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. Submit a Hiring Freeze Exemption (HFE) request.  
3. Upon receipt of the HFE, 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. Note the Hiring Freeze Exemption approval number.
4. 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.
5. 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.  (NOTE:  A Spending Pause Request must be approved prior to purchasing advertising.)

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 interview questions, along with the rating matrix must be submitted to HR for approval, prior to conducting interviews.  
3. 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.
4. 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.
5. Upon completion of the Interviews, Reference Checking is required for the final candidate 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.
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 may move forward with making verbal offer, contingent upon receiving criminal background investigation (CBI) clearance.
8. Following the verbal, contingent offer, notify HR.  HR will send the CBI authorization forms to the candidate.  If the CBI results raise questions, the administration will make the final determination regarding employment eligibility.  
9. Upon acceptance of the verbal employment offer and successful CBI, the appointment letter and job description are provided to the candidate (by HR).  Appointment letters are drafted by the Provost's office, Office of Student Life or HR.  Upon receipt of the signed/accepted offer:  
   1. For external hires - HR will send eDocs for onboarding.
   2. For internal hires, the Hiring Manager will submit a Change of Status Form via Interview Exchange.
10. 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.  
11. 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.
12. The Search Committee Chair (after ensuring that the candidates are in the appropriate folders in IE, i.e. no, withdrawn, etc.) will notify the HR to send out letters of regret to applicants not interviewed.
13. The Hiring Manager will notify HR when to close the job posting which removes it from our website and does not allow for additional applicants.