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 getting someone hired. They include directly appointing someone to our payroll or 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. To start this process please submit a complete job description (to include a salary range and those who will serve on your search/interview committee) to rfhr@binghamton.edu. Our offices will work to draft the posting for your review. At this time we will engage with you on your overall recruitment plan and work on next steps.
Recruited Requsition
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.
Process Steps:
Step 1: RF HR to Review Posting Announcement
This process starts with the hiring manager emailing a detailed job description to rfhr@binghamton.edu that includes the salary range for the role. 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. HR will need to know who will be on the search committee/interview committee so that we may grant them access to the posting within IE.
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.
Step 3: RF HR Recruiter to meet with Hiring Manager
Once a posting is live, RF HR will schedule a meeting with the Hiring Manager. The Recruiter will review a host of topics to include recruiting best practices, training materials available, budgeting, interview process, to name a few. This will also be the opportunity for the Hiring Manager to ask questions of HR relative to the role/posting. Furthermore, the Recruiter will walk through next steps as it relates to candidate management within IE.
Step 4: 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.
Step 5: 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.
Step 6: 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.
Step 7: 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 8: 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.
Step 9: 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 10: 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.