IS&T Human Resources (IST-HR) Team

Search Waiver Checklist

New Hire Checklist for Waiver of Search Hires (an exception process only)

• 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.
    • FBC clear on funding source.
  • VP approval to proceed.
  • IST-HR will notify Vacancy Management Review Board.
    
    
• IST-HR liaison will submit job description to HR for inclusion in SAP.
  
  
• Verify candidate is eligible to work in US without sponsorship.
  
  
• Get resume.
  
  
• 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?
    
    
• Propose and negotiate salary.
  
  
• IST-HR will work with manager to draft waiver of search letter.
  • Includes position number, job code, cost object, percent time, and proposed start date.
  • Narrative includes:
    • Reason for opening (e.g., replacement of departed staff)
    • Reasons for waiving a search in order to hire this candidate (must be compelling).
  • Proposed salary and equity analysis.
    • Include candidate’s salary history.
      
• IST-HR will send Post Search Report VP for approval.
  • Offer is not final/official until VP approves.
    
    
• IST-HR will send approved waiver of search letter to HR.
  
  
• Forward to Allison Dolan the following information for Offer Confirmation Form:
  • Birthdate
  • 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 FBC, to vacation tracking administrator, and to relevant others (such as the building site team).
  • New Hire packet mailed to candidate by HR.
    
    
• Follow New Employee Orientation Checklist.
  
  
• Complete 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. Can talk to HR about initiating exception processing.
  
  
• If person is an MIT Administrative transfer, send info re: previous vacation balance.

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