Recruitment

Personnel Actions Review Committee Process 

BACKGROUND:


In response to the economic downturn brought on by the COVID-19 pandemic, the University has instituted a freeze on all new full-time and part-time personnel hiring, and all other personnel actions that result in a salary increase (other than contractual increases).

The University has set up a Vacancy Review Board (VRB) to review exceptions campuses might want to have considered relevant to the hiring freeze. Any request for exceptions that will be submitted to the VRB must first be reviewed and approved by The Graduate Center’s Personnel Actions Review Committee (PARC), then reviewed and approved by The Graduate Center’s President.

After a personnel action has been reviewed and approved by both PARC and the Graduate Center’s President, it will be submitted to the University VRB for review. The VRB decision is final. The University VRB meets every week on Fridays; the cut off time for campus submissions to the VRB is on Wednesdays at 5:00 p.m.
 

SCOPE:


The Graduate Center Personnel Actions Review Committee process covers recruitment, salary increase, increase in hours, reclassification and level change requests for all full-time and part-time titles, in all Graduate Center programs, units and departments.
 

PROCESS:

A. Full-Time Recruitment

1. Recruitment requests for any regular full-time positions

a. A Recruitment Request Form for full-time positions must be completed and approved by the Vice President/Dean/Provost/President, then submitted for approval via e-mail to HRB@gc.cuny.edu with:
 
  • A justification memorandum which includes:
  • an explanation of the need for the position, demonstration of the direct relationship of the position to campus safety, academic excellence and retention, strategic investments, operational continuity or cost reduction, and
  • an explanation of how the program will pay for the new position without exceeding its budget for the fiscal year
  • A proposed job description
  • Current and proposed organizational charts for the department/program (you may request your department/program’s organizational chart from Regina Pakh at rpakh@gc.cuny.edu or Geraldine Powell at gpowell@gc.cuny.edu)
  • A list of venues for external advertising
  • Selected CUNYfirst TAM Screening Questions (if applicable)
b. Recruitment requests will be reviewed by PARC every other Monday.

c. OHR will notify the Vice President/Dean/Provost/President via email about the status of recruitment requests (approved, denied or on hold) submitted during the prior review period.

d. If the recruitment request is for a new HEO series position, OHR will first submit the request to the HEO Screening Committee for review and approval. If approved by the HEO Screening Committee, the request will be submitted to The Graduate Center’s President for review. If the President approves the request, it will then be submitted to the University VRB for further review. All personnel actions are contingent on VRB’s approval.

e. OHR will notify the Vice President/Dean/Provost/President via email about the decision by the VRB (approved, denied or on hold).

f. If the hiring manager wishes to extend a salary offer to the selected candidate, which is above the initially approved salary range or hourly rate of pay, the hiring manager must secure budget approval from PARC before doing so.

g. If the proposed appointment receives final approval, OHR will inform all the relevant parties, and process the personnel action in CUNYfirst.

2. Appointments for interim or substitute full-time positions without a search

a. A Recruitment Request Form for full-time positions must be completed and approved by the Vice President/Dean/Provost/President, then submitted for approval via e-mail at HRB@gc.cuny.edu with:
  • A justification memorandum which includes:
  • an explanation of the need for the interim appointment, and
  • demonstration of the direct relationship of the position to campus safety, academic excellence and retention, strategic investments, operational continuity or cost reduction, and an explanation of how the program will pay for the new position without exceeding its current budget for the fiscal year
  • A proposed job description
  • Current and proposed organizational charts for the department/program (you may request your department/program’s organizational chart from Regina Pakh at rpakh@gc.cuny.edu or Geraldine Powell at gpowell@gc.cuny.edu)
b. Recruitment requests will be jointly reviewed by PARC every other Monday.

c. OHR will notify the Vice President/Dean/Provost/President via email about the status of the recruitment requests (approved, denied or on hold) submitted during the prior review period.

d. If the substitute appointment is for a new HEO series position, OHR will submit the request to the HEO Screening Committee for review and approval.

e. If an action is approved by the PARC, it will be submitted to The Graduate Center’s President for review. If the President approves the request, it will be submitted to the University VRB for further review. All actions are contingent on VRB approval.

f. Please note that search waivers, substitute appointments, reclassification requests, level changes and salary increase requests require additional approval by the Office of Human Resources Management at CUNY Central Office before they are submitted to VRB.

g. OHR will notify the Vice President/Dean/Provost/President via email about the decision by the VRB. If the action is approved, OHR will extend the offer to the candidate and process the personnel action in CUNYfirst.

B. Part-Time Recruitment

 
1.An Appointment/Recruitment Request Form for part-time positions must be completed and approved by the Vice President/Dean/Provost/President, then submitted for approval via HRB@gc.cuny.edu with:

  • Justification memorandum which includes:
  • an explanation of the need for the position, and
  • demonstration of the direct relationship of the position to campus safety, academic excellence and retention, strategic investments, operational continuity or cost reduction, and an explanation of how the program will pay for the new position without exceeding its current budget for the fiscal year
  • A proposed job description
  • A list of venues for external advertising (if applicable)
  1. Appointment/recruitment requests will be jointly reviewed by PARC every other Monday. OHR will notify the Vice President/Dean/Provost/President via email about the status of the appointment requests submitted during the prior review period (approved, denied or on hold)

  2. After review by the PARC, the request is submitted to The Graduate Center’s President for review. If the President approves the request, the action is submitted to the University VRB for further review. All actions are contingent on VRB approval.

  3. OHR will notify the Vice President/Dean/Provost/President via email about the decision by the VRB. If the action is approved, OHR will proceed with the recruitment or extend the offer to the candidate and process the personnel action in CUNYfirst.

C. Salary increases for all full-time and part-time titles:

1. Salary increase, increase in hours (part-time titles), reclassification and level change request forms must be completed and approved by the Vice President/Dean/Provost/President and submitted for approval via email at HRB@gc.cuny.edu with:
 
  • A justification memorandum that includes:
  • an explanation of why the employee should be given a salary increase, increase in hours, reclassification or level change request, and
  • demonstration of the direct relationship of the position to campus safety, academic excellence and retention, strategic investments, operational continuity or cost reduction, and how the unit will pay for the new salary without exceeding its current budget for the fiscal year
  • Current and proposed organizational charts for the department/program (you may request your department/program’s organizational chart from Regina Pakh at rpakh@gc.cuny.edu or Geraldine Powell at gpowell@gc.cuny.edu)
  • A proposed job description
  • An updated CV/resume of the employee
2. Salary increase, increase in hours, reclassification and level change requests will be reviewed by PARC every other Monday. OHR will notify the Vice President/Dean /Provost/President via e-mail at HRB@gc.cuny.edu about the status of salary increase, reclassification, level change requests submitted during the prior review period (approved, denied or on hold).

3. After review by the PARC, the action is submitted to The Graduate Center’s President for review. If the President approves the request, it is then submitted to the University VRB for review. All actions are contingent on VRB approval.

4. OHR will notify the Vice President/Dean/Provost/President via email about the decision by the VRB. If the action is approved, OHR will process the personnel action in CUNYfirst.

RESOURCES:
 
  • The Office of Human Resources – HR@gc.cuny.edu or 212-817-7700
  • The Office of Finance and Administration – 212-817-7600
  • Compliance and Diversity Office – compliancediversity@gc.cuny.edu or 212-817-7410.
  • Personnel Actions Review Committee (members: Brian Peterson, Pinar Ozgu, Patti Myatt, Dr. Martin Ruck, Kimberly McBryan)
  • HEO Screening Committee (members: Les Gribben – Chair, Jennifer Furlong – Secretary, Althea Harewood, Patti Myatt, Barbara Fish, Molly Yin, Pinar Ozgu – Ex Officio, David Boxill – Ex Officio)
Questions and/or concerns on this process may be directed to Regina Pakh at rpakh@gc.cuny.edu.
Once position is posted on the Graduate Center and CUNY (TAM) websites
 
  • Advertising text will be sent to Miller Advertising Agency (Advertising Agency). When a quote is received by OHR, it will be sent to the department for review and approval and placed on the external website and/or print ads requested in “Section A” of the Interim “Recruitment Request Form”.
  • Applicants are directed through the CUNY website and GC website to apply for positions through the CUNYFirst/TAM system, with the exception of Faculty searches, which will be accepting applications through the mail or TAM, depending on what the department prefers.
**Please note, should applicants have any questions or difficulties applying through the online system, they have been directed to contact OHR via e-mail (hrapplications@gc.cuny.edu) **
 
  • Search Committee will be charged and trained by the Compliance and Diversity and Human Resources Offices on how to proceed with reviewing applications, acknowledging applicants, completing the applicant evaluation rubric, scheduling and conducting interviews as well as completing the search process.
  • Should departments have questions regarding acknowledgment letters, applicant evaluation rubric, interviews or Affirmative Action Certifications, please contact the Compliance and Diversity Office at 212-817-7410.
  • Prior to the interview stage, approval must be obtained from the Chief Diversity Officer. Submission of the Affirmative Action Certification, evaluation rubric, interview questions and resumes of finalists can be sent to compliancediversity@gc.cuny.edu for review and approval.
  • After the final candidate has been selected the Affirmative Action Certification must be sent to the CDO for final approval.
  • Once the CDO’s final approval is received, a request to hire package (memo requesting to offer the final candidate the position including proposed salary, start date and contact information, signed Affirmative Action Certification form, and finalist resumes) is submitted to the Office of Human Resources.
  • The Executive Director of Human Resources is responsible for making all offers to finalists upon receipt of the request to hire packet, and will relay decisions back to the department.  Please note that for faculty searches, offers are made by the Office of the Provost/Deans of Professional Schools.
  • Upon completion of the search, all related documentation must be sent to the Compliance and Diversity Office for a 3 year retention period in accordance with University Documentation Retention Guidelines.
Contact information:
Office of Human Resources
365 Fifth Avenue, Room 8403
New York, NY 10016
(212)817-7700
hrrecruitment@gc.cuny.edu

Compliance and Diversity Office
365 Fifth Avenue, Room 7301
New York, NY 10016
(212)817-7410
compliancediversity@gc.cuny.edu
Recruitment Forms and Correspondence:
Personnel Actions Review Process​ [PDF] - 05.28.2020
Recruitment Request Form for Full-Time Positions [PDF] - 05.28.2020
Appointment/ Recruitment Request Form for Part-Time Positions [PDF] -  05.28.2020
Affirmative Action Certification Form (General) [PDF]
CUNY Search Committee Guide [PDF]
Interview Evaluation Form [PDF]
Search File Checklist [PDF]

Salary Increase, Increase in Hours, Reclassification, and Level Change
Salary Increase, Increase in Hours, Reclassification and Level Change Request Form for Full-Time and Part-Time Employees ​ [PDF] - 05.28.2020

Sample Organizational Charts:
Sample Current Organizational Chart [PDF]
Sample Proposed Organizational Chart [PDF]

Sample Evaluation Rubric:
Sample Administrative Prescreening Evaluation Rubric [Excel] - 03/03/2020
Sample Faculty Prescreening Evaluation Rubric [Excel] - 03/03/2020

These forms are also available in Excel format. Please contact the Compliance and Diversity Office at extension 7410 for more information. 

For Sample Search Correspondence, please contact the Chief Diversity Officer