Hiring Process for the Division of Academic Affairs
The diagram below illustrates the steps involved in hiring within the Division of Academic Affairs. Please click on each step for further description of the process.
Step 1: Authorization to Begin a Search
For colleges and schools with academic departments, the first step in beginning a search is for the Department Chair to discuss this with the Dean’s Office. Once approved at the Dean’s level, the Dean or his designee consults with the Provost’s Office. For colleges and schools without academic departments, the Dean begins discussion with the Provost’s Office. For administrative offices within the Division of Academic Affairs, the initial consultation would be with the appropriate Vice Provost or Associate Vice Provost before advancing to the Provost’s Office. After consulting with the Provost, the Dean, Vice Provost, or Associate Vice Provost authorizes the search to go forward and emails the Dept. Chair (if applicable) and the Search Chair of the decision.
The hiring department, college, school, or administrative unit appoints the Search Committee Chair and nominates the committee. The Search Chair emails the names and contact information (including email addresses) of the nominated members to the Dean, Vice Provost, or Associate Vice Provost, and appoints an ODI (Office of Diversity and Inclusion) representative on the hiring committee to work directly with ODI to ensure that the committee has a clear understanding of its responsibilities in promoting equal opportunities and affirmative action.
The Search Chair schedules a meeting with the ODI representative of the search committee and the Director of Diversity and Inclusion to, review search procedures and the affirmative action goals of the hiring unit, and answer any questions regarding guidelines for the search and hiring process.
Develop Affirmative Action Recruitment Plan. The hiring department develops a position description and, in consultation with the Dean (if applicable), partially completes the Recruitment Plan and emails it to the Search Chair. The Search Chair completes the "Recruitment Sources" and "Screening Procedures" sections of the form and sends it back to the Department Chair or unit head for approval.
Once the Recruitment Plan is approved, the Search Committee develops an “Application Screening Form,” (a listing of relevant job-related criteria that are directly related to the Vacancy Announcement), that the committee will use in evaluating the credentials of the applicants. The form is then forwarded to ODI for review and approval. Be sure to include the “Search Number” in your email.
Develop Vacancy Announcement (UP-5). The Search Chair develops the Vacancy Announcement (for the SUNY Human Resources website and Interview Exchange) using the position description the Committee has provided. The Search Chair forwards the “draft” Vacancy Announcement to the Search Committee for review and approval. The Vacancy Announcement should include contact information for the search chair in case applicants have questions.
Note 1: The following Diversity Statement should be used in all vacancy announcement qualifications: “Applicants must address in their applications their ability to work with a culturally diverse population.”
Note 2: The following Educational Statement should be used in all vacancy announcement qualifications: “A __________ degree from a college or university accredited by the U. S. Department of Education or an internationally recognized accrediting organization.”
Note 3: A closing date for accepting applications or for when application review will begin should be included. It will need to be at least 30 days from the anticipated date of the vacancy announcement appearing on the Human Resources website. For searches that elect to remain “open until filled,” Human Resources includes the following “Review of applications will begin _____ and continue until the position is filled.” This statement means that ALL applications will be reviewed and assessed until a recommendation to the hiring authority is made. Note that this date may be modified by Human Resources depending on when the vacancy announcement is actually posted.
Special consideration for international candidates. When the University commences a search to fill a position, it is important that the hiring department conduct a comprehensive recruitment for the job opportunity. This will help to ensure that in the event a foreign candidate is selected and wishes to obtain permanent residency, the University is able to satisfy the U.S. Department of Labor (DOL) criteria for the labor certification component of the permanent residency process. There are two classifications for achieving labor certification: basic recruitment (used for professional positions with a minimum of a bachelor’s degree), and 2) optional special recruitment for university teaching faculty. Both are filed using DOL’s Program Electronic Review Management (PERM) process. Please note that the basic recruitment must also be used for advertising for librarian positions. The specific requirements for each category are set forth below:
For all positions (teaching and professional), the University must advertise the position to determine if there is any qualified U.S. workers available for the position using the following recruitment methods:
post a notice of the job opportunity in conspicuous places at the work site for at least 10 consecutive business days;
post a notice of the job opportunity through all in-house media within the University. This includes electronic and printed in-house media and is separate from the posting requirement listed above. The duration and manner used by the University must be in accord with normal procedures used by the University to recruit for similar positions.
place a job order with the State Workforce Agency (SWA) for at least 30 days. SWA is the state employment agency with jurisdiction over the place of employment, which in New York State is the New York State Department of Labor (“NYSDOL”). Human Resources will automatically post all vacancies on JobCentral which will satisfy this requirement.
For professional positions:
a. place a print advertisement for the job opportunity in two consecutive Sundays in the newspaper of general circulation in the area of intended employment, such as the Sunday edition of the Times Union. NOTE: if the job requires experience and an advanced degree, the University may opt to place a print advertisement in a professional journal for one of the Sunday ads (e.g. one print ad in the Times Union on 1/1 and one print ad in the Chronicle of Higher Education on 1/7)
For teaching positions:
b. place at least one print advertisement for the job opportunity in a professional journal.
In addition to the above, the University must take three additional recruitment steps for professional positions.
The University must seek applicants using at least three (3) of the following ten (10) types of additional recruitment steps:
job fairs (Note: a printed listing of the job opportunity in meeting brochure does not satisfy the print advertisement requirement);
listing the position with trade or professional organizations;
listing with private employment firms;
an employee referral program;
campus placement office;
advertising in local and ethnic newspapers if appropriate for the job opportunity; and
radio or television advertisements.
The time within which the University can apply for labor certification varies between the two categories. For teaching positions, a labor certification must be filed within 18 months of the date of selection. For professional positions, the labor certification must be filed at least 30 days after placing the job order with the SWA but within180 days of advertising the position. It is strongly recommended that the hiring department contact Pamela Moniz, Paralegal and Immigration Associate at the University Counsel’s Office for additional guidance on the above requirements.
Submit Hiring packet. The Search Chair prepares an HRM-1 (Position Authorization Request) form for the Dean’s, Vice Provost’s or Associate Vice Provost’s signature. The form, vacancy announcement, and recruitment plan are given to the Dean, Vice Provost, or Associate Vice Provost for his/her review and approval. Once approved, the signed HRM-1 form is sent to Financial Management/Provost for review and approval. The Search Chair also emails HR a list of the search committee members and their email addresses so they can be granted access to application materials via Interview Exchange. This list should also include the Search Chair and the Dean, Vice Provost, or Associate Vice Provost. When applicable, it should also include the Department Chair. Once approved Financial Management will forward the HRM-1 to HR.
Copies of the Recruitment Plan and Vacancy Announcement are emailed to ODI for review and approval by the Search Chair. ODI may have changes they wish made before final approval is granted. Once approved, ODI emails the Search Chair and the Search Chair informing them approval has been granted. This email is cc’d to Human Resources, with a copy of the vacancy announcement attached, which can be prepared and posted on the HR website and Interview Exchange. When the vacancy announcement is posted, HR will send an email informing the Search Chair and the hiring department that the position can be advertised in external sources.
The Search Chair develops a generic advertisement for external posting and forwards the ad to ODI for concurrence.
External ads can be posted, once the ads have been approved by ODI and the Vacancy Announcement has been posted on the SUNY website. The Search Chair emails the external print ad to the Dean’s Office or administrative office via email for submission to Graystone Publishing (firstname.lastname@example.org) along with a list of the places in which the ads should be placed. Search Chairs will be responsible for getting their ads posted on listservs and other professional organization websites identified in their Recruitment Plans that do not charge for the posting of positions. Any posting for which there is a charge must be placed through Graystone.
Note: Decisions regarding selection of interview candidates CANNOT take place until after the completion of the posting period.
The Search Chair and Committee Members will make contact with colleagues at other universities and/or professional organizations to recruit candidates (especially minority candidates) and are required to maintain a log of those contacts to support the commitment to recruiting minority candidates. A sample “Contact Log” template will be distributed to the search committee members by the Search Chair.
For professional positions at the SL-3 level or higher, there is a mandatory two week internal posting period. HR will place the vacancy announcement on the promotional opportunities section of their website. The position cannot be posted externally until this internal posting period has been completed and any applications received applications must be reviewed by the search committee before considering other candidates. A decision must be made for each internal application as to whether it will be declined, accepted, or added to the broader search pool.
Interview Exchange automatically acknowledges job applications and collects gender, ethnicity, etc. information for ODI.
Training for the Search Committee members and other interested individuals on how to use Interview Exchange to review application materials can be arranged through
For those positions posted on Interview Exchange requiring reference letters, any reference letters received via regular mail will need to be scanned and uploaded to the candidate’s Interview Exchange application. This scanning and uploading is done by the department (if applicable). A copy of the uploading instructions can be obtained from the Search Chair.
Reference letters received as email attachments should also be uploaded.
As soon as the Recruitment Plan is approved, the Search Committee can begin to develop an "Application Screening Form," (a listing of relevant job-related criteria that are directly related to the Vacancy Announcement). The committee will use this in evaluating the credentials of the applicants. The form is then forwarded to ODI for review and approval. Be sure to include the "Search Number" in your email.
Each candidate file will be reviewed by the Search Committee to assure completeness, to substantiate academic attainments and experience, to assess the candidate’s strengths and weaknesses in the position criteria, and to eliminate those candidates who do not meet the minimum requirements. For positions posted on Interview Exchange this review process can be conducted via the web. Regardless of the method by which applications are submitted or reviewed, the content of all application material must be treated as confidential.
After the closing date of the ad, the Committee will review applications and identify qualified candidates. The result of the entire screening process is typically a “short list” of applicants whose knowledge, skills, and abilities closely meet the needs of the hiring unit.
Step 7: Preparation of the Applicant Flow Analysis and Request for Interviews
Once the “short list of applicants to interview” has been determined by the Search Committee, the department, college, school, or administrative unit support staff fill in as much of the Applicant Flow Analysis worksheet as possible, and emails the form to the Search Committee Chair who fills in the “non-select” codes.
Once the Department Chair (when applicable) and the Dean, Vice Provost, or Associate Vice Provost approve the "short list” of applicants to interview, the Search Chair emails the Applicant Flow Analysis to ODI and the Dean’s Office Search Contact. Be sure to include the “Search Number” in your email. Once ODI approves the list of applicants to be interviewed the department is free to make the arrangements to bring them to campus.
Please refer to the Recruitment and Procedures booklet available from ODI to note the questions that CANNOT be asked. To ensure uniform and fair treatment of all interviewees, interview questions must be developed in advance and must relate closely to the Vacancy Announcement. Questions developed and agreed to by the search committee need to be forwarded to ODI for review and approval before any interviews are conducted.
During the search process the Search Committee should communicate with applicants via phone, email, or letter every 2-3 weeks to let them know the status of the search.
After the proposed list of interviewees has been approved by ODI, the Search Chair works with the hiring unit’s support staff to:
Prepare the interview schedule and develop the candidate’s itinerary.
Designate a departmental host.
Send a confirming letter or email with the itinerary and information packet to the candidate. Additional information about the Capital Region and your department/division/college/school/unit may also be included in the packet.
Make travel arrangements (airfare, train, and hotel), schedule meals or other events during the applicants visit.
Reservations must be made through one of the state approved travel agencies:
The Dean, Vice Provost, or Associate Vice Provost interviews are provided with the (a) interview agenda, (b) vita, and (c) the packet of information that has been created for the candidate, if applicable, in advance of the interview.
The Search Committee interviews the candidates, identifies the candidate(s) they would like to hire. The candidate will also be interviewed by the Dean, Vice Provost, or Associate Vice Provost.
After the conclusion of the interview process, the search committee checks references. If there are individuals who are not listed as references whom you would like to call, you should notify the applicant as a professional courtesy.
Once the Search Committee has finished interviewing, the Search Chair assembles descriptive information about strengths/weaknesses of candidates, based on the search committee review, in an UNRANKED list. The search chair reviews the list with the department chair/hiring unit head, who, in turn, presents the information to the Dean, Vice Provost, or Associate Vice Provost for review and final hiring approval.
The department/hiring unit support staff prepares and mails letters (signed by the Search Chair) for persons who clearly do not meet the minimum qualifications. Other applicants may remain in the pool for consideration.
The departmental/hiring unit support staff prepares travel reimbursement forms for candidates’ expenses and, if UA Foundation funds are used, prepares for a UA foundation reimbursements for meals and entertainment (with original receipts and 1 copy). The support staff then forwards the forms to the appropriate administrator for signature.
Step 9: Final Recommendation for Hire(ODI Approval and the Offer)
Upon completion of the interview process, the Search Chair prepares and submits the committee’s recommendation to the Department Chair (when applicable). The Department Chair submits his/her recommendation to the Dean with a copy of the candidate’s list of strengths and weaknesses, requesting approval to hire. For hiring units without departments, the recommendation goes directly to the Dean, Vice Provost, or Associate Vice Provost.
Once the Dean, Vice Provost, or Associate Vice Provost approves the offer, he/she emails the Department Chair or hiring unit with authorization to hire. The Search Committee Chair in turn emails a request for concurrence on the proposed hire to ODI. It is often useful to provide a rationale for why a particular candidate has been selected over the others interviewed.
Once ODI approves the hiring request, the Department Chair and Dean (or Vice Provost or Associate Vice Provost for non-academic units) presents the hiring request to the Provost for final approval. In requesting to hire, the Department Chair and Dean submit a recommendation together with the candidate’s application letter, CV, and reference letters. Only AFTER the Provost’s approval can the discussion of hiring terms occur between the hiring unit and the candidate. The hiring terms are derived from a discussion with the Dean, Vice Provost or Associate Vice Provost about salary level, startup package, moving expenses, load reductions, and any other features of the offer. The presentation of a verbal offer can be accompanied by further negotiation with the candidate about the terms. Once the verbal agreement about the final terms is reached, the Department Chair or Dean writes the candidate a letter indicating that s/he is advancing this candidate’s name to recommend that an offer of appointment be extended with the specific agreed-upon terms. A copy of the letter should be sent to the Dean, Vice Provost, or Associate Vice Provost.
Once the verbal offer is accepted, a memo from the Dean, Vice Provost or Associate Vice Provost is drafted to the Provost recommending the appointment and specifying the proposed terms. The Provost or her designee prepares the formal offer letter together with a transmittal to the President. All offers are made by the President based on a recommendation from the Provost.. At this time the unsuccessful candidates may be contacted to inform them that the position has been offered to and accepted by someone else.
If inquiries are made by applicants before an appointment is made, the unsuccessful candidates may be told the status of the search.
Once the position has been formally accepted and the candidate has signed and returned the offer letter, the Office of the President or the Provost’s Office will inform the Dean, Vice Provost, or Associate Vice Provost. The Dean, Vice Provost, or Associate Vice Provost, in turn, will send the candidate the Appointment Request (HRM-2) paperwork. The completed paperwork will be returned to the Dean, Vice Provost, or Associate Vice Provost (or his/her designee) for processing and submission to Financial Management/Provost/Human Resources.
At the conclusion of the search, the Search Chair, with assistance from the ODI representative, prepares and submits the Affirmative Action Search Report to the ODI (form available for download here). A copy of the Search Report should also be provided to the Search Chair. Note that the appointment paperwork for the newly hired employee will not be processed by HR unless the Search Report has been submitted to ODI.
As required, search documents must be maintained by the School for three years. Those searches conducted through Interview Exchange will have all their materials archived automatically.