Position Search Procedures
March 2003
Professional Service Recruitment
As a result of retirements in the Office of Human Resource Management 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 ODAA.
- 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 advertisement has been approved, 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: 203-255-0755; fax #: 203-254-2590.
March 21, 2003