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SUNY ESF
ESF Search Policy – State Vacancies

Policy Statement

It is the policy of SUNY ESF that a full and affirmative action search is conducted in all State vacancies (for all non-student employees). The policy also includes Search Exceptions and circumstances for Search Waivers.

Reason for Policy

To comply with Equal Employment Opportunity, Affirmative Action, and best practices.

Scope of Policy

This policy applies to:

  • All State vacancies (for all non-student employees)

Website References

This policy
Policy Office 

Responsible Office

President's Office

Related Information

U.S. Equal Employment Opportunity Commission
U.S. Department of Labor, Office of Federal Contract Compliance Programs

Contacts

Specific questions should be directed to the following:

Subject Contact Telephone Office or Department E-mail Web Address
Policy Clarification and General Information Policy Development Chief Financial Officer and VP of Administration 315-470-6622 policies@esf.edu  Administration

 

Policy Details

It is the policy of SUNY ESF that a full and open affirmative action search is conducted in all State vacancies (for all non-student employees). This is consistent with the President’s annual affirmation of the College’s Affirmative Action Program, and is also consistent with applicable state and federal laws. In some instances however, a certain degree of flexibility may be necessary.

Under certain State collective bargaining agreements procedures for internal promotions have been negotiated. This includes the Revised Advanced Internal Application Policy and Procedures for UUP-represented professional employees. In other cases, such as if the appointment is of short duration , a full search may be impractical with little likelihood of an appropriate applicant pool.

For certain positions, appropriate consultation is required per the SUNY Policies of the Board of Trustees (e.g. Article IX, Title B; Article XI, Title A, Section 1); and other procedures are required by the collective bargaining agreements and/or New York State Department of Civil Service policies. In addition, the SUNY ESF Appointment, Promotion and Continuing Appointment Policies, Procedures and Standards document requires additional procedures for appointments to academic rank.

Search Exceptions

  1. Appointments of one year or less. Appointments extended after a year will require a search.
  2. Interim/Acting appointments (while a search is in progress or to backfill an employee leave).
  3. Reclassification/Promotion of a filled position (where no actual vacancy exists).
  4. Postdoctoral appointments up to five years.
  5. Recent search – within the past year a full search was conducted and the department/unit wishes to select a candidate from the original pool for an opening in the same job title.

Dual Careers

The partner of a prospective employee may be appointed as per search exceptions above (e.g. positions of less than one year). That individual is also welcome to apply for any other position posted at the College.

Procedure

Search Waivers

In extraordinary circumstances, such as the appointment of an individual specifically identified by name through external funding, or an Opportunity Appointment (e.g. Exceptional Scholar, Distinguished Hire, etc.), waiver of all or part of the regular search process may be appropriate. In these circumstances, the department/unit should prepare a written request for a waiver of search requirements, which include:

  1. A justification for the request, presented in institutional context, demonstrating the imperative for departing from a full search.
  2. A description of the position, including required (and if appropriate) preferred qualifications.
    This justification should be submitted to the Affirmative Action Officer (AAO) who will review the request with the appropriate Vice President-level official for input, and the Office of Human Resources for other applicable procedures. The Affirmative Action Officer will then review the request with the College President who makes the final decision.

Please note that the presence of a temporary employee already in a position will not serve as justification toward a search waiver.

Responsibilities

Affirmative Action Officer: Primary responsibility under the Chief Diversity Officer

Human Resources: Advises on other applicable procedures, such as collective bargaining agreements

History

Policy Revision Record

Revised: May 13, 2019

Issued: 1990 Implemented in the Office of Human Resources