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Professional Vacancy Search Committee Guidelines

A position may not be advertised, either internally or externally, until the Office of Human Resources has notified you that all approvals have been secured, including the Vice President, Provost and/or President's office, Budget office and the Division of Diversity, Equity and Inclusion (DDEI).

A.  Job Posting Process

  1. The campus department conducting the search should first submit a position request web form, requesting approval to fill or create a position. Human Resources will forward the request to the appropriate VP and the Budget office for approval and notify the requestor via e-mail when the necessary approvals have been secured. The link to the web form is:
  2. Submit the draft job description and salary to HR (Jonathan Roma) for proper classification and budget title.  Complete Professional Vacancy Worksheet for this purpose.
  3. The campus department should contact the Division of Diversity, Equity and Inclusion (DDEI) to request the appropriate search forms:
  4. After DDEI approves the search paperwork Part I, they will notify Human Resources, who then reviews the proposed advertisement and coordinates with the search committee chair to finalize the job posting.


Advertising via Human Resources:

Human Resources posts your vacancy on the web sites below.

Advertising via Search Committee:

Your department will be responsible for any additional advertising outside of the the three websites listed above.

The Division of Diversity, Equity and Inclusion can assist the search committee with vacancy advertising and recruitment ethics questions.

For a list of various sources to advertise the position you are hiring for, please click on the following link: http://www.binghamton.eduhuman-resources-new/forms/index.html#recruitment-links

The Graystone Group Advertising, a SUNY partner, is considered a viable option when advertising in external newspapers and other publications. They are often able to garner more reasonable, group rates than individual departments. The search committee and/or hiring department is responsible for any external advertising costs. Standard purchasing rules still apply when using the Graystone Group.

B.  Internal Candidate Process

Pursuant to the UUP Internal Promotion Agreement, each eligible, internal candidate (eligibility is verified by the Office of Human Resources after the internal posting period) must be considered prior to the consideration of any external applicants.

  • Tier 1 internal applicant:  Current ELIGIBLE employees covered by UUP agreement are to be reviewed and considered first, followed by a review of Tier 2 applicants.
  • Tier 2 internal applicant:  Current ELIGIBLE Classified Service or Research Foundation employees) are considered second.

One of three decisions must be communicated by a search committee representative to the UUP Tier 1 internal candidates prior to the review of any Tier 2 internal or external applicants:

  1. The person does not meet the qualifications for the position and will not receive an interview
  2. The person is qualified and will be interviewed
  3. The person is qualified and will be included as part of the larger candidate pool and considered further
The above UUP Internal Promotion Agreement does not apply to Management/Confidential positions.
VERIFICATION OF successful candidate degree

The chair of the search committee is responsible for verifying the successful candidate's highest claimed degree prior to an offer being made. They are also required, as per university policy, to attest to the fact that credentials have been verified for the record. Copies of transcripts or degrees are acceptable, or you may contact Human Resources for a user account to the National Student Clearinghouse for degree verification.

NOTE:  Contact the Provost's Office for verifying a faculty candidate's degree.

The chair of the search committee may arrange to review an internal candidate's personnel file by contacting Human Resources at 777-2187.

Policies and Procedures Governing Official Personnel Files:

C.  Affirmative Action/DDEI Search Process

  1. The search committee reviews applications and makes recommendations for interviews, prepares screening tools, interview questions, etc.  Please coordinate with the Division of Diversity, Equity and Inclusion (DDEI) throughout the interview process.
  2. After the 10-business day internal application period ends, HR notifies candidates, DDEI, and the search committee of internal candidate status.
  3. The department notifies internal candidates of their intent of whether or not to interview.
  4. To conduct a pre-screening/remote inquiry, complete and submit form DDEI Part IIa.
  5. To conduct campus interviews, complete and submit form DDEI Part IIb.
  6. Schedule and conduct interviews after DDEI Part IIb Form is approved.
  7. Search committee selects and recommends a successful candidate.  Submit form DDEI Part III for approval.
  8. Make verbal offer to candidate after form DDEI Part III is approved (within the range of salary approved and listed on the posting).
  9. Upon verbal acceptance, send formal offer letter to the selected candidate (contact Professional Employment staff in HR if you need the appropriate offer letter template). Academic departments, please contact your Dean's office for this. If you need clarification for any aspect of the offer letter, please contact HR. 
    Submit form DDEI Final Search Determination.
  10. Search committee will notify candidates who were not selected for this vacancy.  There is an email template for this message, which you may tailor to your department, available in Interview Exchange. 

    Refer to the Employer Guide in Interview Exchange for instructions on e-mailing applicants or contact HR:


D.  Appointing the New Employee

  1. The hiring department submits a Hire/Rehire HR Form.
  2. Direct new employee to the "New Employee Forms" packet on the HR web site.
  3. The hiring department sends original signed offer letter to Human Resources. HR will collect the new employee forms, including the Oath of Office, Confidentiality Agreements, etc.

    IMPORTANT NOTE: The federal I-9 form must be completed in person (or notarized document process if employee is not on site); within the first three days of employment. Also, the Social Security card must be verified with HR (or notarized document process if employee is not on site). We are not able to place an employee on the New York State payroll without a Social Security number.
  4. Send a signed Performance Program to HR within 45 days of start date.

Other Interview Process Resources

Behavioral- Based Interview Questions

What Not to Ask in an Interview (.pdf, 341kb)

Frequently Asked Questions








Jonathan Roma

Manager of Professional Employment

(607) 777-3321

Last Updated: 2/7/20