Unclassified Search Process
Next Steps After Job Card Approval
Now that your job card has been approved, the Office of Equity and Equal Opportunity (OEEO) would like to share with the next steps in the hiring process. Please review the information carefully as any omitted steps could cause a delay in the search process.
Please contact your respective EEO Specialist below to address any questions.
Next Steps
Unclassified Search Resources
Complete Advertising
There is an Equal Opportunity/Affirmative Action and Clery Act statement that is required to be included in all job advertisements. The full version should be used in any free advertising and the short version should be used in any advertising where there is a cost associated. Refer to the Interview Guidelines webpage to copy/paste the language into your advertising.
Review Minimum Qualifications
It is the responsibility of the hiring department to review all applicants at the "New" status. Please contact OEEO 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.
- Applicants that do not meet the minimum qualifications as listed on the posting should be changed to the “Not Qualified” status.
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.
- When all applicants at the “New” status have been reviewed and updated, please update all those at the “Qualified” status to the “Qualified – Submit for OEEO Review” status through a bulk-move. (Instructions on bulk moves can be found Human Resources' PageUp website under Application Review Process.)
- When the next window appears, select the “Yes” radio button next to “Additional Users From Job.”
- Under “Other Additional Users,” type: OEEO OEEO and click the “Move Now” button at the bottom of the window. At this time, there should be no applicants at the “New” status.
- Please only use the “Qualified – Submit for OEEO Review” status when the pool is ready for the OEEO review.
Understand the Applicant Flow Data Report (Pool Review)
Per Miami's Policy on Search and Appointment Procedures for Unclassified Staff (MUPIM 13.2), it is required that the OEEO review and approve the pool of qualified applicants and provide the hiring department with the AFD (Applicant Flow Data) Report prior to departments contacting applicants for interviews (including but not limited to telephone, virtual, and/or in-person).
*Note--Temporary searches or searches that have been previously approved for search waiver do not require applicant pool review by OEEO.
This pool review is not focused applicant qualifications. The analysis reviews how applicants voluntarily disclosed with regards to race, ethnicity, gender, protected veteran status and disability status. The OEEO will compare this data to people who share the same skillset within the labor market based on census and IPEDS (Integrated Postsecondary Education Data System) data.
The OEEO strongly recommends a minimum of two (2) full weeks from the date the position is fully advertised before requesting a pool review by OEEO.
Request an Applicant Flow Data Report (Pool Review)
After the positing has been fully advertised for at least two full weeks and all applicant statuses have been updated to either "Qualified" or "Not Qualified", you may submit your applicant pool to OEEO for review.
To submit your applicant pool to OEEO for review:
- Update all those at the “Qualified” status to the “Qualified – Submit for OEEO Review” status through a bulk-move. Instructions on bulk moves can be found Human Resources' PageUp website under Application Review Process.
- During the bulk move process, we encourage you to select the "Yes" radio button next to "Additional Users from Job". Then type "OEEO OEEO" in the "Other Additional Users" text box. Doing so will send an immediate notification to OEEO that the pool is ready for review. (If this step is not completed, OEEO will receive notification the following business day.)
The “Qualified – Submit for OEEO Review” status should only be used when the pool is ready for the OEEO review.
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 the position requisition (i.e. PageUp Job Card).
If it is determined that the pool cannot be approved based on the information provided, the OEEO will communicate next steps with you.
Conduct Interviews & Consider Reviewing New Applicants
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 that the pool has been approved by the OEEO, along with the AFD Report. Only after the pool is approved can the hiring department reach out to applicants to schedule interviews.
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:
- 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 (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 the OEEO, the remaining applicants at the “New” status should remain as such (i.e. they should not be updated to any other status).
Please review the Interview Guidelines and Considerations for information regarding topics that should and should not be discussed during an interview.
Make a Recommendation for Hire
Per Miami's Policy on Search and Appointment Procedures for Unclassified Staff (MUPIM 13.2):
The hiring department does not have appointing authority and may not make any offers of employment. A letter of offer may only be sent to the selected candidate by the appropriate personnel office after all required approvals have been obtained.
After the offer card is submitted in PageUp, the OEEO will review the following items:
- Does the candidate meet the minimum qualifications as listed on the posting?
- Does the language contained within the “Indicate Reason for Recommending this Candidate” field include only job-related and objective rationale? (This field should never include non-job-related or subjective statements, such as “best fit,” “great personality,” “good candidate,” etc.)
- Is the recommended salary within the approved salary range?
Please note: all start date and salary negotiations (including salary range adjustments) for Unclassified positions should take place prior to submitting the recommendation in PageUp. 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.
Contact an EEO Specialist:
Betsy Kreger
513-529-3232
kregerea@MiamiOH.edu
OEEO Division Representative for:
- College of Creative Arts
- College of Liberal Arts and Applied Studies
- Education, Health and Society
- University Libraries
- Enrollment Management and Student Success
- President's Division; Student Life
Kim Wagers
513-529-9607
wagerska@MiamiOH.edu
OEEO Division Representative for:
- College of Arts and Science
- College of Engineering and Computing
- Farmer School of Business
- Provost's Office
- Finance and Business Services
- Information Technology
- University Advancement