Recruitment

The Research Foundation for SUNY at Binghamton University (RF) is a separate employer from SUNY and Binghamton University. All individuals who have not been employed by RF Human Resources (RFHR) in the past are considered new employees, even if they have been previously employed by SUNY or the University.

With the Research Foundation you have two main methods of hiring an employee. They include: directly appointing someone to our payroll, or alternatively, posting a position for applicants to apply.  Both options have process steps that need to be followed in order to make this a smooth hiring experience and to comply with many local, state, and federal laws/policies. If you do not have an identified candidate for your open position you will need to post the opening on Interview Exchange (IE) through the Research Foundation Office of Human Resources. Our detailed recruitment process can be found below.

Recruited Requisition

If you do not have an identified candidate for your open position, you will need to post the opening with Interview Exchange (IE) through the Research Foundation Office of Human Resources.  This will entail detailed steps that need to be followed to ensure compliance with local, state, federal policies.

Please review our list of Recruitment Resources and Recommendations prior to beginning a search.

Process Steps:

Step 1: RF HR to Review Posting Announcement

This process starts with the hiring manager emailing the completed Research Foundation Vacancy form (to include all necessary attachments) to rfhr@binghamton.edu.  Our team will review the job description and evaluate the employment classification and compensation (note: our RF job title may not match the outwardly posted title). We will often engage with the hiring manager to ask questions about the posting to ensure the final product is accurate.  Once posted, the hiring manager/search chair and those on the interview/search committee will have access to the applicant's materials within Interview Exchange.

• What does classification and compensation mean?

  This is the process where HR reviews the posting against our generic job descriptions and designated RF titles. We also review the compensation to ensure it's in line with market data.  This process entails a review of federal, state, and local policies to ensure the position is categorized correctly before it is posted on our job boards.

• What is a search committee/interview committee?

  These will be individuals the hiring manager selects to support the interview/evaluation process. It is recommended that you have at least three people as part of this team to allow for a thorough review and assessment of all applicants. These individuals will have view access to the posting in IE and all subsequent applicant materials.

• How do I know if I have the funds to support a new hire?

  You will want to work with your Grant and Contract Administrator to ensure you have budgeted correctly for the role you are looking to  post.  It is the hiring managers responsibility to ensure they have sufficient funds to support salary and fringe of a new hire for the duration of the appointment they intend to employ them.

Step 2: Posting the Announcement

From there, HR will post the position on the RF HR Employment Opportunities website for a minimum of 15 calendar days (however a longer period of time is recommended to ensure we have a robust applicant pool).  You may also engage with HR to post the opening elsewhere (ie: Indeed, CareerBuilder, ZipRecruiter, etc.), however, the costs of these postings must be supported by the hiring manager's own budget.  Once a posting is live, the hiring manager and the entire search committee can review applicants through the IE platform.

• Is the posting shared elsewhere?

  Yes, we have several community partners that we share our postings with. They are tasked with posting our link to their job boards to help advertise for the position. Our current community partners include Community Partners: Broome Comm. College, Broome Tioga Workforce, Opportunities for Broome Inc., Broome Co. Urban League, NYS Office of Adult Career & Continuing Ed Srvs, Community Options Binghamton, VA Employment Services, NYSDOL Broome County, Southern Tier Access-VR, Dual Career Program @ Binghamton University , RFCO Central Offices (which post to LinkedIn and Facebook), Binghamton University Handshake - Alumni networks.

• Can I share the posting with my own networks and/or affiliated organizations?

  Yes, you can use our posting link from the Employment Opportunities page to share with your own networks. Furthermore, the Division of Diversity, Equity and Inclusion has compiled a list of diversity-focused job boards and professional affiliation organizations that you may engage with for added reach (note: similar to other job boards, any additional posting costs must be supported by the hiring manager's own budget). Please ensure the link is used so that individuals interested will be routed to our employment page to apply.

• Can individuals email or mail in applications?

  No, all applications must route through Interview Exchange as our sole Applicant Tracking System. This platform is used for our annual Affirmative Action Reporting and all recruiting data is required to be housed in this system.

Step 3: Hiring Manager hosts kick off meeting with search committee/interview committee

The Hiring Manager will want to schedule a kick off meeting with his search committee/interview committee before they start to evaluate any applicants. This meeting will serve to discuss how they will evaluate the applicants (ie: what grading rubric they will use), what the recruiting process will look like (ie: zoom interviews followed by in person interviews), and to establish a common path forward for all applicants. RF HR can offer guidance and training materials pertaining to recruitment upon request.

• Hiring Manager vs. Search Chair

  When possible, the Hiring Manager should not be the Search Chair. The Search Chair should be selected by the Hiring Manager and the two of them should then select the search/interview committee together. The Search Chair and Hiring Manager would also meet to review the overall process and outlined the Hiring Managers expectations of role. The Search Chair would then charge the committee, ensure all proper steps are being followed, and in the end, include the HM for final interviews. Best practice would be that the Search Chair would work with the interview team to review all applications, conduct interviews and then only bring the Hiring Manager in when they are in final stages of the interviews. A scoring matric should be used to ensure each Search Chair is doing their due diligence throughout the process. Having this robust process helps eliminate any potential bias in the recruitment process and helps support a more well rounded search.

• What resources are available to help with this step?

  We have several resources to help with your recruiting process that include a short video on Unconscious Bias (only accessible by RF Employees with an RFID), an Interview Evaluation Form,  Lawful and Unlawful Questions, sample behavioral interview questions, as well as a host of other resources available on  BizLibrary  (only accessible by RF Employees with an RFID)

Step 4: Hiring Manager work with search committee/interview committee to evaluate all applicants

The Hiring Manager, along with those on the search committee/interview committee, will have access to all applicants’ materials within their posting. The team will want to meet regularly (via zoom or in person) to evaluate applicants’ materials against the posting requirements.   Hiring managers will use the IE platform to move candidates from the application folder (inbox) into their designated folders once reviewed.  Furthermore, they will use the associated disposition codes with each profile to ensure we have an audit trail as to who is being moved forward and who is no longer being considered. The Hiring Manager is also encouraged to use the NOTES section of the candidate profile to add any other comments relative to the candidate’s profile and the posting requirements.

• Am I required to use disposition codes?

  Yes, RF HR is regularly audited by federal, local, and state entities along with program sponsors. Furthermore, all applicant data is used during our annual Affirmative Action Plan reporting. Accurate disposition codes are necessary to ensure we understand where and why a candidate was not selected to move forward in the hiring process.

  The hiring manager and interview committee should review all applicants through the end date of the job posting. Each resume should be reviewed based on qualifications and marked with the appropriate disposition codes. Some candidates will be marked with multiple disposition codes as they move through the interview process. Furthermore, for disposition codes that require further justification please make note within the candidate profile. The justification should be supporting text that outlines the reason you selected the disposition code relative to duties and responsibilities of the job posting.

     Disposition Code 1 – Declined Interview
     Disposition Code 2 – Declined Offer
     Disposition Code 3 – Interviewed and Recommended
     Disposition Code 4 – Interviewed, Recommended, but Not Hired
     Disposition Code 5 - Interviewed, Recommended, and Hired
     Disposition Code 6 – Recommend for Interview
     Disposition Code 7 – Unable to Contact
     Disposition Code 8 – Does not meet required qualifications
     Disposition Code 9 - Meets required qualifications, but not
     selected for interview

• Do I need to move applicants to different folders?

  Yes, you will need to move candidates to their associated folders throughout the entire process. This means one person may move through several folders (ie: First Interview to Second Interview to Yes) during the interviewing process.  This helps track the movement of applicants for auditing purposes. Each time you move the candidate to a folder you will see the digital trail associated with their profile.

• Do I need to Add a Note for each candidate?

  Although its not required for the review team to add notes for each profile, it is highly recommended.  Having robust notes will help in the event of an audit and will clearly define why candidates were placed in their respective folders. This, along with the deposition codes, help mitigate risk relative to the recruiting process.  Note: although there is an option for the note to be ‘public’ or ‘private’ it is always recommended that you make notes ‘public’. Since all of these material are discoverable it is in your best interest to keep all notes public. This means that anyone on the hiring team attached to the posting will see the notes (but not the applicant themselves).  Also, all notes should be specific to the persons qualifications relative to the needs of the posting.

• What is the best way to contact the candidate?

  Candidates can be contacted directly through Interview Exchange, enabling secure and professional communication without the need to use personal email accounts. Through this platform, candidates can receive and respond to messages. Interview Exchange can be used to provide candidates with updates on application status, schedule interviews, or notify them of any changes in their application status.

  To send an email to a candidate, navigate to your position’s home page and select the candidates you wish to email. From the dropdown menu next to “Move Selected,” choose “Send Email,” then click “Submit.”

  

  You can select a template from the Sample Mail Templates or compose a custom message. If a response is required, such as for interview scheduling, please check the box for “Yes, this is a follow-up email & requires response” at the bottom of the email before clicking “Send Email.”

  

Step 5: Interviews

You are encouraged to reach out and schedule interviews as soon as possible so that you have the best opportunity of closing on top candidates. Although you can start interviews as soon as the posting is up, you must continue to consider all applicants until your posting is closed.  You will want to ensure you have a clearly defined plan/process for the interviews and use the resources above to help.

• What are some things I should consider when interviewing?

  There are several things to consider when you start to plan your interviews.  You will want to ensure that all interview stages are performed in the same format. This means if you are planning to do Zoom/Phone interviews first you need to do that for all applicants. Although some may be right in the area you are working you should still treat all those being interviewed in the same way and offer the same platform to interview.

• Do I need to ask the same questions to all interviewees?

  Yes, you need to have a standard set of questions for all those you are planning to interview. This will allow you to equitably evaluate each candidate on the same factors. You can ask follow up questions or probing questions that are not on your standard list, however, they should not be the main driver of you interview. Furthermore, you should use the Interview Evaluation Form for all
  applicants as well.

Step 6: Final team debrief

Once you posting has closed and you have concluded your interviews, you should host a debrief meeting with the search committee/interview committee.  The focus of this meeting is to talk through all candidates and review the results of the Interview Evaluation Form.  This meeting will help define next steps as it relates to your finalist.

Step 7: Research Foundation Search Report Form (formally Affirmative Action Effort Report)

Once a final candidate is selected, and before you make any type of offer (verbal or written), you must complete the Research Foundation Search Report Form (formally Affirmative Action Effort Report) and email it over to deisearch@binghamton.edu (copying rfhr@binghamton.edu).  This form will be reviewed and approved by the Division of Diversity Equity and Inclusion.

• Why does this form need to be approved?

  The Division of Diversity Equity and Inclusion serves as the Affirmative Action Officer for the RF and as such must approve all hiring decision before we extend an offer.

• How thorough does the form need to be?

  The form needs to have all relevant data so that DDEI can properly address each question and sign off on final approvals.  Failure to clearly address each part of the form can cause delays in the approval process.  If at any point you have questions on the form please do not hesitate to reach out to rfhr@binghamton.edu for assistance.

Step 8: Extend Offer

Once DDEI has approved your hire, you are then able to extend an offer to the applicant.  It is recommended that you engage with HR to review any compensation related question you have before an offer is extended.  An offer letter (templates located here) should be drafted to be sent to the applicant to finalize their employment agreement.

Step 9: Submit Appointment Form

Once an offer letter has been signed you will then submit an RF HR E-Form through mybinghamton  (located under the “other” tab and choose “RF HR E-Forms”).  This form (along with the offer letter attached), only begins the hiring process and as such you need to ensure you are submitting forms to our offices as soon as possible. Once received, our office will review the form for accuracy and completeness which may result in follow up questions to the hiring manager.  Please ensure you are prompt in your responses to our inquiries as any delay in getting the form updated will result in a delay in hiring your employee. Once the form is “complete” our office will send out a New Hire Welcome Packet via Interview Exchange (info@interviewexchange.org) as well as a “Welcome” email from rfhr@binghamton.edu.  Your new hire needs to take action on both of these emails to include completing new hire paperwork and scheduling an in person meeting with our team to review/complete the Federally Mandated Form I9 (note: Please check with HR should you be hiring someone who has recently been on our payroll as the process may be truncated).  Once the New Hire Welcome Packet, appointment form, and the Form I9 are completed your employee is ready to be hired by our office.  Only when all of these items are done can HR begin inputting your employee into our employment systems. As such, any delay in getting these steps done will result in a delay in getting your employee hired. Please review our payroll schedule deadlines for added information/guidance.  Once your employee has been hired into our systems they will receive an email from RFHumanResources@rfsuny.org that includes their RFID and several action items for them to complete (note: if they have already been employed with the RF they will keep their original RFID) to include enrolling in direct deposit, completing timecards, reviewing their eligible befits, etc. Furthermore, your new hire will then receive instructions on how to complete their timecard from the HR.