Affirmative Action Hiring Procedures

Applicant Flow Log (AFL)

The Affirmative Programs Office is required to keep information on every person who has submitted a resume/application. This information is collected using an Applicant Flow Log (AFL). The AFL is not a form. It is a database of all applicants who have applied for a position.

Who does the AFL?

It is the responsibility of the hiring department or the Human Resources Office to complete the AFL.

Human Resources will supply the AFL information to the Affirmative Programs Office in the following situations:

  1. Non-exempt position - When the Human Resource Office provides the department with screening service and sets up the interviews.
  2. Exempt positions - When the Human Resource Office provides the department with screening service and sets up the interviews and is informed of all applicants that applied directly through the department.

The hiring department will supply the AFL information to the Affirmative Programs Office in the following situations:

  1. Non-exempt position - When the Human Resource Office sends applications of all interested candidates (does not do any screening or does not set up interviews).
  2. Exempt position - When the Human Resource Office sends applications of all interested candidates (does not do any screening or does not set up interviews).
  3. When applicants apply directly to the department.
  4. For all Faculty and Research Positions.

Applicant Flow Log Instructions

The Applicant Flow Log is not a form. The AFL should be done in EXCEL and consist of the following information:

  1. Last name
  2. First name
  3. Job title of position for which the person is applying
  4. Date of posting of the position - YYMMDD
  5. Whether or not the applicant was interviewed - y or n
  6. Final disposition of the application - CH, CN, CF, CD, CW, NN, NQ (please do not make up disposition codes)
    • CH - Considered Will Hire
    • CF - Considered, Finalist -reviewed application, made it to short list
      • Short list is the list of applicants you might consider interviewing now or in the future for this position.

    • CD - Considered, Declined - this is when an applicant was offered the position and declines offer
    • CW - Considered, Withdrew -applicant withdrew from position before an offer has been made to them
    • CN - Considered, Not Hired -reviewed application, did not make it to short list
    • NN - Not Considered, Not Hired (did not review application)
    • NQ - Not Qualified
  7. The AFL should be sent to the Affirmative Programs Office by email (in EXCEL). Please email to rmjuntun@mtu.edu. You do not need to send a hard copy.

Sample Applicant Flow Log

ANDERSON KEN ASST PROF 040712 N CN
NEHER BOB ASST PROF 040712 Y CF
LENS PAULA ASST PROF 040712 Y CH
WANG TIM ASST PROF 040712 N CN
LANE MIKE ASST PROF 040712 N NQ


Staff Hiring Activity Record

The Staff Hiring Activity Record (SHAR), formerly known as the Affirmative Action Record (AAR), is used by the Affirmative Programs Office to track staff hires. The Affirmative Programs Office uses this information to ensure that no discrimination took place during a hire. Having this documentation done at the time of the interview and selection of the candidate prevents having to reconstruct the entire situation during an investigation in the future.

Affirmative Action requirements are vital for analysis required by the federal and state government. Michigan Technological University's federal and state funding is contingent upon being in compliance with related regulations.

  1. The hiring department is to do a Staff Hiring Activity Record (www.admin.mtu.edu/aao/shar2004.pdf) for all posted hires.
  2. The SHAR should include an explanation of why every person that submitted a resume/application was not selected (admin.mtu.edu/aao/nonsel.htm#appreasons).
    • This includes those who were qualified but not interviewed. The reasons must be specific and job-related. This will ensure that signs of discrimination did not intrude into the selection of the best-qualified candidate.
    • Second Choice Selection: You can also list a second choice in case the desired candidate declines.
  3. Once the SHAR is completed it should be sent to the Affirmative Programs Office.
    • An applicant flow log must be sent with every SHAR. The Affirmative Programs Office will examine the SHAR and the AFL to ensure that protected class members were considered and that there is no adverse impact on current employees. The Affirmative Programs Office may contact the department to obtain this information.
  4. Affirmative Programs and Human Resources will review SHAR. Human Resources will contact the hiring department after the Affirmative Programs Office and Human Resource Office approve hire.

    NOTE: The Affirmative Programs Office and Human Resource Office must approve the Staff Hiring Activity Record before a job offer can be made.

Faculty Hiring Forms II, III, IV

The Faculty Hiring Forms are used by the Affirmative Programs Office to track faculty hires. This information is used to help the department determine if there is a diverse pool of candidates. Having this documentation done at the time of the interview and selection of the candidate prevents having to reconstruct the entire situation during an investigation in the future.

  1. The Search Committee is to complete the Faculty Hiring Forms II, III, IV (admin.mtu.edu/aao/FacultyHiringForms.pdf) for posted faculty hires.
  2. Send the names of all applicants for Form III (step 1) to rmjuntun@mtu.edu.
  3. Before interviews can begin, Form III must be completed and approved by appropriate department head.
  4. Once interviews have been completed, continue with Form IV.
  5. When Form IV is completed, send the Faculty Hiring Forms with faculty hiring packet (admin.mtu.edu/admin/prov/hiring/newhire.htm) to Human Resources-Faculty Personnel.
    • An applicant flow log must be sent with every faculty hire.

What to do if a Candidate Declines the Offer

If the selected candidate declines the offer of employment, please inform the Affirmative Programs Office and the Human Resource Office.




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