roster. (Check with IST-HR Liaison
and FBC.)
- If not on approved position roster, check with Angie Milonas
for possible request to Vacancy Management Review Board.
- With IST-HR liaison, draft job posting/interviewing strategy:
- Pre-screening questions
- IST-HR or manager review resumes?
- Online or email access
- Post job on additional web site(s)
- IST-HR prepares and submits to HR the Request For Personnel information.
- Job automatically posted on MIT web site and BostonWorks.com.
- IST-HR posts on addition sites, using HR assigned job number.
- Resumes can be initially reviewed and screened by IST-HR liaison
or manager.
- Decide on the focus, structure, and content for the interviews.
IST-HR can provide training to interview team to help define this.
- Select prospects for interviews.
- Schedule and conduct interviews.
- Keep notes on both why these candidates were selected for
interviews and what the interview team's judgments are. These
will be needed for the Post Search Report
[Microsoft
Word].
- Once selection team has narrowed down to one or two people they
want to make an offer to:
- Manager/team leader or IST-HR conducts reference checks.
- Reference checks must be completed before salary or
start date are negotiated with the candidate.
- Get candidate's salary history.
- Review selection rationale to ensure no unintended discrimination.
- Discuss possible salary offer with IST-HR.
- What does candidate expect?
- What 'fits' within market? within budget?
- What is appropriate and equitable within MIT, IS&T,
and team pay ranges?
- When there is a disparity between a market salary that
would be offered to a comparable external candidate and
what would be offered an internal candidate under MIT
guidelines regulating % increases, discuss with Compensation
Office.
- Propose and negotiate salary.
- For Level 4 and 5 positions, review with Jerry Grochow. He may
wish to interview candidate. At a minimum, he will want to see
resume and at least some of the Post Search Report.
- IST-HR will work with manager to draft Post Search Report.
- Includes posting number, position number, job code, cost object,
percent time, and proposed start date.
- Narrative includes:
- Reason for opening (e.g., replacement of departed staff).
- Reasons this candidate was selected over others, particularly
women and minority candidates.
- Summary of interview(s).
- Summary of reference checks.
- Proposed salary and equity analysis.
- Candidate's salary history (last 3 - 5 years).
- IST-HR will send Post Search Report to Allison Dolan for review/approval.
Final/official offer cannot be made until either Allison Dolan
or VP approves.
- After offer is accepted, IST-HR or hiring manager, forwards to Allison
Dolan the following information for Offer Confirmation Form:
- Birth date
- Social Security Number
- Finalized salary
- Start date
- Home address (especially if resume not available)
- Offer Confirmation Form submitted to HR by Allison Dolan.
- Copy of this notification is also sent to IST-HR, FBC, to vacation
tracking administrator, and to relevant others (such as the
building Site Team).
- HR will send Offer Confirmation Letter and (separately)
New Hire packet to candidate, typically within a week. Notify
HR if mailing exceptions are needed.
- Follow New
Employee Orientation Checklist both for logistical preparations
(e.g., equipment, space, parking) and for arranging a good transition
into the job.
- Hiring manager completes I-9 on first day of work.
- Make sure new hire's information is correct in staff directory.
- If an Administrative new hire is set up in the HR system after
the middle of the month, they may not receive a paycheck for the
first month. Talk to HR about any exception processing.
- If person is an MIT Administrative transfer, send info re: previous
vacation balance to ist-vac-reporting@mit.edu.
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