Postdoc Hiring FAQs

A brief description (requisition) is created in the Talent Management System (TMS) by the PI or their designee. There are 3 options for the PI in developing this description:
- utilize the standard generic Postdoc template created by HRS
- update the generic template to be more specific, if necessary
- copy a previous posting (Saves time)
The requisition is reviewed and posted by HRS. The position is posted on the SBU JOBS website and the posting link can be shared by the PI with their networks for candidates to apply.
It is at the discretion of the PI to determine who they want to conduct the review and selection of Postdoc candidates. The options are:
- PI or Designee
- Search Committee
- PI plus key lab stakeholders
A search committee is not required but if the PI wants to have a search committee, as few as 2 can comprise the committee. Alternatively the PI may wish to have candidates meet with other stakeholders individually. If a search committee is selected, members or “collaborators” who are added to the requisition can access applicant materials online in “real time” as applications are received.
No. If there is a search committee, the Search Chair takes the 15 minute online video training. If there is not a committee, the PI takes the online training.

Roles and Responsibilities of the Search Committee, is the online training that The Office of Institutional Diversity and Equity (OIDE) requires. The video covers EEO, terminology, laws & policy and 4 stages of the hiring process (pre-search, screening, rating and evaluation, interviews, and post interviews) and has 11 scored questions. * It is not required to retake the training for future searches, but it is available to be reviewed as a refresher.

Working as a Search Chair in the Talent Management System, is another video resource that will guide people in viewing applicants within TMS, as well as how to move candidates throughout the process. This video is meant to be a tool and is not required.

Links to helpful videos, as well as system guidance sheets can be found at: http://www.stonybrook.edu/hr/employmentservices/recruiting/tms_help.shtml
Yes, the PI/search committee can review all applications. For larger applicant pools, PI or designee may choose to work with their assigned recruiter to determine a threshold, or number of applicants they want to review initially, in order to create a more manageable pool.
In terms of the Postdoc hiring process, there is no one size fits all. The key is to ensure that there was sufficient outreach to ensure that we promoted the opportunity to eligible candidates. Participation in the Omnibus Ad provides outreach and all vacancies at the University are automatically shared on multiple websites to include: The Higher Education Recruitment Consortium (HERC), Inside Higher Ed, Higher Ed Jobs.com, Direct Employers (this site spiders to many different diverse sites) and Insight into Diversity.
Omnibus Ad Provides Outreach and Immediate Applicant Pools. To assist PI’s in outreach and diversity hiring and to accelerate the hire process, the University gives departments the chance to participate in a bi-annual outreach initiative to the Postdoc community. This initiative also provides departments with an opportunity to continuously collect resumes throughout the year. It ensures a ready applicant pool when departments have identified funding regardless of whether they currently have an open position, and eliminates the need for waivers. The process is simple:
1. In the Spring and Fall of each year the University places Ads in the Postdoc editions of Science, free of charge. Potential applicants can be referred to these postings to be included in the applicant pools available for the PI to review.
2. Whether funding is identified for the position, or the PI wishes to develop a pool for possible upcoming opportunities, all are encouraged to participate.
3. Requests to join these advertising efforts are sent twice a year to the PI’s and department administrators with guidelines for submitting project information for inclusion in the Advertisement.
4. For additional information about this initiative or for assistance, contact Donna Kossack in HRS Recruiting at 631-632-1702.
No- this is where the PI/Search Chair, working in conjunction with their recruiter, should establish threshold criteria based on the requirements they established in the position description to determine who will be interviewed.
If the PI is using a search committee, members should do their best to be present for all interviews to help ensure that candidates are being reviewed consistently. However, where this is not possible, interviews can still take place.
Your department administrator or VP coordinator can provide assistance. Alternatively contact HRS directly. Donna Kossack is the contact point for all questions related to recruitment of postdocs. Donna can be reached at x21702. You may also need assistance unrelated to HR items. This could include:

Office of Institutional Diversity and Equity
Telephone: (631) 632-6280
Email: OIDE@stonybrook.edu
Website: https://www.stonybrook.edu/diversity

Visa and Immigration Services
Telephone: (631) 632-4685
E-Mail: vis@stonybrook.edu
Website: http://www.stonybrook.edu/commcms/visa/

Export Control

Susan Gasparo
Assistant Director, Research Compliance Export Compliance Officer
Phone: 631-632-1954
Email: Susan.Gasparo@stonybrook.edu
Website: http://research.stonybrook.edu/export-controls

Additional Research Related Support Offices:

Research Offices- http://research.stonybrook.edu/offices

Office of Postdoctoral Affairs- https://www.stonybrook.edu/commcms/postdoc/