Search Procedures

The following search procedures have been developed to assist the Search Committee in:

  • Attracting a broad range of qualified candidates.
  • Identifying the most highly qualified candidate(s).
  • Completing searches efficiently and effectively.
  • Advancing fair and equitable treatment in search and selection.

The search process helps to ensure that the College's interests are served by hiring the best candidate, and protect the integrity of the search process for both the candidate and the Institution. Searches must comply with all steps laid out in these procedures. Searches that do not adhere to prescribed procedure may conclude in a failed search.

This page contains an overview and description of the procedure, appendices with relevant terminology and interview questions, and a variety of documents necessary to complete a search. The Department of Human Resources (HR) and the Office of Diversity Equity and Inclusion (ODEI) will assist you throughout the process and be available to answer any questions you may have. The search for and hiring of highly qualified faculty and staff are important activities for the College.

The Office of Federal Contract Compliance (OFCCP) requires that every search track applicants through the selection process to ensure equal opportunity and fairness in the hiring and selection process. If Farmingdale State College is audited by the OFCCP, the College will be asked to provide applicant tracking documents for all searches.

Please carefully read through all of the guidelines and information before proceeding with the work of the Search Committee.

Thank you for your participation in one of the most important activities of Farmingdale State College.

PLEASE NOTE: References will be made to a "Hiring Manager" throughout this documentation. The Hiring Manager is generally the individual initiating the hiring request. However, the term is also used within Interview Exchange (our Applicant Tracking System) when referring to the Search Committee Chair. In most cases, the Search Committee Chair is not the individual initiating the hiring request, but the two roles may occasionally overlap. Efforts have been made to clearly delineate these roles, where applicable.

Federal equal opportunity laws prohibit discrimination on the basis of race, gender, color, national origin, religion, disability, age, marital or veteran's status. Additionally, New York State agencies are prohibited from discrimination on the basis of sexual orientation and gender identity. These laws and policies require that neither the College nor any of its representatives discriminate in any employment decisions, including recruitment, selection, promotion, compensation, training opportunities, job assignments, disciplinary actions, discharge or any other conditions of employment. Equal opportunity requires the elimination of all existing discriminatory conditions, whether purposeful or inadvertent.

Federal affirmative action law requires employers to take positive measures to recruit and employ qualified women and minorities to correct effects of past discrimination, to eliminate present discrimination and to prevent future discrimination. An affirmative action program is a set of specific and result-oriented procedures done in good faith to encourage the ideals of equal employment opportunity. Affirmative action is not a quota system and does not give hiring preferences to those who are not qualified for positions.

Federal law defines affirmative action candidates as those classified as Black or African American, Hispanic, Asian, Native Hawaiian/Pacific Islanders, American Indian or Alaskan Native. Women are also included. Separate legislation covers Vietnam era and disabled veterans and people with disabilities.

Affirmative action measures are designed to cast the net as far and wide as possible to reach the greatest number of affirmative action candidates. These measures require more than simply placing an advertisement or posting a job vacancy notice. Extra efforts must be made to reach out specifically to affirmative action candidates. This guide will assist you in these efforts.

A central function of the Affirmative Action Policy is to monitor and evaluate the college's implementation of Federal and State laws, and local and SUNY-wide policies regarding equal opportunity and affirmative action.

All full-time and part-time position searches (with the exception of adjunct faculty and staff), require the completion of the Request to Fill form. This form will be circulated for necessary approvals which include the Department Chair/Director, Dean, Area Vice President, Budget, Human Resources and the Office of Equity & Diversity.

The Request to Fill form should be completed to begin the process. This can be found within the Forms module of Interview Exchange. The overall job description and any included supporting information will be used to create the job posting. A completed performance program (where applicable) and departmental org chart must be included with the Request to Fill form. Upload those additional documents in the appropriately marked areas.

PLEASE NOTE: The required and preferred qualifications cannot be changed once the position is posted. Therefore, you should carefully review these before submitting the Request to Fill form.

Applicants must meet the minimum requirements to be considered for an interview. Human Resources will circulate the form for approval. Once it is approved, the position will be posted and advertised as requested. Positions will be posted on the Farmingdale State College employment site External link, the SUNY employment site External link and HigherEdJobs.com External link. The Hiring Manager and/or Area Vice President may request other advertising venues, including professional journals/websites. These requests will be evaluated by Human Resources and/or the Office of Diversity, Equity & Inclusion, to determine the value added versus the cost of this advertising.

The following steps should be adhered to:

1. The Department Chair/Director forms a Search Committee, consulting with their Area Vice President and the Human Resources department, as needed.
2. The Department Chair/Director informs the Search Committee member they have been chosen and asked to serve on the committee.
3. Search Committee Members must obtain approval from their supervisor prior to agreeing to serve on a Search Committee.
4. A Search Committee should be comprised of:

  • Three to seven individuals (five are recommended).
  • Diverse groups of individuals including members of underrepresented groups, e.g. women, minorities, disabled persons etc.
  • Members from a broad cross-section of departments.

5. The Search Committee composition will be reviewed by Human Resources and the ODEI, and may be modified at their discretion.
6. Human Resources and/or the ODEI may attend any scheduled search committee meeting, or call a meeting as deemed necessary.

 
 

The ODEI will schedule an orientation meeting that all Search Committee members must attend. Topics addressed during the meeting include:

  • Affirmative Action goals for the Department and the College.
  • A review of the definition of underrepresented groups.
  • A review of legal and procedural issues related to the search and conducting an interview.
  • Issues of confidentiality.
  • The responsibilities of Search Committee members in the selection process.
  • Completion of the Search Committee timeline.

Once training is complete, Search Committee members will be granted access to the search. Search Committee members who are new to the Interview Exchange system should contact Human Resources for "technical" training.

At the first Search Committee meeting, the group must develop:

  • A set of questions to be used for each candidate.
  • The intended Candidate Evaluation Form.

The first column of the form should be filled out mirroring the job description and qualifications. For example, if five years of work experience is required, work experience should be listed as "5 years or more." You'll be ranking the candidates based on these categories. They should reflect the most important aspects of the position. The sample form shows examples of good Ranking Qualifications for an academic position, but would be similar for any other position. The digital version of the blank Candidate Evaluation Form is editable so you can fill it in.

A copy of the interview questions and the candidate evaluation form must be sent to Human Resources for approval before any candidates can be interviewed.

 

Interview Exchange is the online applicant tracking system used by Farmingdale State College. Human Resources will conduct in person training for anyone who is new to using the system or is in need of a refresher.

1. Applicants must enter their contact information into Interview Exchange and attach a cover letter, CV/resume and the required FSC application. Some positions will require additional application materials.
2. The Search Committee Chair and members review all CV's/resumes, cover letters and FSC applications. Note: Failure to attach all of the required materials may result in disqualification of an applicant.
3. The committee may begin to screen applicants based on the minimum required criteria selected at the time of posting. These are viewable in the "CoRequisites" section of the posting.
4. Each qualified candidate must have a comment entered explaining the recommended disposition of the application. Acceptable comments are as follows:

Not Qualified Does not meet minimum qualification for:
  • Education
  • Degree in field
  • Experience
  • Research and publications
  • Certification(s)
  • Other (indicate what is missing in comments section)
No for Interview Meets minimum qualifications but:
  • Weak education
  • Degree is related but not precisely in field
  • Weak job experience
  • Weak research and publications
  • Weak certifications
  • Weak in other (indicate what is weak in comments section)
Maybe for Interview Meets minimum qualifications but:
  • Lacks preferred qualifications
  • Other (indicate what is missing in comments section)
Recommend for Interview Meets minimum qualifications and/or some (or all) preferred qualifications

5. After every search member has entered an acceptable comment, the Search Committee chair schedules a second meeting for the Search Committee to decide who will be interviewed. There is no required minimum or maximum number of candidates that can be interviewed, however ideally 7 to 10 candidates should be selected for a first interview.

6. Once the committee has made their selections, the Chair will move each of the candidates into the appropriate folder.

Note: Folders are listed in the order they appear in Interview Exchange.

Folder Name Purpose
Inbox Initial folder all candidates will appear in after they apply.
Maybe For candidates who could be interviewed, but are not the strongest in the pool.
No NOT USED
Withdrawn For candidates who remove themselves from the process. This will most often happen when a candidate is offered an interview and declines.
Yes For candidates being considered for a first interview.
First Interview Candidates Candidates who are actually selected for the first interview by the search committee.
Hired FOR INTERNAL/HR USE
Not Qualified For candidates who do not meet the minimum qualifications.
Second Interview Candidates Candidates who are moved forward to a second (final) interview.
Selected FOR INTERNAL/HR USE
All Folders Folder containing all candidates, including unqualified candidates and candidates that have already been sorted.

STOP HERE. Human Resources and/or the ODEI must review all the materials and the pool of applicants selected, and provide official authorization for the Search Committee to proceed. Human Resources and the ODEI retain the right to request the committee interview candidates from a protected class that meet the minimum qualifications. The search committee cannot proceed until HR/ODEI approval is given.

7. Once Human Resources and ODEI have reviewed and approved the pool, interview questions and candidate evaluation form, the committee chair will be notified and may proceed to schedule interviews.

Please refer to the Steps in the Search Process document for additional details and instructions.

 

First interviews can be conducted in person, via Google Meet or by phone if necessary. Travel costs incurred by the candidates for this level of interview ARE NOT reimbursed.

  1. The Search Committee interviews candidates using the questions developed prior to the interview. These questions must be asked to each candidate. Follow up questions can be asked, and may be different for each candidate. Be careful to review the list of legal and illegal questions.
  2. The Candidate Evaluation Form will be used to record each committee member's candidate evaluation using a ranking scale from 1 to 5. The ranking should be totaled for each candidate. Individual Search Committee member's ratings remain confidential.
  3. The Search Committee selects the finalists to go forward, based off that ranking scale, to a second round interview.
  4. The Search Chair forwards the names of those selected for a second round interview, in unranked order, to those conducting the second interview as well as HR. Attach copies of the candidate's CV's/resumes and cover letters.
  5. For those applying for any academic teaching position, the Chair should provide a summary of the candidate's strengths and weaknesses to those conducting the second round interview. This list must be provided to Human Resources as well.
  6. The Search Chair completes the Travel Reimbursement Request Form (if applicable) for each candidate who will require travel. This form needs to be signed by the Department Chair/Director and then forwarded to Human Resources.
  7. Once the second level candidates have been contacted to schedule their interviews, Human Resources will send each candidate information regarding references and travel arrangements/reimbursement, if applicable.

For professional searches, second interviews can be conducted by an upper level manager including (but not limited to) any appropriate combination of the following titles:

  • Vice President
  • Assistant/Associate Vice President
  • Dean
  • Assistant/Associate Dean
  • Director
  • Department Chairperson

For faculty searches, second interviews will include a teaching demonstration for the search committee, meals as described below, and finally an interview with the Dean and Department Chairperson.

The arrangements for each second interview are made directly by those individuals conducting the interviews. Once the second level interviews are scheduled, alert HR so that reference checking can begin, if necessary. In most cases, current College employees will not require a reference report to proceed through this step.

Meals for second level candidates involved in faculty searches are reimbursed via a voucher system. The voucher allows for the candidate and two individuals from the department to eat at the Pay-One-Price (POPs) area of the Campus Center. HR will complete one voucher for each candidate and forward them to the department's administrative assistant once the second level interviews have been scheduled. The names of the two faculty/staff members accompanying the candidate will need to be filled in by the department once that information is known, and the vouchers will need to be signed by the department Chairperson as well as the area VP before they can be used. Present the vouchers to the cashier at POPs in lieu of payment and he or she will forward that to Aramark, who will invoice the department directly. Those invoices can be paid via a requisition through the SUNY web procurement system.

It is strongly recommended no one from the first level interview process is involved in the second level interview. Interview questions do not need to be approved by HR prior to these interviews and there is no Candidate Evaluation Form at this level.

 
 

Prior to making any job offers, the Hiring Manager should contact Human Resources to arrange a start date and confirm the salary is within the approved range.

Once the references and background check have been completed, and the job offer has been made, the Hiring Manager must complete the Salary, Start Date and Additional Comments fields in the associated Request to Fill in Interview Exchange. The additional comments will include why this particular candidate was chosen for the position over other candidates. It must be sent to the Vice President, the President and finally back to Human Resources for final processing.

 

No offer is considered final until the candidate receives a signed offer letter from the President and has full background clearance from Human Resources. The salary offered must be within the range stated in the posted announcement and/or the approved hiring requisition. If for any reason there is a need to deviate from the approved salary range, this must be discussed with Human Resources and approved by the President before an offer is extended to the candidate. Offers may be rescinded at the discretion of the College.

The Hiring Manager should reconfirm the start date and salary, then extend a verbal offer to the candidate. Finally, contact the Human Resources department and they will prepare the offer letter and conduct the background check, as well as initiate the onboarding paperwork process.

Last Modified 7/28/20