Position Search Procedures
March 2003

 

Professional Service Recruitment

In conjunction with the Office of Diversity and Affirmative Action (ODAA) and the Budget Office, revised professional service recruitment procedures are as follows:

  1. 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 ODAA for approval
  2. 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.)
  3. 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 and with the Department of Labor. Human Resources will continue to send, electronically, internal promotional postings to eligible employees on campus.
  4. 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.
  5. 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.) or more. 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.  Departments recruiting internationally should be aware that current labor certification regulations require at least one print ad to be placed.
  6. 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