Recruitment, Screening & Selection Procedures: SUNY Brockport

The Research Foundation of SUNY employees are non union. Nevertheless, the Research Foundation’s commitment to Affirmative Action has resulted in a procedure for the review of applicants for Research Foundation positions at SUNY Brockport to assure Affirmative Action principles are enforced.

NO VACANCY WILL BE APPROVED FOR POSTING, NO VACANCY WILL BE FILLED, AND NO POSITION MAY BE RECLASSIFIED UNTIL THE APPROVALS SET FORTH IN THIS DOCUMENT HAVE BEEN RECEIVED. SUFFICIENT LEAD-TIME MUST BE PROVIDED TO ALLOW A THOROUGH REVIEW OF ALL MATERIALS PRIOR TO HIRING.

A. Exempt Positions

An Affirmative Action Search is required in all instances where non student employment is at least 50% time and extends for at least four (4) months or one semester. The position must be posted and a search must be implemented. A temporarily appointed employee must apply to be considered for permanent employment.

In cases of a vacancy that is filled by transferring or reinstating an employee in a similar position with similar duties or qualifications or where the employee is reinstated because of a grant renewal, there is no need to post and search. The Project Director should send the campus Research Foundation Office a position description of the new vacancy. If there exists a break in service of four (4) or more months between a previous Research Foundation appointment and a reinstatement to the position, a search must be done. If a new position is available, a search must be done whether or not a qualified former Research Foundation employee has been off the payroll for less than four months.

When the nature of a position changes (from below 50% time to 50% time or above or extended four (4) months beyond the original appointment date) and no search was previously done, a search must be conducted. The employee who filled the original position must formally apply in order to be considered for the position.

Notification of Vacancy: Form RF A2
1. The Project Director determines that a position is vacant and sends an Announcement of Vacancy – Exempt Position RF A2, to the campus Research Foundation.
2. This vacancy announcement should include:
  1. title and location of position;
  2. duties and responsibilities;
  3. minimum required qualifications;
  4. preferred qualifications;
  5. salary;
  6. duration of appointment; and
  7. special requirements, if any.
3. The campus Research Foundation Office determines:
  1. that funds are available for the position and
  2. that the position is properly classified by using the Salary and Wage Administration Manual, and
  3. whether Affirmative Action review is required.
4. If Affirmative Action review is required, the campus Research Foundation Office will forward the Announcement of Vacancy to the Affirmative Action Office, which will determine if the qualifications and responsibilities are free of discriminating barriers. The Affirmative Action Officer will initial approval and return the original to the campus Research Foundation Office or will request a revision. The campus Research Foundation Office will work with the Project Director to resolve any problems.
5. If the Affirmative Action Office approves, the campus Research Foundation Office will notify the Project Director that s/he may proceed.
6. The vacancy announcement must be posted at least 10 calendar days for part time positions and 30 calendar days for full time positions.
Search Procedure: Form RF A3
1. The Project Director will send the campus Research Foundation Office a Search Procedure RF A3 form to be ATTACHED to the Vacancy Announcement Form RF A2. This form will be sent to the Affirmative Action Office WITH the vacancy announcement. Attached to the Search Procedure will be the advertisement, initial screening form, and list of questions with rating and comment sections. The Research Foundation for SUNY Brockport’s commitment to Affirmative Action mandates the use of newspapers, journals, associations, and services that are directed at or have the capabilities of reaching Protected Classes. The Affirmative Action Office will review the proposed advertising and recruiting sources and assist the Project Director in fulfilling this obligation.
2. The Project Director shall appoint a search committee of at least three people, including representatives from the department or related area and the population to be served, including members of Protected Classes wherever possible.
3. The Affirmative Action Office will indicate approval on the original, return all forms as listed above in 2.a. to the office and retain a copy for their files. If the Affirmative Action Officer requires changes/additions/deletions on the Search Procedure or attachments, the campus Research Foundation Office will work with the Project Director in resolving these problems.
Search Activity Report Form - RF-A4
1. After the required posting of a vacancy announcement, and search procedures, screening instruments and interview questions have been approved by the Affirmative Action Office, the search committee may begin review of the applicants’ files. Using the screening sheet for each, the search committee may then select and interview candidates. Second interviews are recommended to include the project/program director when they are not a part of the original search committee. N.B. Please avoid making notations on the original resumes/files because we need to keep such information confidential and maintain the original clean copies in our files.
2. At the completion of the search, the Search Committee Chairman or Project Director will complete an Affirmative Action Search Activity Report RF-A4 recommending a candidate. The committee chairperson or project director must sign the Search Activity Report. The Affirmative Action Search Activity Report will be forwarded together with all the applicants’ credentials, including the screening forms, to the campus Research Foundation. The campus Research Foundation Office will review to determine if the required process has been followed. The completed search will then be forwarded to the Affirmative Action Office for approval. The Affirmative Action Office will ensure that viable efforts have been made to include Protected Class individuals among the candidates.
3. If the search is found to be satisfactory, the Affirmative Action Office will initial and date the Search Activity Report and forward the original to the campus Research Foundation, retaining a copy for their files. The Affirmative Action Office will return the unsuccessful candidates’ credentials to the campus Research Foundation for the Candidate Resource Pool.
4. If the search is found to be unsatisfactory or the search procedures were not followed the Affirmative Action Office will inform the campus Research Foundation Office of the specific problem. The Research Foundation will work with the Project Director and/or the search committee to resolve the differences.
5. In cases where there is an immediate need to fill a position the Project Director may hire from a Candidate Resource Pool with the permission of the RF Human Resources and SUNY’s Affirmative Action Officers using a Search Waiver (RF-A5). The incumbent then serves pending the completion of a full search. The Candidate Resource Pool must be updated annually and will include qualified Protected Class individuals from prior searches/vacancies.

B. Non-Exempt Positions

In cases of a vacancy that is filled by transferring or reinstating an employee in a similar position or where the employee is reinstated because of a grant renewal, there is no need to post and search the vacancy.

Notification of Vacancy - Form RF-A1
1. The Project Director determines that a position is vacant and sends an Announcement of Vacancy Non Exempt Position RF-A1, to the campus Research Foundation.
2. This vacancy announcement should include:
  1. title and location of position;
  2. duties and responsibilities;
  3. minimum qualifications;
  4. preferred qualifications;
  5. salary; and
  6. duration of appointment.
3. The campus Research Foundation Office determines
  1. that funds are available for the position and
  2. that the position is properly classified by using the Salary and Wage Administration
    Manual, and
  3. whether Affirmative Action review is required.
4. If Affirmative Action review is required the campus Research Foundation Office will forward the Announcement of Vacancy to the Affirmative Action Office, which will determine if the qualifications and responsibilities are free of discriminating barriers. The Affirmative Action Officer will initial approval and return the original to the campus Research Foundation Office or request a revision/ clarification. The campus Research Foundation Office will work with the Project Director to resolve any problems.
5. If the Affirmative Action Office approves and no modification is required, the campus Research Foundation will notify the Project Director that s/he may proceed.
6. The vacancy announcement must be posted for a minimum of 10 calendar days.
Search Procedure - Form RF-A3
1. The Project Director will send the campus Research Foundation Office a Search Procedure RF A3 form to be ATTACHED to the Vacancy Announcement Form RF A1. This form will be sent to the Affirmative Action Office WITH the vacancy announcement. Attached to the Search Procedure will be the advertisement, initial screening form, and list of questions with rating and comment sections. The Research Foundation for SUNY Brockport’s commitment to Affirmative Action mandates the use of newspapers, journals, associations, and services that are directed at or have the capabilities of reaching Protected Classes. The Affirmative Action Office will review the proposed advertising and recruiting sources and assist the Project Director in fulfilling this obligation.
2. The Affirmative Action Office will indicate approval and return the original to the campus Research Foundation, retaining a copy for their files. If the Affirmative Action Officer requires changes/additions/ deletions on the Search Procedure or attachments, the campus Research Foundation Office will work with the Project Director in resolving these problems.
Search Activity Report - RF-A4
1. After the required posting of a vacancy announcement, and search procedures, screening instruments and interview questions have been approved by the Affirmative Action Office, the project director may begin review of the applicants’ files. Using the screening sheet for each, the project director may then select and interview candidates. N.B. Please avoid making notations on the original resumes/files because we need to keep such information confidential and maintain the original clean copies in our files.
2. At the completion of the search, the project director will complete an Affirmative Action Search Activity Report RF A4 recommending a candidate. The project director must sign the Search Activity Report. The Affirmative Action Search Activity Report will be forwarded together with all the applicants’ credentials, including the screening forms, to the campus Research Foundation. The campus Research Foundation Office will review to determine if the necessary process has been followed. The completed search will then be forwarded to the Affirmative Action Office for approval. The Affirmative Action Office will ensure that viable efforts have been made to include Protected Class individuals among the candidates.
3. If the search is found to be satisfactory the Affirmative Action Office will initial and date the Search Activity Report and forward the original to the campus Research Foundation Office retaining a copy for their files. The Affirmative Action Office will return the unsuccessful candidates’ credentials to the campus Research Foundation Office for the Candidate Resource Pool.
4. If the search is found to be unsatisfactory or the search procedures were not followed, the Affirmative Action Office will inform the Personnel/Payroll Officer of the specific problem. The Research Foundation will work with the project director to resolve the differences.
5. In cases where there is an immediate need to fill a position the Project Director may hire from a candidate Resource Pool at the same time the vacancy is being advertised with the permission of the Affirmative Action Officer and the RF Human Resources Officer, using a Search Waiver. The incumbent then serves pending the completion of a full search. The Candidate Resource Pool must be updated annually and will include qualified Protected Class individuals from prior searches/vacancies.

Note: Requests for and receipt of approvals may be done via email.