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SUNY Downstate Medical Center

Office of Diversity & Inclusion

Recruitment Materials (PDF)


Documentation Of Search Process

In accordance with the Downstate Medical Center Non-Discrimination Policy and federal civil rights laws and regulations, the result of each search and selection effort for professional staff positions must be documented. Documentation of Search process ensures that all qualified applicants and employees receive equal opportunity for recruitment, selection, and advancement.


Downstate Medical Center is committed to making a broad outreach to all populations in an effort to attain diverse applicant pools. At the beginning of the recruitment process, the Office of Diversity and Inclusion (ODI) notifies the department and search committee if underutilization exists. Underutilization exists if women and underrepresented populations are not being employed at a rate to be expected given their availability in the relevant labor pool.

Race, Gender, Ethnicity Documentation

Federal law requires employers to maintain and summarize race, gender and ethnic information related to each search and selection process. This information is utilized for tracking purposes only. This information is confidential and should not be used in any way during the selection process for filling the position.

Search Committees

Search committees are strongly recommended for the selection of candidates at all levels of professional and faculty service. SUNY Downstate is less vulnerable to potential discrimination lawsuits if the screening and selection process includes a search committee, each of whom independently screen and evaluate each candidate.

The first search committee meeting is the most appropriate time to request to meet with the Chief Diversity Officer. The Chief Diversity Officer will give the charge to the search committee explaining the committee's compliance obligations in terms of utilization goals, recruitment options, advertising sources for expanded outreach, applicant screening and interview documentation, permissible and illegal interview questions, and selection documentation and approval process.

Documenting a Search

There are four steps involved in documenting a search. Upon completion of the search, each of these documents must be submitted to the Office of Diversity and Inclusion. The four documents are listed below with a brief description and example of each. Documenting these four steps allows for consistency in the search process and assists a department in providing equal opportunity to all applicants throughout each phase/step of the search process.

  1. Applicant Screening Tool – The applicant screening tool explains the method used to determine which candidates of those meeting the minimum qualifications are invited for an interview. Screening criteria must be job related. The screening process can begin as soon as applications are received. (See attached sample form.)
  2. Interview Questions – All interviewees should be asked the same core questions, keeping in mind that in-depth questioning may vary slightly depending on the interviewee's background. All interview questions must be job-related and must pertain to the position being recruited. Federal and State laws prohibit certain questions that are used to find out personal information. For guidance on interview questions, please see the Lawful and Unlawful Interviewing Questions included in this packet or call the Office of Diversity and Inclusion for assistance.
  3. Interview Evaluation Tool – It is best to evaluate a candidate right after the interview while the results of the interview are fresh in one's mind. Some hiring managers rate each interview question, while others use an evaluation similar to the sample below. An Interview Rating Tool assists a hiring manager in determining which candidates had the best experience and qualifications related to the requirements for the position. (See attached sample form.)
  4. Justification – An explanation of why the selected candidate is being recommended for hire over other qualified candidates must be supplied. This explanation should indicate any specific skills and/or experiences that the recommended candidate possesses that other candidates do not.

Records Retention

Federal law requires applicant records to be maintained for at least two years from the date of the making of the record or the personnel action involved, whichever is later. It is the responsibility of the hiring official to maintain search and selection documentation for this period. In the event that the Office of Federal Contract Compliance Programs conducts a compliance review, these records may be requested from the hiring official.


It is critical that confidentiality is maintained throughout the entire Search process. The essence of good recruitment and personnel practice is that candidates are assured privacy.

Reference Checking

Hiring managers are encouraged to check references on all finalists. Reference checking confirms that a candidate has achieved what is indicated on the resume or discussed at the interview. A general guideline is to request three references, preferably from past and present employers.

Submission of Search Documents to the Office of Diversity & Inclusion

The Chief Diversity Officer will review each of the aforementioned documents to ensure compliance with federal non-discrimination laws and regulations throughout the search and selection process. If questions arise during the review, the Chief Diversity Officer will contact the hiring department or a member of the search committee for clarification and additional information as may be warranted.

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