A Closed World

MIT Staffing Services

We're pleased to provide this overview of the posting, recruiting, selection, hiring and orientation process for non-academic employees.

Getting Started

Prior to posting a job, you will need to:

  • Review (or write) the full job description. Guidelines are available on the Compensation website.
  • Draft the job description and job requirements for posting. Posting descriptions should be no more than 250 words. See tips for writing the job description.
  • Get all required approvals from your DLC
  • Determine who will be involved in the screening and selection process, including who should have access to candidates in the Applicant Tracking System.
  • Develop a plan for recruiting, including how you will reach out to a diverse pool of candidates.

Creating a Requisition

Visit our ATS Information guide for a PDF of detailed instructions on how to create a requisition in the Applicant Tracking System. You will receive an email when the job has been reviewed by HR and posted to the Careers Across MIT website.

Advertising and Diversity Outreach

Jobs are automatically posted on the following web sites: New England Higher Education Recruitment Consortium (NEHERC), Higheredjobs, DirectJobs, Glassdoor, Hero2Hired, Indeed, JuJu, LinkUp, Massachusetts JobQuest, SimplyHired, OurAbility, and US.jobs.

Screening, Interviewing and Dispositioning Candidates

Visit our ATS Information guide for a PDF of detailed instructions about viewing resumes in the Applicant Tracking System and moving candidates through the hiring workflow. Please encourage all candidates to apply online so that records are all in one place and we are in compliance with all legal requirements.

The Resources for Managers section of this website contains guidelines, checklists and reference materials to help with the interviewing process. If you have questions or could use more assistance, please contact us.

Preparing and Extending an Offer

When you extend a verbal offer to a candidate, move them to the Offer folder in the ATS. This gives you the option of also generating a written offer.


Once your finalist has accepted the job and you have agreed on a start date:

  • Move the person into the Hired folder in the ATS
  • Disposition and communicate with all other applicants, if you haven’t already
  • Submit the hire transaction, either using Atlas or a web-based form (Offer Confirmation form for external candidates; Employee Transaction Change form for internal candidates).

Orientation and Onboarding

Once a new hire transaction has been entered by a hiring department, a letter is generated to the newly hired employee that directs them to obtain their electronic credentials. They can then access the Atlas for New Hires application, which provides an interactive interface allowing them to complete major onboarding activities. Activities include those required for Institute compliance such as completion of the I-9 and the Preventing Sexual Harassment course. Learn more about this process.

The associated Onboarding and Orientation site contains information on the resources new hires need to assume their responsibilities and be productive from their first days on the job.

Benefits-eligible employees are invited to register for an in-person New Hire Orientation, held every other Monday afternoon in E19, in addition to any local orientation and onboarding activities you organize.

Source: hrweb.mit.edu
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