Thank you for participating in the search efforts of identifying top talent to join our Stony Brook University and Research Foundation teams!

This page will help you:

• Identify your responsibilities as a search chair or committee member
• Understand the importance of the role you play in the search
• Learn the process of completing the applicant validation

Are you serving as a search chair?

Please see the Expectations of Search Chair for a brief overview of what to expect if you are asked to chair a search.

To act as a search chair on a committee, you will be required to complete the Role and Responsibilities of the Search Committee training. This training is beneficial for all committee members to complete. The video will cover the stages of the hiring process, laws & policies, and terminology. 

The stages of the hiring process are: 

• Pre-search
• Screening 
• Rating & Evaluations 
• Interviews 
• Post-interviews

After completing the training, if you have any questions regarding the hiring process, please contact your HR Business Partner/VPC.

It is recommended that charge meetings are held for all searches with the HR Business Partner/VPC, Hiring Manager and the search committee members to ensure there are no unanswered questions. Charge meetings are a great way to establish team cohesion!

For an overview of the search process, this Search Committee Workflow provides a helpful understanding of the steps the committee will take along the way.

Video Walkthrough: Search Committee Workflow Overview

Search Chair Points to Remember

If you are acting as a search chair, please share the information you’ve learned from this page with your committee members. 

What is the mid-search review process?

Search chairs and committee members will be expected to validate the ACE applicants that have successfully submitted their applications for the position to ensure that they meet the requirements of the position. The following videos provide an overview of the mid-search document and how to complete it:

Mid-Search Review Document

How to Complete the Mid-Search Document

To access TMS, Click on: stonybrook.edu/tms. Once signed in, you can click on the view hyperlink in the spreadsheet to access each application.

Validate each applicant's experience & education: 

• Review the applicant’s attached Resume/Cover Letter within the Attachments tab.
• Review the resume section in the applicant's job submissions tab in TMS, if a resume is not attached.
• Once the applicants are reviewed, the reason for interviewing or not interviewing is noted on the sheet.
• Justifications for interview or not to interview should always be based on the candidate's skill, ability or experience to be successful in the role.

When the mid-search document has been completed:

To request recruiter review of your mid-search, submit the Excel file or Google Sheet through email to the recruiter assigned on your requisition.

Recruiter review of the mid-search must be completed prior to any interviews taking place. The Recruiter will review the spreadsheet and send back a finalized approved version. Interviews can be scheduled once you receive the finalized approved version of the mid-search spreadsheet from the recruiter. 

All search documentation including the mid-search documents, interview notes, rating sheets, etc. are to be kept in a search file for four years. 

Documenting the Search Process in TMS:

Search chairs are often responsible for documenting the search process for candidates in TMS during the beginning stages of the process. The following can be used as a guide for how to move applicants through the appropriate steps and statuses during the search: Documenting the Recruitment Process. For a better understanding of the workflow available to applicants, refer to the: Search Committee CSW.

Have a question about any of these materials and the information covered?

Please contact your HR Business Partner/VPC.