Position Search Procedures
March
2003
Professional
Service Recruitment
As a result
of retirements in the Office of Human Resource Management (OHRM) and our
inability to backfill, we have, in conjunction with the Office of Diversity and
Affirmative Action (ODAA) and the Budget Office, revised the professional
service recruitment procedures as follows.
- The hiring department sends an HRM-1 and
completed Search Packet to the appropriate supervisor and VP for approval.
The VP’s office, upon approval, submits the search packet to the Budget
Office for review to assure the position is consistent with the financial
plan. The Budget Office then forwards the approved HRM-1 and Search Packet
to the OHRM. OHRM
sends completed packet to ODAA for approval
- The ODAA reviews the vacancy announcement and
advertisements to ensure that the qualifications are appropriate for the
position and reviews the recruitment plan. Once approved, the HRM-1 with
advertisements/announcements is forwarded to Human Resources. (Tip: We
have found that the advertisements can be streamlined, and costs
dramatically reduced, by simply referencing the full text as follows:
"To view the vacancy announcement in its entirety, please log on to
the University web site at: http://hr.albany.edu/content/vacancy.asp.
This precludes the need to include all of the information in the print ad,
and leads the interested party to our home page.)
- Human Resources processes the HRM-1, reviews
the advertisements/vacancy announcement to ensure that the title and
salary is appropriate for the position and meet the classification
standard, then posts the announcement to the HR web site. Human Resources
will continue to send, electronically, internal promotional postings to
eligible employees on campus.
- Human Resources will notify the department
when its vacancy announcement has been approved and
posted, along
with the end date of the vacancy announcement. The end date in the
advertisement should correspond with the end date in the announcement.
- Once the department receives approval, they
should contact Graystone, Inc.* directly to
place the advertisement in the publications noted in the recruitment plan
(e.g., Times Union, Chronicle of Higher Education, etc.). Questions
concerning costs, running times, and types of ads should be directed to Graystone and will no longer pass through OHRM.
Ensuring that the ads are consistent with the approvals from ODAA and OHRM
will now be the department's responsibility.
- Once the successful candidate is selected and
approved by ODAA, the department completes the HRM-2 packet and sends it
on for appropriate approvals.
Classified Service Recruitment
This
procedure remains unchanged. OHRM posts vacancy announcements for all
classified positions, including labor class and non-competitive positions, on
the HR web site. If the vacancy is for a competitive classified position, OHRM
will also contact Civil Service for the appropriate eligible list. OHRM will
canvass the list and provide the names of reachable candidates to the
departments. As in the past, prior to making an offer of employment to a
classified staff member, the department must check with OHRM to verify that no
re-employment rosters exist.
*We have entered into a non-exclusive agreement with Graystone Inc., a recruitment and advertising agency, to
assist in the placement of advertisements with media outlets. While departments
are free to place advertisements directly, we have found Graystone
to provide a significant advantage. With one e-mail, phone call or fax,
advertisements can be placed in as many outlets as the recruitment plan
specifies. Graystone has negotiated discounted
advertising rates and will assist in the formatting and proofing of all ads.
Our Accounting Office receives a monthly invoice from Graystone,
processes payment, and charges your departmental account for the cost. This
eliminates the need for departments to prepare purchase requisitions for
payment of advertising invoices. These charges will appear on your Monthly
Expenditure Reports from the Accounting Office. It is extremely important that
you provide Graystone with the posting number
associated with your search and the account number to be charged for the ad.
The e-mail for Graystone is: ads@graystoneadv.com
; phone number: 1-800-544-0005; fax #: 203-254-2590.
March 21, 2003