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University HR

People Science Pioneers

HR Toolbox

Resources for department administrators and people leaders. Find employee-group guidance, HR systems, forms, and step-by-step hiring workflows.

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HR resources

Guidance, systems, forms, and contacts for State and Research Foundation employees.

Appointments

Recruitment, reappointments, promotions, and student appointments.

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NEW APPOINTMENTS

The system(s) and resources needed to recruit for and then appoint a new (or replacement) position depends on the position you are looking to fill. For more information, visit Hiring a New Position.

OTHER APPOINTMENTS

Performance management

Performance programs and evaluations by employee group.

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Payroll

State and RF pay, calendars, deadlines, and payroll contacts.

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Time at work, time away from work

Time reporting, holidays, leave entitlements, and approvals.

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Employment services

Recruitment, TMS, job boards, and employment services.

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HIRING A NEW POSITION (or replacement)

The system(s) and resources needed to recruit for and then appoint a new (or replacement) position depends on the position you are looking to fill. For more information, visit Hiring a New Position.

ADDITIONAL EMPLOYMENT SERVICES

JOB BOARDS


More Questions? Email wolfpacklearning@stonybrook.edu

Hiring by employee type

  • Our Talent Management System (TMS) is used to both recruit and then appoint State and Research Foundation staff positions. For information on how to request the appropriate level of permissions, create and navigate a requisition, the search & selection process including search chair or committee training, creating offers of employment, onboarding and more visit TMS Resources.

FOR FACULTY ON STATE PAYROLL

  • INTERFOLIO is the system used to recruit new state faculty. However, the appointing of state faculty is completed outside of the Interfolio system. The Provost’s Office is the area that oversees this process for WC and the SOM Dean's Office oversees this process for the HSC.

— WC Process: for more information on the WC faculty hire process visit the Office of the Provost’s Interfolio Resources page.

— HSC Process: for more information on the HSC faculty hire process, contact your Department Administrator.

FOR FACULTY ON RESEARCH FOUNDATION PAYROLL (SUMMER APPOINTMENT)

  • SUMMER APPOINTMENT PROCESS is used appoint faculty onto Research Foundation payroll for a summer appointment; this process is completed outside of the Interfolio system. The RF Payroll Unit is the area that oversees this process. For more information, visit Summer Appointments.

  • TEMP AGENCY FORMS are used to request to hire staff from a temp agency. HR’s Recruitment unit is the area that oversees this process. For more information, visit Temporary Staffing Services.

Graduate Assistant (GA), Teaching Assistant (TA), and Research Project Assistant (RPA); Research Aide (RA), Senior Research Aide (Sr. RA); Student Assistant (SA) and Federal Work Study (FWS)

HANDSHAKE is the system used to recruit for student employees. Once your recruitment efforts are complete, the following systems are used to appoint the selected student into the position:

  1. SOLAR is the system used to appoint a student into a Student Assistant (SA) or Federal Work Study (FWS) title. The Career Center is the area that oversees this process. For more information, visit Student Employment.

  2. RF APPOINTMENT FORMS are used to appoint a student into the following hourly RF student titles: Research Aide (RA) and Senior Research Aide (Sr. RA). The RF Payroll & Appointments area oversees this process. For more information, go Student Employment Resources

  3. DOCUSIGN is the system used to appoint a student into the following graduate student employee titles: Graduate Assistant (GA), Teaching Assistant (TA), and Research Project Assistant (RPA). The HR’s Appointment units are the areas that oversee this process. For more information, visit Graduate Student Employment Guidelines.

Search committee-led hiring workflow

Phase 1

Requisition Expiration & Mid-Search Review

  • Step 1: The Search Chair and committee members review the ACE applicant pool once the requisition expires.
  • Step 2: The committee submits a mid-search for recruiter review.
  • Step 3: The Recruiter completes the review of the mid-search.
Phase 2

Candidate Screening & First Round Interviews

  • Step 4: The Search Chair contacts top candidates approved for interviews on the mid-search to schedule interviews.
  • Step 5: The Search Chair updates the candidate Step/Status to 1st Interview in TMS and schedules interviews using the template "WC Interview Invite".
  • Step 6: Candidates who do not meet the required criteria through resume screenings are dispositioned and rejected.
  • Step 7: The search committee conducts the first round of interviews with the selected candidates.
Phase 3

Second Round Interviews & Candidate Selection

  • Step 8: The search committee identifies candidates to move to the 2nd round of interviews with the Hiring Manager.
  • Step 9: The Hiring Manager or Assistant updates the Step/Status for these candidates in TMS.
  • Step 10: The Hiring Manager selects the final candidate.
Phase 4

Reference Checks & Verification

  • Step 11: The Hiring Manager or Assistant updates the candidate Step/Status to Reference Checks and sends correspondence using the letter template "West Campus-Candidate Reference".
  • Step 12: The Hiring Manager or Assistant completes the reference checks (which can be requested via TMS).
  • Step 13: The VPC or Hiring Manager Assistant verifies the candidate's required education by obtaining official documentation.
Phase 5

Job Offer & Final Disposition

  • Step 14: If all verifications are satisfactory, the Hiring Manager updates the Step/Status to Candidate Selected.
  • Step 15: The VPC or Hiring Manager changes the Step/Status to Offer-Offer to be made.
  • Step 16: The user clicks More Actions > Create Offer, drafts the offer, and requests approval.
  • Step 17: Candidates not selected for hire are dispositioned, and the Hiring Manager or Assistant sends appropriate rejection letters via TMS.
Remember

Core TMS Rules to Remember

  • References First: Reference checks must always be completed before making an official job offer.
  • Accurate Data: Always use the most accurate disposition reason when rejecting applicants so the candidate history is precise.
  • Tell a Story: Every action, status change, and correspondence must be logged in TMS to provide a complete audit trail of the search.

Recruiter-led hiring workflow

Phase 1

Candidate Screening and Interviewing

  • Step 1 Validate Applicants: When the requisition expires, the recruiter validates the self-reported ACE applicants.
  • Step 2 Move Candidates to Screen: The recruiter moves candidates to "WC Hiring Manager Screen - To be Reviewed".
  • Step 3 Invite Candidates to Interview: The Hiring Manager changes the Step/Status to 1st Interview and invites candidates for interviews.
    • Tip: To schedule interviews through TMS, use the letter template "WC Interview Invite" and ensure the "send correspondence" box is checked.
  • Step 4 Conduct Interviews: Candidates are interviewed by the hiring team.
Phase 2

Candidate Selection and Verification

  • Step 5 Select a Candidate: A candidate is officially selected for the position following the interviews.
  • Step 6 Initiate Reference Checks: The Hiring Manager or Hiring Manager Assistant changes the Step/Status to Reference Checks and sends the correspondence.
    • Tip: Use the letter template "West Campus—Candidate Reference". References must be conducted prior to making an offer and can be requested via TMS.
  • Step 7 Complete Verification: The Hiring Manager or Hiring Manager Assistant completes the reference checks. Concurrently, the VPC, Hiring Manager, or Hiring Manager Assistant verifies that the required education is completed by obtaining physical documentation from the selected candidate.
Phase 3

Job Offer and Finalization

  • Step 8 Finalize Selection Status: If all reference checks and education verifications are satisfactory, the Hiring Manager changes the Step/Status to Candidate Selected.
  • Step 9 Update Status for Offer: The VPC or Hiring Manager changes the Step/Status to Offer—Offer to be made.
  • Step 10 Create and Approve Offer: Click More Actions > Create Offer to create the official job offer, and then submit it to request approval.
  • Step 11 Disposition Unsuccessful Candidates: Candidates who were not selected for hire must be dispositioned. The Hiring Manager or Hiring Manager Assistant is responsible for sending appropriate rejection correspondence to update applicants on their status using the most applicable disposition reasoning.
Remember

Important System Reminders

  • System Tracking: TMS needs to "tell a story" of the search activities for each candidate; the system must reflect all actions taken.
  • Process Responsibility: For Postdoctoral Associate positions, it is the responsibility of the Hiring Manager or Hiring Manager Assistant owner to document the recruitment process within TMS for ACE candidates.

Hiring contacts & assistance

Requisitions & classification

Creating a Requisition; Classifying & Compensating Positions: hrs_classcomp@stonybrook.edu

Search & selection

State Unclassified Positions and RF Positions: hrs_recruiting@stonybrook.edu
State Classified Positions: hrs_state_appointments@stonybrook.edu

TMS assistance

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