Search Process | University at Albany

Recruitment & Selection Procedures

UAlbany’s recruitment and selection procedures for Research Foundation (RF) employees are designed to guide search committees through a fair, inclusive search process that adheres to the University’s Affirmative Action Plan.

RF Human Resources (RFHR) assists hiring authorities as they complete these procedures.

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Step-by-step Process
Documents & Templates
Search Roles & Responsibilities

Questions? Please contact RFHR at [email protected] or 518-437-4500.

Sign into Interview Exchange.

About recent changes to the search process

The search process moved from the Division of Inclusive Excellence to RFHR on December 1, 2025.

RFHR has since updated the search process and offers this guidance:

Active searches should continue to use their existing forms but otherwise follow the process outlined on this webpage, with RFHR's oversight.
New searches should follow the process outlined on this webpage, with RFHR's oversight.

Step-by-step Process

Before you begin, please confirm whether a formal search, search waiver or search exception is appropriate for this appointment. If a formal search is required, please follow these instructions.

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Step 1: Submit a Search Requisition

To fill an existing position or create a new position, the hiring manager must request authorization by submitting a Search Requisition Form. The hiring manager must form a search committee before submitting the form.

The Search Requisition Form will request a completed Job Description, as well as language for the job posting. If available, please also attach the hiring unit’s organizational chart.

The hiring manager or search committee will also be required to submit the following documents, either with the Search Requisition Form or a later step:

Candidate Rating Matrix (alternative submission: Step 5)
Interview questions (alternative submission: Step 6)

Step 2: Classification, Compensation & Requisition Review

RFHR, and then the Grant Administration’s Personnel Office or the Office of Budget and Finance, will review the Search Requisition Form.

RFHR’s review will include a classification and compensation review of the job description, salary and other pertinent details.

If the request is approved, the hiring manager and search committee chair will be notified. They’ll also be assigned a Recruitment Specialist, who will serve as their point of contact going forward. Learn more about search roles.

Step 3: Advertising

RFHR will post the position on the Research Foundation Careers page using Interview Exchange, the University’s applicant tracking system.

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:

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)
Include the approved salary range

RFHR can also assist the hiring manager with external advertising upon request. Review external advertising recommendations:

The hiring manager is responsible for the costs of any additional advertising beyond centralized advertising. The RF Recruitment Specialist will obtain a quote and confirm rates and approval with the hiring manager. Note: RF postings must be paid via an RF account only.

Step 4: Search Training & Best Practices

Before reviewing application materials, RFHR will identify search committee members who have not previously taken the search training and schedule them to receive training. During this training:

The search committee will learn about the search process, including how to keep a search moving forward, conduct legal and effective interviews, and adhere to all relevant policies and procedures.
The search committee chair will learn about their specific role and responsibilities during the search process.
The committee will learn how to navigate Interview Exchange, the University's applicant tracking system, including how to communicate with applicants using the system.

Step 5: Applicant Review

Before reviewing any candidates, the search committee must finalize the Candidate Rating Matrix and send it to [email protected] for review.

Once approved, 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 that close on a specific day) or a consideration date (for postings that remain open until filled). All candidates who applied before that deadline must be reviewed by the search committee.

After the deadline passes, 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.

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 by emailing the search committee chair and RFHR at [email protected].

RFHR may ask the search committee member to recuse themselves from evaluating that applicant or from the search committee entirely.

Step 6: Request to interview candidates

To request approval to interview selected candidates, the search committee chair must submit a completed Search Tracking Form to [email protected]. Interview questions should also be submitted for review if they have not been previously shared with RFHR.

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

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

Any additional interviews beyond the first round do not require RFHR approval.

Step 7: Interviews

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

Additionally, before the first round of interviews, the search committee chair should ask the selected candidates to complete an Employment Application and, if applicable, Disclosure of Criminal History.

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 a completed Search Committee Recommendation Form to [email protected].

Step 8: Permission to offer

If RFHR approves the search committee’s hiring recommendations, they will forward the completed Search Tracking Form and Search Committee Recommendation Form to the hiring manager.

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 RFHR.

Access the Offer Letter Template.

Once the candidate has accepted the offer:

The hiring manager must update the Search Tracking Form and send it back to [email protected].
The supervisor must initiate the Appointment Form. (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.

Documents & Templates

Please visit the Recruit & Hire Employees page to access the following documents and templates:

Note: All documents linked below require a UAlbany NetID and password to access.

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Candidate Rating Matrix (CRM)

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

The search committee chair or hiring manager develops the criteria for the Candidate Rating Matrix and submits it as part of Step 1 or Step 5.

Once approved by RFHR, the search chair distributes the Candidate Rating Matrix to the committee members for use in the evaluation of candidates.

Search Tracking Form

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 8)

Sample Interview Questions

The search committee must develop interview questions, including at least one equity, inclusion and belonging related question, using these Sample Interview Questions.

The search committee chair or hiring manager submits the interview questions as part of Step 1 or Step 6.

Recommendation Form

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.

Communication Templates

The search committee chair should use the following templates to communicate with applicants throughout the search process:

Search Roles & Responsibilities

Any active University faculty, professional staff or support staff member may serve on a search committee.

Search committees must have a minimum of three to five members. 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. We recommend the committee reflect the diversity of the University community.

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

The primary responsibility for anyone involved in the process is to ensure a fair, equitable, and inclusive search free from unlawful discrimination.

The search process is also a unique opportunity to showcase our reputation as a leading employer. By engaging in a thoughtful, thorough search process, we demonstrate a strong commitment to excellence and to attracting top talent.

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Hiring Manager

The Hiring Manager or their delegate manages major administrative tasks and ensures the search is conducted efficiently, equitably and in alignment with institutional goals.

Key responsibilities include:

Submitting the Search Requisition Form
Establishing the search committee
Providing the search committee with a clear charge and expectations
Supporting the search committee throughout the process, including providing clarification about the position and its responsibilities
Conducting a thorough reference check on the selected candidate
Obtaining approval from RFHR before making a formal offer to a candidate
Seeking approval from RFHR if the proposed salary deviates from the pre-approved range

RFHR Recruitment Specialist

The RFHR Recruitment Specialist is an RFHR staff member who serves as a partner and the primary point of contact for the hiring manager and search committee throughout the entire search process.

This role is designed to ensure consistency, compliance and efficiency in recruitment and search efforts while promoting best practices in equitable hiring.

The RFHR Recruitment Specialist has the authority to review all documentation created and maintained throughout the search and, if deemed necessary, to override search committee decisions.

Key responsibilities include:

Conducting a compensation and classification analysis on the position
Scheduling and facilitating the search training
Offering expert advice and best practices on all aspects of the search process, including recruitment strategies, interview techniques and compliance considerations
Reviewing the search committee’s composition and structure
Reviewing and providing feedback on the tools used to assess candidates
Reviewing and authorizing the progression of candidates to the initial interview
Reviewing and approving finalist selections and hiring recommendations

Search Committee Chair

As the leader of the search committee, the search committee chair is responsible for overseeing all aspects of the search and maintaining the integrity of the process. The search committee chair may use administrative support as needed.

Key responsibilities include:

Scheduling committee meetings, setting agendas, and establishing expectations and a timeline for the committee’s work
Overseeing the flow of the search process and communicating with applicants via Interview Exchange, the University's applicant tracking system
Collaborating with search committee members to develop interview questions and creation of the Candidate Review Matrix
Facilitating the search committee’s post-interview discussion and selection of candidates
Documenting committee decisions and candidate progress using the Search Tracking Form
Summarizing candidates’ strengths and weaknesses using the search committee recommendation form
Submitting required documentation to RFHR
Acting as the primary point of contact between the committee and the hiring manager
Maintaining strict confidentiality and ensuring compliance with institutional policies
Retaining all search-related records for at least three years

Search Committee Members

Under the leadership of the search committee chair, search committee members carry out the search charge set by the hiring manager.

The search committee evaluates all applicants and provides the hiring manager with a list of recommended finalists, along with a summary of each candidate’s strengths and weaknesses.

Key responsibilities include:

Understanding how the position contributes to the department and the broader campus community
Attending all committee meetings and actively participating in discussions
Independently reviewing application materials and evaluating applicants in alignment with position’s minimum qualifications
Developing interview questions and completing the Candidate Review Matrix
Participating in interviews and taking detailed notes on each candidate’s strengths and weaknesses
Collaborating with the search committee chair to recommend qualified, unranked finalists to the hiring manager
Maintaining strict confidentiality, keeping an open mind, and ensuring a consistent, fair and impartial evaluation process
Disclosing any conflicts of interest to the search committee chair and RFHR Recruitment Specialist