Hiring Manager Search Guidelines

First Steps

The Hiring Manager is typically a Dean, Director, Provost or Vice President. The Hiring Manager is responsible for deciding to create a new position, or replace a vacancy in an existing position, by using the following steps:

1. Perform a position analysis, determine the appropriate title, job classification, and update the job description. The Office of Human Resources can provide assistance with selecting the appropriate title and job classification.
2. Create a ‘Request to Fill a Position’ requisition in Interview Exchange:
   1. Attach the updated job description.
   2. Attach a justification for filling the position.
3. Once the Request to Fill a Position has been approved:
   1. The Hiring Manager should submit the Interview Exchange Information Request form to the Office of Human Resources.
   2. The Search Committee should consist of three to six members, plus the Chair.
   3. Committee members should have diverse backgrounds.
   4. The Search Committee should consist of at least one member outside the hiring department.
   5. Human Resources will create a job posting using the information provided and post the position.
4. Advertising or networking the vacancy is a shared responsibility. Hiring Manager, Search Chair/Members, and the Office of Human Resources should advertise and network the openings.

The Search Process

Search Committee Members should share different perspectives, expertise in the field, and must be positive about their role and SUNY Delhi. The following is an outline of the responsibilities of the Search Committee Chair/Members:

1. A “Charge Meeting” should be scheduled with the Hiring Manager, Search Chair, and all committee members. The Hiring Manager and the Search Committee will agree upon:
   1. the general search format;
   2. the applicant rating method/matrix;
   3. the manner in which final candidates are presented to the Hiring Manager;
   4. the search timeline.
2. The search process will commence and the Committee, under the leadership of the Chair, will facilitate vetting and narrowing the pool of candidates. The Hiring Manager should remain engaged with the process and offer guidance as needed to ensure that the procedures are followed accordingly and in a timely fashion. The review of applicants is strictly confidential and it is not recommended the Chair discuss individual applicants with the Hiring Manager at this point.
3. The Committee must treat internal and external candidates the same to avoid even the appearance of discrimination, favoritism, or unfairness. The Committee must take great care not to engage in a false search, that is, a search with a predetermined outcome. Such a search is both unethical and violates federal laws.
4. Upon completion of the Interviews, Reference Checking is required for all final candidates being considered for the position. A minimum of two of the three references must be reached. If references are unavailable, or do not respond, the candidate should be asked to provide additional references. This includes reference checks for internal candidates as well.
5. After an offer is accepted, the Search Committee Chair must be sure to move each applicant into the proper folder in Interview Exchange, i.e. hired, final interview, withdrawn, no, etc.  
6. The Search Committee Chair, or Hiring Manager, can complete the Hire Justification Report in Interview Exchange indicating the candidate of choice and backup candidates.
7. Once the Hire Justification Report has been approved by all approvers, the Hiring Manager will move forward with making a contingent position and salary offer of employment pending criminal background investigation clearance.
8. Upon acceptance of the employment offer:
   1. For external hires - the Hiring Manager will submit an Initial Faculty/Professional/Class Appointment requisition via Interview Exchange by completing all required fields in sections 1 to 4.  Note: the Office of Human Resources will complete item #5.
   2. For internal hires, the Hiring Manager will submit a Change of Status Form via Interview Exchange.
9. The Hiring Manager will receive an email from Interview Exchange indicating that all approvers have approved the hire and the criminal background check is clear. If the criminal background results are poor, the administration will the make final determination regarding employment eligibility.
10. The Hiring Manager, or Search Committee Chair, will then contact candidates who were invited to campus, but not selected, to notify them of their status. The Search Committee Chair will notify the Office of Human Resources to send out letters of regret to applicants not interviewed.
11. Human Resources, Student Life, or the Provost’s Office will create the appointment letter.