SUNY
University-Wide Human Resources Manual
Recruitment
last updated: Friday, October 28, 2005
The State University of New York is an Equal Employment Opportunity Employer
| Recruitment
Procedures Announcement Classified Service Graduate/Teaching Assistant Unclassified Service (SUNY Professional) Other Considerations |
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Recruitment is both a selection and an elimination process. The SUNY objective is to employ on SUNY campuses those candidates who are best qualified and best suited for contributing to SUNY's mission and to student success. Recruitment is an imperfect process. Sometimes people are hired who do not quite fit--it is likewise assumed that some highly qualified candidates are eliminated from consideration because of their own presentations, or because of the subjectivity that is inherent in the recruitment process. As Equal Opportunity Employers, SUNY campuses must strive to clearly define appropriate minimum and preferred requirements in vacancy announcements and to ensure that the processes for the selection and elimination of candidates is just, if not perfect! If an appointment cannot be effected from the criteria stated in a vacancy announcement, a new announcement should be issued to ensure opportunity. For example, if no acceptable candidate will accept appointment within the announced salary or salary range, it is recommended that the campus reissue the announcement with the new salary range since salary is a primary criterion in the creation of an applicant pool. An alternative in this example is to not state a salary or salary range but instead to just say that it is negotiable. Similarly, candidates must ensure that they meet the minimum qualifications for the positions for which they seek appointment and must clearly describe how their education and experience match the specific vacancy announcement to receive fair consideration. Vacancy announcements
should clearly and consistently include qualifications that are appropriate
for the position including a description of the essential duties and responsibilities
for the particular job. Although advertising is expensive, vacancy announcements
must include enough information to accomplish the objectives of creating
a pool of fully qualified candidates and the elimination of all other
applicants [e.g. " experience in public schools" includes students
as well as employees -- you need to say work experience in public schools
if that is what you intend; "experience with State regulations"
may lack specificity if you want candidates experienced with NYS regulations].
Recruitment activities must also satisfy requirements of the appropriate
collective negotiating agreement, of the civil service law, of SUNY policies
and of SUNY's commitment to Equal Opportunity Employment. In accordance
therewith, all recruitment activities, including the establishment of
the job requirements and the interviewing of candidates must focus only
on the requirements of the job and the related qualifications of the candidates
-- including any preferential treatment required by collective negotiating
agreements. Proper attention to these activities will reduce the imperfections
but not eliminate them. |
All full-time vacancies
occurring in SUNY should be announced, posted, and/or distributed (e.g. on bulletin
boards, in campus buildings, and on the campus WebPages, and copies given to
appropriate collective bargaining agent, etc.) in accordance with locally agreed
to policies and procedures and/or the requirements of the appropriate collective
negotiating agreement. Check under forms at the end of this section for an appropriate
template to use or to modify for use in announcing a vacancy. Also, if you intend
to advertise the vacany in the media, Graystone Group Advertising has a state
contract as a vendor and campuses that choose to advertise through them will
benefit. Participating campuses simply fax the information to be included in
a recruitment advertisement to Graystone and Graystone does the layoff work
from a standardized layout provided in advance by the campus, eliminates white
space, and submits the advertisement to the media (local, national newspapers,
Chronicle of Higher Education, etc.) at a reduced price for the campus. Check
Graystone Group in the references at the end of this section for more information.
____________________________________________________________________
Following is information about recruitment rules and processes followed by SUNY
for the different categories of employment.
Classified
Service
The following procedures for recruiting to fill positions in the classified
service are basically the same for both full-time and part-time positions.
Preferred List/Reemployment Rosters Classified service employees who are laid off, or are at risk of layoff, from other NYS agencies may be placed on "preferred lists", "reemployment rosters", or "placement rosters". Such placement gives them first preference for any classified service vacancies in geographical regions in the state of their choosing that match, or are comparable to, the jobs they held/hold with their previous/current agency. Some of these preferential eligible lists may include employees working at agencies seeking to contract-out services who may have transfer rights to other State payroll agencies including SUNY campuses. Additionally, employees reinstated by the Civil Service Commission following a termination for disability receive preferred list status.
Sometimes SUNY campuses are not aware of the existence of a preferential status list of eligibles for appointment to a title right up until the time they seek to offer an appointment to someone. Therefore, supervisors and others with authority for interviewing and selecting candidates must ensure that the campus Human Resources Office has secured the approval of the Department of Civil Service for an appointment before offering it to the selected candidate.
Transfers
Classified service employees of other State agencies who seek to transfer to SUNY campuses who do not have the special preferred or transfer rights outlined above should contact the Human Resources Office at the campuses at which they seek employment. If and when a vacancy exists for which they would be eligible, transfers are considered along with other applicants, but campuses have no obligation to interview or hire such agency transfer candidates.It should be noted that the hiring of classified service transfers from other agencies can significantly affect promotional opportunities and job security for layoffs for current classified service employees at SUNY campuses if the employees appointed through transfers have greater seniority (more consecutive permanent state service) than existing staff.
Competitive Class
The following entry-level competitive class positions require that candidates
be reachable on the appropriate New York State Civil Service List of Eligibles
created by ranking candidates according to scores achieved on the appropriate
civil service examination for the title. The SUNY campus must choose from among
the top three candidates named on the list who are ready, willing, and able
to accept appointment for each vacancy. (Note: county or other jurisdictional
examinations and lists do not qualify anyone for appointment to State jobs).
Individuals named on an appropriate list of eligibles for a title, who are deemed reachable on the basis of test score and placement on the list, are canvassed (by mail or phone) when a SUNY campus seeks to fill such a vacancy. Lists of eligibles reflect geographic location preferences provided by individuals to the Department of Civil Service. Individuals should make sure to contact the Department of Civil Service if their situation changes and they could accept appointment in different geographic areas to ensure that they are canvassed for vacancies in all areas in which they could accept appointment.
| Title | Salary Grade |
| Calculations Clerk 1 | SG06 |
| Campus Public Safety Officer | SG12 |
| Clerk 1 | SG06 |
| Computer Operator | SG10 |
| Keyboard Specialist 1 | SG06 |
For information about taking New York State Civil Service Examinations, individuals may contact the New York State Department of Labor or the Human Resources Office at a State Agency. They will have information about examination announcements, continuous recruitment exams, and examination application forms. Individuals with access to the internet can find a link examination information in the classified service references at the end of this section.
Promotional examination
opportunities are available once a person is employed by a State agency and
has completed the service requirements stated in promotional examination announcements.
First consideration is given to employees on a promotion list to employees of
the campus where the promotional opportunity exists. If the campus promotional
list is exhausted (less that three candidates remaining on the list), the next
consideration is to the SUNY-wide promotional list for the title. Once the SUNY-Wide
promotional list is exhausted, campuses must canvass the State-wide promotional
list for the title.(See "Promotions" in this manual for related information).
Non-Competitive Class
Most non-competitive class positions are filled by internal promotion. The operational
services negotiating unit, into which most non-competitive positions in SUNY
are assigned, has a seniority clause that requires campuses to appoint the most
senior internal candidate who bids on a non-competitive job and has the qualifications
to do the job satisfactorily.
(See: Article 45 Posting and Job Vacancies under classified service references
at the end of this section but understand that for non-competitive titles not
in the operational services negotiating unit you will need to review the related
section in the appropriate collective negotiation agreement).
On occasion, SUNY campuses do need to go outside to recruit with the required
skills and experience applicants for non-competitive titles when either there
are no internal candidates, or the internal candidates are not determined to
be able to perform the duties of the vacant position satisfactorily, or when
the title is not in the operational services unit and is not otherwise restricted.
Under these circumstances SUNY campuses use their own recruitment methods. Generally,
however, positions will be filled from a pool of candidates applying for employment
at the campus in direct response to advertisements placed with the local media
and on the campus' website. Information about when and how to apply should be
included in the advertisement.
Important note: Since individuals promoted under Article 45 of the agreement with the Operational Services Unit must serve a probationary period in the new title there exists a strong argument for giving the senior candidate a chance when the determination of whether or not he/she has the "ability to do the job satisfactorily" is borderline.
| Title | Salary Grade |
| Artist Designer | SG08 |
| Carpenter | SG12 |
| Construction Equipment Operator | SG12 |
| Electrician | SG12 |
| Folding Machine Operator | SG08 |
| General Mechanic | SG12 |
| Grounds Worker | SG06 |
| Highway Equipment Operator | SG07 |
| Janitor | SG07 |
| Laboratory Animal Caretaker | SG05 |
| Locksmith | SG12 |
| Maintenance Assistant | SG09 |
| Maintenance Supervisor | SG14 |
| Mason and Plasterer | SG12 |
| Motor Vehicle Operator | SG07 |
| Offset Printing Machine Operator | SG06 |
| Plumber and Steamfitter | SG12 |
| Refrigeration Mechanic | SG12 |
| *Secretary 2 | SG15 |
| Senior Grounds Worker | SG09 |
| Upholsterer | SG12 |
Some SUNY campuses do not accept applications for non-competitive positions
except during an application period announced in a particular advertisement.
However, individuals are often invited to request an application form to complete
and have on-hand so that they may quickly apply for consideration when a vacancy
is announced for which they feel qualified.
Labor Class
SUNY campuses use their own recruitment methods if they are not required to
fill a labor class vacancy from a preferred list or a reemployment roster. Generally,
positions will be filled from a pool of candidates applying for employment at
the campus in direct response to advertisements placed with the local media
and on the campus' website. Information about when and how to apply should be
included in the advertisement.
Some SUNY campuses do not accept applications except during an application period announced in a particular advertisement. However, individuals are often invited to request an application form to complete and have on-hand so that they may quickly apply for consideration when a vacancy is announced for which they feel qualified.
| Title | Salary Grade |
| Cleaner | SG05 |
| Laborer | SG06 |
| Maintenance Helper | SG06 |
Each of the campuses
in the State University of New York is responsible for its own faculty and professional
recruitment and staffing procedures. With that understood, following are
some general methods and requirements.
Full-time
Generally, recruitment for full-time professional service vacancies (Academic,
Administrative (M/C), and Professional) is conducted by announcing vacancies
in the media, including SUNY's and the individual campus's WebPages and distribution
of announcements to other SUNY campuses. Depending upon the particular position
for which a campus is recruiting, the vacancy is announced locally, regionally,
or nationally. If a campus is recruiting nationally, the announcements likely
will be distributed to professional organizations, placed in professional journals
or major newspapers, and/or placed in the Chronicle of Higher Education. For
senior administrative officer searches (Presidents and Vice Presidents), campuses
sometimes contract with recruiting agencies for help in identifying qualified
candidates. However, even in those exceptional cases, there is heavy involvement
by campus search committees.
Part-time
Procedures for the recruitment of part-time members of the professional staff
(Academic Staff, Professional Employees, and non-represented unclassified service
employees) in SUNY are generally decentralized to the departmental or budgetary
unit level. Although campus' human resources departments may pass unsolicited
part-time applications on to appropriate departments for consideration, it is
not otherwise involved in the recruitment process to fill part-time positions
on many campuses. Individuals interested in part-time professional staff work
in SUNY would be best served by directing their interest to the departments
in which their expertise might best be utilized. Most part-time members of the
professional staff are recruited directly by the departments employing them.
Special Consideration:
If applicants for unclassified service vacancies (SUNY professional staff positions) identify themselves as eligible for "special consideration" their applications must be reviewed first if they satisfy the requirements of Article 35 (Retrenchment) of the professional services negotiating unit agreement.
(See: Retrenchment, Sections 35.4 and 35.5 under SUNY Professional Service in the references at the end of this section).
Included in 35.4 is this statement: "Applications submitted by employees entitled to special consideration will be acted upon before applications submitted by other persons. To obtain such action, an employee must specify in the application that the application is being submitted in accordance with the special consideration procedure."If candidates so identify themselves, and if it is determined that they are qualified for the vacancy, they are offered appointment. Other, SUNY Professional Staff not eligible for defined "special consideration" are encouraged to apply for SUNY vacancies and are given due consideration for appointment to such vacancies especially if the vacancy would be seen as a promotion or would facilitate movement from part-time to full-time status. (See: Transfer Rights, Article 34 under SUNY Professional Service in the references at the end of this section).
Generally, for unclassified service positions, search committees are formed and assigned responsibility for developing recruitment/selection procedures for full-time professional staff vacancies. They might also be assigned responsibility for developing or fine-tuning the vacancy announcement to make it both open enough to consider all qualified candidates and restrictive enough to eliminate candidates who clearly do not have the background and/or experience necessary to be successful in the position. Generally, search committees also have responsibility for screening applicants by reviewing applications, checking references, creating reference check and interview questions, and interviewing selected candidates. Search committees also recommend the candidates they believe to be best suited for the position to the appointing authority.
Graduate/Teaching Assistants
The recruitment of graduate/teaching assistants is directly related to the recruitment
and/or utilization of highly qualified graduate students. For more information
about the requirements, check the references under Graduate/Teaching Assistants
under references at the end of this section.
______________________________________________________________________
Campus Human Resources Departments and Affirmative Action Offices have significant
expertise to assist themselves and others on their campuses that are involved
in recruitment activities. Included are such resources as job design assistance,
point-factor-analysis systems, lists of both prohibited and appropriate interview
topics/questions, and an understanding of the collective negotiating agreement
requirements relating to recruitment, vacancy announcements, transfers and promotions.
Within the concept of campus autonomy there are many different delegations of
authority and methods in place on campuses to ensure that recruitment activities
are consistent with the policies and procedures of the State and SUNY. These
considerations include collective bargaining agreements, civil service law,
and the policies of the board of trustees.
Consultation with campus Human Resources Offices, Affirmative Action Offices, and these other resources is highly recommended.
References:
Graystone
Group
http://www.graystoneadv.com/campus/index.htm
SUNY
Employment
http://www.suny.edu/SUNY_Employment/suny_employment.cfm
Classified Service:
Article 45 Posting and Job Vacancies
http://www.goer.state.ny.us/cna/current/cseaosu/03art45.html (new)
http://www.goer.state.ny.us/cna/1999to2003/cseaosu/03art45.html (old)
http://www.goer.state.ny.us/CNA/1999to2003/cseaosu/03art45.html (older)
Examination Information (Competitive Class)
http://www.cs.state.ny.us/announ/mainpages/exams.htmState Personnel Manual
http://www.cs.state.ny.us/SSD-online/Manuals/SPMM/SPMMTitlePage2.htmSummary of NYS Civil Service Law
http://www.cs.state.ny.us/pio/Summary%20of%20CS%20Law/tocsummofcsl.htm
Graduate/Teaching Assistants:
Job Posting of GSEU Agreement - Article 21
http://www.goer.state.ny.us/CNA/1999to2003/gseu/article_21.html (old)
http://www.goer.state.ny.us/cna/1999to2003/gseugsnu/28art21.html (new)SUNY Procedures Manual Awarding of Assistantships
Awarding Graduate/Teaching Assistants (See 060 SUNY Procedures Manual)
http://www.suny.edu/FinanceandBusiness/FBAdmProc.cfm
SUNY Professional Service:
Retrenchment, Sections 35.4 and 35.5
http://www.goer.state.ny.us/CNA/1999to2003/uup/article_35.html (old)
http://www.goer.state.ny.us/cna/1999to2003/uuppsnu/08art35.html (new)SUNY Policies of the Board of Trustees
http://www.suny.edu/Board_of_Trustees/PDF/Policies.pdfSUNY Professional Services Negotiating Unit Agreement
http://www.goer.state.ny.us/CNA/1999to2003/uup/ (old)
http://www.goer.state.ny.us/cna/bucenter/uuppsnu/index.html (new)Transfer Rights, Article 34
http://www.goer.state.ny.us/CNA/1999to2003/uup/article_34.html (old)
http://www.goer.state.ny.us/cna/1999to2003/uuppsnu/08art34.html (new)
Form(s):
Vacancy Announcement Form - (SUNY Professional Staff) (MSWord fill-in) or (PDF non fill-in) or (PDF fill-in)