7.1 Equal Opportunity/Affirmative Action and Serious Search

7.1. Equal Opportunity/Affirmative Action and Serious Search

The Massachusetts Institute of Technology is committed to the principle of equal opportunity in education and employment. Through its Affirmative Action program, the Institute seeks to expand its efforts to guarantee equality of opportunity in employment and to reduce underrepresentation and underutilization of minorities, women, protected veterans, and individuals with disabilities at MIT. The Institute's Affirmative Action Serious Search policy is a means both to further its commitment to equal opportunity and to fulfill its legal obligations of affirmative action.

MIT's policy on nondiscrimination is at Section 9.3 and its policy on non-retaliation is at Section 9.7.

7.1.1 Equal Opportunity/Affirmative Action

The Institute's objective for its workforce is to achieve a representation of women, minorities, protected veterans, and individuals with disabilities that is at least in proportion to their current availability in the relevant field, and to provide them with new opportunities for career development. See Section 7.1.2.

MIT's obligations as a federal contractor include the development of an affirmative action program which provides for analysis of utilization of minorities, women, protected veterans, and individuals with disabilities in all job groups in each organizational unit. The Institute's Affirmative Action Plan may be reviewed for further understanding of the responsibilities assigned and the procedures developed to carry out the Institute's equal opportunity policy. The Serious Search policy, below, is one method of implementing MIT's commitment to affirmative action.

7.1.2 Affirmative Action Serious Search Policy

As part of its commitment to affirmative action, the Institute requires a thorough search of the relevant employment market for qualified candidates, including women, minority candidates, protected veterans, and individuals with disabilities for its faculty and most other salaried positions.

MIT's affirmative action serious search policy requires that:

• Open positions be posted
• For faculty searches, a person must serve as the equal opportunity representative for each search; this step is recommended for staff searches
• A search plan be written and approved before a position is posted, and
• A search report be submitted and approved before a job offer is made

The details of the process vary somewhat between searches for faculty and senior research scientists, engineers, and associates, and other salaried positions covered by this policy.

Even where a serious search is not required under this policy, such as for certain positions or for part-time staff, the Institute encourages departments, labs, and centers to consider additional avenues to encourage applications from women, minorities, protected veterans, and individuals with disabilities, particularly where some or all of those groups are not well represented in that unit.

7.1.2.1 Positions Covered by the Serious Search Process

Faculty and Senior Research Scientists, Engineers, and Associates

Salaried appointments for nine  months or longer to the Faculty require a serious search: assistant professor, associate professor without tenure, associate professor with tenure, full professor. For coaching positions, the following also require a serious search: assistant professor/coach, associate professor/coach, associate professor/senior coach. Promotions of MIT faculty into these positions generally do not require a search, with the exception of promotions into the first step in the tenure track or professorial promotion ladder.

Full-time appointments as Senior Research Scientists, Senior Research Engineers, and Senior Research Associates generally follow the same Serious Search process as faculty appointments.

Other Salaried Appointments

This policy also applies to full-time salaried appointments for nine months or longer to the following employment categories:

1. All campus sponsored research staff ranks (principal research scientist/engineer/associate; research scientist/engineer/associate; research specialist, technical associate; sponsored research technical staff; research administrators). Note that Lincoln Laboratory staff are excluded from the Serious Search policy and covered by a different search process approved by the Vice President for Research.
2. Some academic instructional staff ranks (instructor, technical instructor, senior technical instructor, instructor/coach; lecturer, senior lecturer); and
3. Administrative staff (including medical staff).

If one of the positions covered by this policy changes from part-time to full-time, a Serious Search must be done at that time.

7.1.2.2 Waivers of Search; Promotions

Waivers
A waiver of search is granted only if unusual circumstances justify the waiver.

A request to waive the posting of a specific job or to waive the search process after a job has been posted may be granted only by the Provost for any faculty or senior researcher search, and by the relevant Academic Council member or their designee for all other searches.

The fact that a search was waived must be noted in the system of record for the individual hired. Documentation of the request and approval of the waiver must be retained by the approver or their designee.

Promotions
Promotions of current faculty or staff into positions covered by this policy are excluded from the serious search policy in the following cases:

• Promotions of faculty and academic instructional staff into a higher rank of their current job (such as assistant professor to associate professor, instructor to technical instructor) are covered by specific promotion criteria and are not subject to serious search
• Promotions of administrative and sponsored research staff are not subject to serious search if:
  • The staff member's job is reclassified into a job that more accurately reflects their current duties
  • The staff member is promoted to a position in which significant duties are added to their current duties
    • However, if a vacant position is being filled, this promotion exception does not apply and a serious search is required (unless a waiver is granted)

For other promotions, a serious search is generally required for positions covered by this policy; a waiver of search may be requested in unusual circumstances.

7.1.3 Search Process for Faculty Searches

Additional information on the process for faculty searches is set forth at Section 3.1 and at Section 5.3.1 for principal research scientists, engineers and associates.

7.1.3.1 Search Plan

At the time a search is begun for a faculty position, the department head will submit to the Dean or designee for approval a search plan for the position. The search plan must specify the qualifications being sought, a brief description of the search process, the specific steps by which active efforts will be made to identify candidates who are minorities, women, protected veterans, or individuals with disabilities. Recommended steps for outreach can be found on the Human Resources website on Hiring at MIT. 

Once the search plan is approved, the department head must ensure that at least one member of the search committee is assigned the specific responsibility as an “equal opportunity representative” to see that a serious search is carried out. The equal opportunity representative may be on the search committee or someone outside the committee, such as a departmental human resources professional; the equal opportunity representative serves, ex officio, as a member of each search committee that is formed.

The equal opportunity representative will review the composition of the pool of candidates at least one time during the search, and inform the department head of the results of the review of the pool. The department head may take or request that additional steps be taken, or may encourage exploration of other ways to strengthen the search process. The equal opportunity representative may consult with the School's Affirmative Action administrator, and share relevant information with the search committee. See the Human Resources website on Hiring at MIT for more information on the role of the equal opportunity representative.

Searches for Senior Research Scientists/Engineers/Associate appointments follow the same process as above, except that the process may be initiated by the director of a research unit. 

7.1.3.2 Search Report

At the conclusion of a search, and before an offer is approved by the Dean or designee, the department head must submit to the Dean or designee a report on the results of the search. The report must contain a description of:

• The title, department, and a reference to the approved search plan, including special steps taken to locate minorities, women, individuals with disabilities, and protected veterans.
• The selection process, including the number of applicants and the number of minorities, women, individuals with disabilities, and protected veterans and their ranking, if ranked.
• For the proposed candidate and any other candidates who met with the whole search committee:
  • Their name
  • Access to their curriculum vitae (CV) and other application materials
  • A notation whether they are a woman, minority, veteran, or individual with disabilities
  • Specific reasons the candidate was selected or not selected, referencing the stated position requirements 
    • If a candidate was offered the position but declined, their reasons for declining   

The Dean or designee must approve the search report before the offer is made. A copy of the approved search report for faculty must be sent to the Office of the Provost.

7.1.4. Search Process for Non-Faculty Salaried Appointments

The following process is used for salaried appointments listed in Section 7.1.2.1 other than Faculty and Senior Research Scientists, Senior Research Engineers, and Senior Research Associates.

7.1.4.1 Search Plan

At the time a search is begun, the hiring manager will submit a search plan for the position to the appropriate Academic Council member or their designee. The search plan must include the job description with qualifications being sought, a brief description of the search process, the specific steps by which active efforts will be made to identify candidates who are minorities, women, protected veterans, or individuals with disabilities. Recommended steps for outreach can be found on the Human Resources website on Hiring at MIT. The search plan must be approved before the job is posted.

Once a search plan is approved, the search may be conducted directly by the hiring manager or by another staff member; some searches use a search committee for all or part of the search. The hiring manager should ensure that a person is assigned the specific responsibility as an "equal opportunity representative" to see that an active search is carried out. The hiring manager may play this role, or a member of a search committee if one is formed, or another staff member designated.

The equal opportunity representative will review the composition of the pool at least one time during the search, and inform the hiring manager of the results of the review of the pool. The hiring manager may take or request that additional steps be taken, or encourage exploration of other ways to strengthen the search process. The equal opportunity representative may consult with the Affirmative Action administrator of the area, and share relevant information with the search committee.

7.1.4.2 Search Report

At the conclusion of a search, and before an offer is approved, the hiring manager or departmental Human Resources representative must submit a report on the results of the search to the appropriate member of Academic Council or designee. The report must contain a description of:

• The position and a reference to the approved search plan, including special steps taken to locate minorities, women, individuals with disabilities, and protected veterans.
• The selection process, including the number of applicants and the number of minorities, women, individuals with disabilities, and protected veterans and their ranking, if ranked.
• A description of the pool of applicants and other relevant demographic data on the search process.
• For the successful candidate and all other finalists:
  • Their name
  • Access to their resume and other application materials,
  • A notation whether they are a woman, minority, veteran, or individual with disabilities
  • The specific reasons the candidate was selected and not selected, referencing the stated position requirements
    • If a candidate was offered the position but declined, their reasons for declining

The member of Academic Council or designee must approve the search report before the offer is made.

7.1.5 Reporting on Equal Opportunity and Affirmative Action

The Provost reports annually to the faculty on faculty and graduate student diversity, and also presents this information to Academic Council and other appropriate committees or groups. In addition, the Provost and the Vice President for Human Resources report annually about staff diversity to Academic Council and other committees or groups.