Search Process

To fill an existing position or create a new position, the hiring manager must request authorization to fill a position by submitting a Workforce Planning Request in HRTS.

The form will request a Job Description, a Search Plan and an organizational chart. Please skip the question asking for a Candidate Rating Matrix. 

WFP and then the Budget Office will review the WFP Request. 

WFP’s review will include a classification and compensation review of the job description, salary and other pertinent details, and a review of the Search Plan consistent with the University’s Affirmative Action Plan (AAP).

If the request is approved, the hiring manager and search committee chair will receive an email with permission to advertise. They’ll also be assigned a WFP Liaison, who will serve as their point of contact going forward. 

Workforce Planning (WFP) will post the position on the UAlbany job board using Interview Exchange, the University’s Applicant Tracking System.

Job postings will appear online for a set number of days, depending on the type of position or opportunity.

• Internal Posting Requirement: UUP-represented professional positions covered under the University’s internal promotion procedures must be posted internally for at least 10 days.  
• External Posting Requirements: The length of time a position is advertised online depends on the type of position and its rank.
  • Positions below the Director level: At least 14 days
  • Positions at or above the Director level: At least 30 days

Job postings:

• Must be consistent with the approved Search Plan
• Must Identify when the search committee will begin reviewing applications (an end date for postings closing on a specific day, or a consideration date for postings remaining open until filled)
• Should include the approved salary range

The hiring manager is responsible for posting and paying for any additional advertising, as outlined in the Search Plan. Note: To minimize advertisement costs, notices may be shortened to refer applicants to the HR website for the complete posting.

Please review the Special Consideration for International Candidates for additional advertising requirements. 

Before reviewing application materials, the hiring manager and search committee must meet with their WFP liaison and the Office of Inclusive Excellence for a search kickoff meeting.

During this meeting:

• The hiring manager will provide the search committee with their charge and identify the structure for interviews, including the number of rounds and each round’s modality and format.
• The search committee will learn about the search process, including how to keep a search moving forward, conduct legal and effective interviews, manage implicit bias, and adhere to all relevant policies and procedures.
• The search committee chair will learn about their specific role and responsibilities during the search process. 

Before reviewing any candidates, the search committee must finalize the Candidate Rating Matrix.

Then, search committee members must use the Candidate Review Matrix to review each applicant. The search committee will use Interview Exchange, the University’s Applicant Tracking System, to access submitted materials.

Each job posting includes either an end date for postings closing on a specific day or a consideration date for postings remaining open until filled. All candidates who applied before that deadline must be reviewed by the search committee.

After the advertising close date or consideration date, and after each search committee member has completed their individual review of the candidates, the search committee must meet to deliberate on their findings and determine which candidates to interview.

Note: If a search includes candidates being considered under the internal promotion process, the search committee must review the applicants using the Candidate Review Matrix and all the same approval steps.
 

Confidentiality

All searches must protect applicants’ privacy. Only search committee members should have access to application materials. Department colleagues, hiring managers and other interviewers will have access to the files of finalists.

Anyone involved in the search process must maintain strict confidentiality, as applicants assume their candidacy will be kept private during and after the search. Do not break their confidence or the confidence of your colleagues by discussing privileged remarks and interview outcomes.
 

Conflicts of Interest

If a search committee member has a personal or professional conflict of interest with an applicant, they must disclose this to the search committee chair and HR at [email protected]. HR may ask the search committee member to recuse themselves from evaluating that applicant or from the search committee entirely. 

To request approval to interview selected candidates, the search committee chair must submit a completed Search Tracking Form to WFP at [email protected]. 

WFP will review the search committee's request, as well as the applicant pool and selected candidates.  

• If WFP approves the request, the search committee may move forward with interviews.
• If WFP identifies an inadequate applicant pool, the hiring manager must enhance the Search Plan and set a new date for applications to be reviewed. 

The search committee must develop interview questions, including at least one equity, inclusion and belonging related question. Sample interview questions are available.

The search committee chair should use HR's communication templates to schedule interviews with the selected candidates and to notify all other applicants of their non-selection.

At the end of each interview round, the search committee must update the Search Tracking Form and complete the Interview Disposition Worksheet (available within the Search Tracking Form) with each candidate’s status and progress.

Once all interviews are complete, the search committee chair must submit the updated Search Tracking Form and the Search Committee Recommendation Form to WFP at [email protected].

If WFP approves the search committee’s hiring recommendations, they will forward the completed Search Tracking Form and a salary range to the hiring manager. The hiring manager may then select a candidate from the list of finalists.

Before making an offer, the hiring manager (or their designee) must first check the selected candidate’s references, using the Reference Check Guide.

Next, the hiring manager should negotiate an offer with the selected candidate within the approved salary range. Note: Any deviations from the approved title and/or salary range must be reviewed and approved by WFP.

Once the candidate has accepted the offer:

• The hiring manager must update the Search Tracking Form and send it back to WFP at [email protected].  
• The supervisor must initiate the appointment forms.(New employees should visit the On-boarding page for additional required forms and other important first-day information.)
• The search committee chair must notify other applicants that the position has been filled.

Access the Search Plan.

The hiring manager downloads and completes the Search Plan, using the Inclusive Excellence Recruitment Resources, and submits it with the Workforce Planning Request (Step 1).
 

Search Committee Guidelines

Any active University faculty, professional staff or support staff member may serve on a search committee. Read about the overall responsibilities of each search committee member and the search committee chair.

Search committees must have a minimum of three to five members that reflect the diversity of the University community. The minimum number of search committee members required depends on the type of position being filled:

• Entry- to mid-level hires: At least three committee members  
• Hires at or above the Director level: At least five committee members

A search committee's size should always represent the position's level, scope and impact and include employees from other areas/departments.  

Note: The supervisor, Department Chair and/or final decision-maker should not serve on the committee or take part in the applicant review (Step 5), as this could potentially be seen as having an undue influence on the search process.

Access the Candidate Rating Matrix. To download the template, select “File,” “Create a Copy,” then “Download a Copy.”

The search committee downloads and completes the Candidate Rating Matrix before starting the applicant review (Step 5). No review or approval is required. 

Access the Search Tracking Form. To download the template, select “File,” “Create a Copy,” then “Download a Copy.”

The search committee chair must:  

• Download, complete and submit this form to request approval to start interviews (Step 6)
• Update the form after each interview round (Step 7)
• Submit a final version of the form to request approval of the final hiring recommendations (Step 7) 

The search committee must develop interview questions (Step 7), including at least one equity, inclusion and belonging related question, using these resources:

• Sample Faculty Interview Questions
• Sample Staff & M/C Interview Questions
• Sample Equity, Inclusion & Belonging Related Questions

The search committee chair should use the following templates to communicate with applicants (Step 7 and Step 8):

• Initial Interview Invitation
• Second- & Third-round Interview Invitation
• Interview Confirmation
• Non-selection Notification 

Access the Search Committee Recommendation Form.

The search committee chair must complete and submit the recommendation form (Step 7). The form will list each candidate’s strengths and weaknesses and provide a list of qualified, unranked finalists for the hiring manager’s final decision.

Access the Reference Check Guide.

The hiring manager should review the guide before checking a selected candidate’s references (Step 8). These checks must include at least three professional references with a focus on supervisory relationships.