Recruitment

Revised Tax-Levy Personnel Actions Approval Process

PURPOSE:
To establish a formalized personnel action process that promotes fiscal responsibility, captures relevant data for informed decision making, and executes cost effective and value-added personnel decisions.

SCOPE:
This process covers recruitment, salary increase, reclassification and level change actions for the titles listed below:
  • Executive Compensation Plan (ECP)
  • Higher Education Officer (HEO) Series
  • Classified managerial and non-managerial civil service titles
  • Part-time hourly titles (e.g. Non-Teaching Adjuncts, College Assistants and hourly classified civil service)
Please note that this process does not apply to faculty positions, Research Assistant and Research Associate titles or Teaching Adjuncts.

PROCESS:

A. Full-Time ECP positions, HEO Series positions and classified managerial and non-managerial civil service titles

1. Recruitment requests for 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 and submitted for approval via e-mail at HRB@gc.cuny.edu along with the supporting documents below:
  • A justification memorandum which includes:
    • an explanation of the need for the position, 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 jointly reviewed by the Office of Human Resources (OHR) and the Office of Finance and Administration (OFA) every other Friday.

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

d. If the recruitment request is for a new HEO series position, OHR will submit the request to the HEO Screening Committee for review and approval. Upon the HEO Search Committee’s approval, OHR will forward the request to the Chief Diversity Officer for review and approval to begin the search process.

e. Once the search for the position has been completed, if the contemplated offer will be above the previously approved salary range for the position, the Hiring Manager for the position must inform OHR and OFA of the proposed salary, and obtain final approval.

f. If the appointment receives final approval, OHR will inform all the relevant parties. OHR will extend the offer to the candidate 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 and submitted for approval via e-mail at HRB@gc.cuny.edu along with the supporting documents below:
  • A justification memorandum which includes:
    • an explanation of the need for the interim appointment, 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 OHR and OFA every other Friday.

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

d. Once the interim or substitute position is approved, OHR will extend the offer to the candidate and process the personnel action in CUNYfirst.

B. Appointment or recruitment requests for part-time College Assistants, Non-Teaching Adjuncts and hourly Classified Civil Service Titles

a. An Appointment/Recruitment Request Form for part time positions must be completed and approved by the Vice President/Dean/Provost/President and submitted for approval via HRB@gc.cuny.edu with the supporting documents listed below:
  • Justification memorandum which includes:
    • an explanation of the need for the position, 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
b. Appointment requests will be jointly reviewed by OHR and OFA every other Friday.

c. OHR will notify the Vice President/Dean/Provost/President via email about the status of the appointment requests that were submitted during the previous review period (i.e. approved, denied or on hold).

C. Salary increases for ECPs, reclassification for HEOs, and level change requests for non-managerial civil service titles and Non-Teaching Adjuncts, and salary increases for College Assistants

a. Salary Increase, Reclassification and Level Change Request Form must be completed and approved by the Vice President/Dean/Provost/President and submitted for approval via e-mail at HRB@gc.cuny.edu along with the supporting documents below:
  • Justification memorandum which includes an explanation as to:
    • why the employee should be given a salary increase, reclassification or level change, and
    • how the unit will pay for the new salary without exceeding their budget
  • 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
b. Salary increase, reclassification and level change requests will be jointly reviewed by OHR and OFA every other Friday.

c. OHR will notify the Vice President/Dean/Provost/President via e-mail at HRB@gc.cuny.edu about the status of the salary increase, reclassification and level change requests that were submitted during the previous review period (i.e. approved, denied or on hold).

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.
  • 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 Brian Peterson, Interim Vice President of Finance and Administration or David Boxill, Executive Director of Human Resources at HRB@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:
CUNY Search Committee Guide [PDF]
Recruitment Request Form for Full-Time Positions [PDF] - 03/05/2020
Recruitment Request Form for Part-Time Positions [PDF]
Affirmative Action Certification Form (General) [PDF]
Interview Evaluation Form [PDF]
Search File Checklist [PDF]
Revised Tax-Levy Personnel Actions Approval Process​ [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] - 03/05/2020

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