UAlbany

 

New York State Employees

Faculty and Professional Staff Vacancies

 

Recruitment and Selection Procedures

 

 

Office of Diversity and Affirmative Action, University Hall 207, 1400 Washington Avenue Albany, NY 12222  (518) 956-8110 Fax (518) 956-8111 email: daa@uamail.albany.edu

September 2006

 

Table of Contents

Statement of Purpose

Search Process Flow Chart

Introduction

Step 1:  Authorization to Begin A Search

Step 2:  Establishment of a Search Committee

Step 3:  Establishing a Recruitment Plan

   Affirmative Action Recruitment Plan

   Announcement of Professional Vacancy

Step 4:  Advertising and Promoting the Position

Step 5:  Responding to Applicant Inquiries/Application Materials

   Group Identity Data Survey

   Confidentiality

   Freedom of Information Law (FOIL)

Step 6:  Evaluation and Screening of Candidates

Step 7:  Applicant Flow Analysis and Request for Interviews

Step 8:  The Interview

Step 9:Final Recommendation for Hire

Search Waiver Process

Appendices

 

Statement of Purpose

 

The University at Albany, State University of New York is committed to providing equal education and employment opportunities to all persons.  The University does not discriminate on the basis of race, religion, color, creed, veteran status, national origin, sex, sexual orientation, age, marital status, physical and mental disability, or any other group or class against which discrimination is prohibited by Title VII of the Civil Rights Act of 1964; Title IX of the Education Amendments of 1972; Section 504 of the Rehabilitation Act, the Americans with Disabilities Act of 1990, New York State Human Rights Law Article 15, and other applicable state or federal laws.

 

Search Process

   

Hiring Manual

Obtain written authorization from Dean/Vice President
   Step 1
     
 
Obtain search packet from Office of Diversity & Affirmative Action and HRM websites at www.albany.edu/affirmative_action http://hr.albany.edu/
   Step 2 
     
 

Prepare and submit for approval:

   Step 3 

    
 

Place advertisements through Greystone Advertising after HRM approval 

   Step 4 

    
 

Acknowledge each application.  Include group i.d. card to identify diversity of applicant pool

 		   Step 5 

 

    
 

Review resumes.  Determine which applicants meet minimum/preferred qualifications.

   Step 6 

 

    
 

Submit Applicant Flow Analysis to ODAA for approval prior to scheduling interviews

 

   Step 7 

    
   

Recommend finalist(s) to Dean/Director/Chair and receive concurrence to make an offer from ODAA

  

Step 8

 

 

Introduction

 

The Recruitment and Selection Procedures  manual is designed to assist deans, directors, department chairs, and supervisors in promoting equal employment opportunity (EEO) and affirmative action (AA) for all people seeking employment at The University at Albany (UAlbany) of the State University of New York (SUNY).  This manual is a tool to be used by search committees to assess their equal opportunity and affirmative action efforts in recruitment and to develop, where necessary, plans to improve their efforts.  It further provides guidelines that support UAlbany efforts to comply with federal equal employment opportunity and affirmative action requirements.

This manual provides the following information:

Ø      Search committee roles and responsibilities;

Ø      Examples of the correct way required recruitment forms must be completed;

Ø      Examples of different types of communication materials; and

Ø      Search waiver procedure.

The following guidelines do not apply to Civil Service placements.  You may contact the Office of Human Resources Management (OHRM) at 437-4700 for placements in this classification.

 

Step 1: Authorization to Begin A Search

The hiring authority (typically the dean, chair or director) in the department or unit initiates a search for a faculty or professional staff position by requesting an authorization to fill a position from the appropriate Dean/Director or Vice President. 

In consultation with the OHRM as necessary, the Dean/Director and the appropriate Vice President will agree on the rank, title, salary and programmatic responsibilities associated with the position. This is also the time for the hiring authority to review and be made aware of the diversity and affirmative action goals for the hiring unit. If the position carries responsibilities in more than one School or College, then the appropriate Dean/Director will be consulted.

An HRM-1 (Appendix 1) should be completed with required information and signatures and forwarded to the Office of Financial Management (OFM). Once the OFM approves funding, the forms will be forwarded to the OHRM where they will be held pending receipt of the recruitment plan (Appendix 2)  and UP-5 (Appendix 3) or UP-5a (Appendix 4) (outlined in Step 3).  OHRM will notify the department that the position has been authorized for hire.  If the hiring officer is confident that the OFM will approve the budget for the line, the entire packet (HRM-1, Recruitment Plan, and UP-5 or UP-5a) can all be submitted together to begin the hiring process.

 

Step 2: Establishment of a Search Committee

The Search Committee is appointed by the department head, supervisor and/or by the Dean/Director or Vice President as appropriate.  For joint faculty appointments or positions carrying extra-departmental responsibilities, the secondary department is represented on the search committee and is given an opportunity to help write the position description, develop the list of organizations to be contacted and participate in the interview process.

Search committees must reflect the diversity of the University community, including but not limited to women, minority and disabled group members.  Members serve on the committee to assist in the outreach to qualified persons for position vacancies, to develop screening mechanisms in accordance with the job description, to interview qualified candidates, and to recommend candidates to the hiring authority. It is the responsibility of each search committee, with the support of the Office of Diversity and Affirmative Action, (ODAA) to promote equal opportunity.

Committee Chair and ODAA Representative

One member of the Search Committee will serve as Chair and assume ultimate responsibility for moving the search process forward.  In addition, one member of the committee will serve as ODAA Representative (Appendix 5) and work directly with the ODAA to ensure that the Search Committee has a clear understanding of its responsibilities in promoting equal employment opportunities and affirmative action. The ODAA Representative consults with the ODAA staff as necessary to support the search process.

At the outset of the search process, it is recommended that the Search Committee Chair and the ODAA Representative meet with the Director of Diversity and Affirmative Action. The purpose of this meeting is to review:

·        The affirmative action goals of the hiring unit.

·        The procedures for the affirmative action recruitment process, including special efforts contemplated by the department in its search for underrepresented groups.

·        The language used in the Vacancy Announcement to ensure that it meets legal requirements and reflects the employment/affirmative action requirements of the University.

·        Any questions regarding guidelines for the search and hiring process.

 

Step 3. Establishing a Recruitment Plan

It is the expectation that all searches will be conducted in accordance with an approved recruitment plan. The following two documents will guide search committees in the establishment of a recruitment plan.

1.  Affirmative Action Recruitment Plan

This document outlines:

·        The current composition of the hiring department

·        The gender and racial diversity of members of the Search Committee

·        The recruitment sources that will be utilized in the search process

·        The screening procedures that have been agreed upon by the Search Committee with the concurrence of the hiring authority.

The final decision-maker should not serve on the committee. This could potentially be seen as causing an undue influence on the search committee.

2. Announcement of Professional Vacancy (UP-5) for professional staff or Announcement of Faculty Vacancy (UP-5A) for faculty positions.  Please consider the following when filling out the UP-5 or 5A:

·        For Professional Vacancies, the description of duties should be clear and concise, and all the required qualifications must be included.  Any special or preferred qualifications or skills should be stated and based on a rationale that relates to the job description.

·        For Faculty Vacancies, qualifications shall be directly related to the responsibilities of the job and, at a minimum, shall include formal education, previous professional or employment experience and where applicable, professional accomplishments and demonstrated competencies.

·        The following statements should be used in all vacancy announcement qualifications:

“Applicants must address in their applications their abilities to work with a culturally diverse population.”

Under Minimum Required Qualifications: "A Bachelor's Degree from a college or university accredited by a US Department of Education (DOE) or internationally recognized accrediting organization ....”

Note: These statements are to be integrated into the Required Qualifications and not treated a "tag lines" for inclusion at the end of the announcement of professional vacancy.

·        Applicants should mail materials to the Chair of the Search Committee at their department or unit address, with the exception of internal promotions which are submitted to Stephen J. Beditz, Associate Vice President, Office of Human Resources Management, UAB 300.

·        A closing date for accepting applications should be included (30 days minimum from publication date of advertising for a national, regional, or state search.) For searches that elect to remain “open until filled”, OHRM 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.

·        The items that constitute a completed application must be listed and can be incorporated in the Special Notes area.  For example, letter of application, resume, contact information for references who can comment on the applicant’s qualifications, and any other materials required by the Search Committee can be included here. Any additional information, action, or activity required at the later stages of the search (e.g., a writing sample), must be described in the Vacancy Announcement.

Once completed, these two documents (Affirmative Action Recruitment Plan and Announcement of Professional Vacancy) must be reviewed and approved by the appropriate Chair, Dean/Director and Vice President who will forward them directly to OHRM. OHRM will combine the plan and announcement with the previously submitted HRM-1 and forward the entire package to ODAA for concurrence. ODAA will review the recruitment plan and vacancy announcement, negotiate amendments if any, and communicate approval to the Search Committee Chair within three working days of receipt. This paperwork will then be forwarded by ODAA to OHRM where a posting number will be assigned. 

NOTE: United University Professions Promotional Opportunities

Promotional opportunities in United University Professions (UUP) classifications SL-3 through SL-5 are guaranteed to members within the union. Positions classified SL-3, 4 and 5 are posted internally for 10 business days to current UUP members in permanent or term appointments. Upon completion of the 10 days, if the decision-making authority does not choose to offer the position to an internal candidate, the department must notify OHRM, who will then post the position externally. The department may also advertise the position through Graystone Advertising at this time.

 

Step 4: Advertising and Promoting the Position

Attracting a broad and diverse pool of candidates to compete for the position is an important component of the search process.  While paid advertisements are not the only way to search for possible candidates, they are an important element in the recruitment effort.  The advertisement must include responsibilities, qualifications and experience.  The required items for a completed application must be the same on both the ad and the Vacancy Announcement.  However, to minimize advertisement costs, notices may be shortened to refer candidates to the OHRM website at http://hr.albany.edu/content/vacancy.asp for the complete vacancy notice.  

The University at Albany has contracted with the Graystone Group Advertising for placement of approved advertisements.  To contact Graystone for placement of ads in selected media, go to www.graystoneadv.com or call (800) 544-0005. Additional publications that can be used include, but are not limited to:

•           The Chronicle of Higher Education

•           Diverse Issues in Higher Education

•           The Hispanic Outlook in Higher Education

•           Women in Higher Education

•           The Amsterdam News (212-932-7400)

•           The Journal of Blacks in Higher Education

•           Other Professional journals and newsletters

In addition to paid advertisements, other affirmative action efforts and recruitment strategies include:

·        Personal contacts with potentially qualified candidates, including current students or recent graduates of programs, especially women, minorities and persons with disabilities.

·        Personal contacts with colleagues, unit heads, department chairs, etc., in departments similar to the one where the vacancy exists, in order to seek assistance in identifying qualified women, minorities, veterans and persons with disabilities and others who may be interested in the position.

·        Internet sites as appropriate to the discipline or profession.

·        Departmental mailings to minority and female Ph.D. candidates identified in the Minority and Women Doctoral Directory (available in the ODAA).

·        Posting of notices at local, regional and national meetings and conferences.

·        Letters to graduate schools in the discipline for the type of position being advertised.

·        Contact with qualified persons who have written letters of application in the past year.

·        Use of placement services in professional organizations.

The ODAA Representative should carefully review any advertisements before publication and share them with the ODAA for concurrence.  Additional support in attracting and recruiting candidates from underrepresented groups can be provided from the ODAA recruitment resources list (Appendix 6). The ODAA is an important resource for best practices in creating diverse pools of applicants.

 

Step 5: Responding to Applicant Inquiries/Application Materials

When initial letters of inquiry and/or application materials are received, the Chair of the Search Committee, or designee, should:

Acknowledge receipt of the letter of inquiry with a letter of response (Appendix 7).  Indicate the search number on the Group Identity Data Card (Appendix 8) and include it in the acknowledgement letter. The letter of response should indicate to each applicant which essential elements of a completed file have been received and which ones still need to be received by the application deadline.  A follow up letter (Appendix 9) can be sent to candidates with incomplete files.

Typical elements of a completed file include:

·        Letter of application

·        Resume or Vitae

·        Proof of licensure if appropriate

·        Names of references with contact information as requested.

·        Any additional information required in the Vacancy Announcement.

All searches must be conducted in a manner that best protects the privacy of the applicants.  Access to files is limited to Search Committee members.  Files may be made accessible to other appropriate administrative officers such as the hiring authority or the ODAA Director.

Confidentiality

Access to files is limited to search committee members, the supervisor/department chair, and to the extent necessary, the department secretary.  (Campus members or employees not on the search committee shall not have access to the files until finalists have been named.)  The files may, of course, be made accessible to the necessary administrative officials.  STRICT CONFIDENTIALITY MUST BE MAINTAINED.  Candidates assume that their candidacy is held in confidence.  Do not break this confidence.  Likewise, do not break the confidence of your committee members by discussing privileged remarks of the committee deliberations.

Freedom of Information Law (FOIL)

The New York State Freedom of Information Law governs what information about an applicant is considered public.  Search Committee members should refer any outside inquiries about candidates to the Director of Media Relations who serves as the University Records Access Officer, (518) 442-4980.

NOTE: All questions regarding employment eligibility of foreign nationals should be directed to the Office of Human Resources Management..

 

Step 6: Evaluation and Screening of Candidates

Once the Recruitment Plan is approved, the Search Committee should meet to develop an Application Screening Form to assist the committee members in evaluating the credentials of the applicants.  This form, the contents of which are agreed upon by the Search Committee and carefully reviewed by the ODAA representative and approved by ODAA, should list relevant job-related criteria that are directly related to the Vacancy Announcement.  This form is also helpful in documenting the committee’s judgments about qualifications as required by the ODAA procedure.  Each file should be reviewed to assure completeness, to substantiate academic attainments and experience, to assess the strengths and weaknesses in the position criteria, and to eliminate those candidates who do not meet the minimum requirements. Sample Application Screening Forms (Appendices 10 and 10a) provide examples of this helpful tool for use in searches. 

In cases where there are a large number of applicants, initial screening using the Application Screening Form can be conducted by a subcommittee of at least two members.  It is permissible to call candidates as necessary to seek clarification or discuss qualifications.  The work of each subcommittee should be reported to and affirmed by the full committee.  After the applicant screening process is complete, the committee members should submit their screening forms to the Chair to maintain for the record.

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: Applicant Flow Analysis and Request for Interviews

The Applicant Flow Analysis (Appendix 11) includes the reason(s) for the Committee’s decision in the case of each applicant and the Committee’s recommendation of the top candidates for interviews. Once the Search Committee completes this form, it is submitted through the search chair or ODAA representative to the ODAA with a copy to the hiring authority.  All applicants not being considered for interview should have a non-select code included (See non-select code on the reverse side of the form.) (Appendix 12).

The ODAA will add information from the Group Identity Data Card to the Applicant Flow Analysis and review the diversity of the applicant pool. The Director may ask to see applicant files.  ODAA will respond to the Chair of the Search Committee within three working days with approval for interviews.

 

Step 8: The Interview

To ensure uniform and fair treatment of all interviewees, interview questions should be developed in advance and must relate closely to the Vacancy Announcement. (Appendices 13 and 13a)  Please note the questions that cannot be asked (Appendix 14) of candidates.  Questions developed and agreed to by the search committee are forwarded to ODAA.

After the proposed interviewees have been approved, the Search Committee shall prepare an interview schedule to be followed for all candidates and make arrangements to bring candidates to campus for an interview.

A letter confirming interviews (Appendix 15) may be sent to all persons being invited to participate in this stage of the process. If candidates have special needs that necessitate accommodations during the interview process, they should contact the search chair. An information packet about the University, the cCity of Albany and the Capital Region is available from the ODAA.

In the event there are a large number of final candidates, the committee may choose to conduct phone interviews encouraged to reduce the field.) Where telephone interviews are conducted that reduce the number of campus interviewees, the ODAA representative should ensure that the reasons for non selection are documented and reviewed by ODAA.

Persons who clearly do not meet the minimum qualifications should be notified at this point.  (Appendix 16)  Other applicants may remain in the pool for consideration.

The Search Committee should interview candidates as a whole committee whenever possible. The Chair should also schedule candidate interviews with the hiring authority, the appropriate dean/director, vice president and/or president, other academic or administrative departments, units, and other pertinent persons or groups as appropriate.

Contacting references by telephone regarding a candidate’s qualifications is encouraged.  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.  A record of all inquiries must be maintained within the candidate’s file.  Under the Freedom of Information Act, information received by telephone is available to the applicant upon request.  An example of the format for recording information from a telephone reference (Appendix 17) is provided for your reference.

 

Step 9: Final Recommendation for Hire

1. Upon completion of the interview process, the Search Committee prepares and submits its recommendation to the hiring authority, who consults with the ODAA Director on the proposed hire.

2. The Search Committee Chair and the hiring authority consult to determine rank (if applicable), salary, and any other aspects of the appointment package.  An offer is made by the hiring authority or by the appropriate Provost or Vice President (VP).  Teaching faculty appointments are made by the Provost based on the recommendation of the appropriate dean.

3. Once an offer is accepted, an Appointment Request (HRM-2 - Appendix 18), or Change in Status Request for current employees (HRM-3 - Appendix 19), is generated by the hiring authority, signed by the dean/director and the appropriate Vice President and forwarded to the Office of Human Resources Management.  This transaction form activates the personnel record for the new hire and is critical for initiating many campus services such as computing and SUNY card.

4. 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 accepted and the candidate has signed an appointment letter, letters of regret (Appendix 20), should be sent to unsuccessful candidates.

Note: If an offer is declined, the hiring authority should work in conjunction with the Search Committee Chair, dean or VP to determine if an offer can be made to another qualified finalist. The ODAA Director will be informed of the declined offer. This information is also included on the ODAA Search Report. 

5. At the conclusion of the search the Search Committee Chair, with the assistance of the ODAA Representative,should complete the Affirmative Action Search Report (Appendix 21), with the pertinent information on the finalists and submit it to the ODAA.

6. All search file information should remain in the hiring unit office for three (3) years from the end of the search.