Administrative Service Center
235 Sage Hall
Phone : 607- 255-7541
Fax : 607-255-2823

Appointment Confirmation and Search Summary Sheet Guidelines

Candidate Pool - Candidates are those persons who submit résumés or applications for open, advertised positions to you, as the Hiring Supervisor, to the Johnson School's Administrative Service Center or to Central Human Resources.  All materials must be kept for three years.  The total number of candidates is reported on the ACSS Form.

Applicants - Applicants are those qualified candidates whom you will interview or would interview prior to re-posting the position.  Applicant data are compiled from the information provided by the Hiring Supervisor, completed Applicant Flow Cards which are returned by applicants to the Office of Workforce Diversity, Equity and Life Quality, 160 Day Hall, X5-3976, as well as known information about Cornell employees and interviewees.  Only external applicants receive Applicant Flow Cards.  Supervisors list all applicants and fill in the applicant information for all interviewees.  The Office of Workforce Diversity, Equity and Life Quality completes the applicant information based on the return of the Flow Cards.

Approval Prior to Offer - A review of the search and approval by the Affirmative Action Unit Representative (the Johnson School's Director of Human Resources) must be secured before an offer of employment may be made to the successful candidate.

Veteran and Disability Status - The Federal affirmative action regulations for persons with disabilities and veterans were revised.  Federal contractors can no longer ask applicants to self-identify whether they are a person with a disability or a veteran.  The point at which this information may be obtained voluntarily is when an offer of employment has been made to the successful applicant, but before the individual begins work.  Include the self-identification form with your offer letter.  The applicant returns the form directly to the Office of Workforce Diversity, Equity and Life Quality.

Availability and Goals - Availability and goals figures are available from the Johnson School's Administrative Service Center.

Documentation of Hiring Decision - Effective January 1, 1993, Cornell University is required to maintain documentation evidencing the rationale for hiring decisions made for each job search.  The Office of Federal Contract Compliance Programs (OFCCP), the federal office which monitors the University's compliance with affirmative action/equal opportunity regulations, requires that we document that the basis for hiring decisions does not involve prohibited discrimination against members of federally protected groups (minorities, women, persons with disabilities and veterans).  This information is required for all regular staff vacancies excluding those positions filled by waiver in compliance with the University's Waiver of Search policy.

Materials Needed - For the successful candidate, attach a copy of the resume.  For other interviewees who are members of federally protected groups, comment on the lack of qualification in one or two heavily weighted criteria.  Additional documentation (limited to one page) may be attached.

Interviews - At this stage, you should be able to visually identify the race, ethnicity and gender identification of those interviewed.  To complete the column "AA Codes," see the federal definitions on the ACSS Form.  If you know the veteran or disability status of a current Cornell employee, you should include it as well.

Record Retention - Federal affirmative action/equal opportunity regulations mandate that a record be kept of reasons why applicants or interviewees who are known persons with disabilities, disabled and special disabled veterans, Vietnam era veterans, other eligible veterans, minorities and women were rejected for employment and internal selection. Human Resources Offices must retain this information as part of their recruitment/search records for three years. Search material includes, but is not limited to, résumés, cover letters, employee transfer applications, employment applications, interview notes, reference notes, applicant questionnaire and a copy of the ACSS Form. Return all materials associated with the search to the Human Resources Office, 235 Sage Hall.

Questions or Assistance - Contact the Administrative Service Center if you have questions or need assistance.

AA Code Definitions:

W = Caucasian, not of Hispanic origin - A person having origins in any of the original peoples of Europe, North Africa or the Middle East.

B = African American, not of Hispanic origin - A person having origins in any of the black racial groups of Africa.

H = Hispanic American - A person of Mexican, Puerto Rican, Cuban, Central or South American, or other Spanish culture or origin, regardless of race.  Only those persons from Central and South American countries who are of Spanish origin should be included.  Persons from Portugal, Brazil, Guyana, Surinam and Trinidad should be classified according to their race.

A  =  Asian American or Pacific Islander - A person having origins in any of the original peoples of the Far East, Southwest Asia, the Indian subcontinent or the Pacific Islands.  Includes China, Japan, Korea, the Philippine Islands, Samoa, India, Pakistan, Bangladesh, Sri Lanka, Nepal, Sikkim and Bhutan.

I = American Indian (Native American) or Alaskan Native - A person having origins in any of the original peoples of North America and who maintains cultural identification through tribal affiliations or community recognition.

1 = Disabled - A person who has a physical or mental impairment which substantially limits one or more of the major life activities, has a record of such impairment or is regarded as having such an impairment.

2 = Disabled Veteran - A person entitled to disability compensation under laws administered by the Veterans Administration with a disability rated at 30 percent or more or a person whose discharge or release from active duty was for a disability incurred or aggravated in the line of duty.

3 = Vietnam-Era Veteran - A veteran, any part of whose active military, naval or air service was during the period February 28, 1961 through May 7, 1975 who

(i) Served on active duty for a period of more than 180 days and was discharged or released therefrom with other than a dishonorable discharge or

(ii) Was discharged or released from active duty because of a service-connected disability.

4 = Eligible Veteran - A person who served on active duty for more than 180 days and was released or discharged with other than a dishonorable discharge; or a person who was released or discharged from active duty because of a service-connected disability; or a person who was a member of a reserve component under an order to active duty during a period of war or in a campaign or expedition and was released or discharged with other than a dishonorable discharge.

5 = Special Disabled Veteran - A veteran who is entitled to compensation (or who but for the receipt of military retired pay would be entitled to compensation) under laws administered by the Department of Veteran Affairs for a disability

(i) Rated at 30 percent or more or

(ii) Rated at 10 or 20 percent in the case of a veteran who has been determined under Section 1506 of Title 38, U. S. C. to have a serious employment handicap; or a person who was discharged or released from active duty because of a service-connected disability.




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Last Modified: February 2, 2007

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