BNL Physics Department Hire Process

Part I

To request a new hire, the Group Administrator submits a new hire packet including the following information and forms to James Desmond in the Physics Department Business Office,

The following must be included in the packet:

  1. Memorandum from group leader addressed to the Physics Department Chair including the following information:
    • Title of appointment;
    • Type of appointment (term, regular full-time, or part-time). If term or part-time appointment, please include length of term or percentage of part-time status;
    • Indicate whether the position is a replacement or new hire. If the position is a replacement, indicate the name of the individual being replaced and termination/transfer date;
    • Projected start date for the new hire;
    • Project-Activity numbers;
    • Where the ad should be placed;
    • This memo must include signature approval lines for James Desmond, Physics Department Business Office, and Hong Ma, Physics Department Chair.
  2. Job Posting Template (available here);
  3. Job Assessment Form (JAF) approved by Achim Franz or designee, see

All new hire requests will be subject to budget review and approval by the Physics Department Business Office and Physics Department Chair. Once the above information is approved, please submit to Leesa Allen, Leesa Allen will submit to Human Resources via the TAMS Recruiting Portal.

Part II

After the hiring manager has completed the interview process and a candidate has been selected, please note the following steps:

Postdoctoral and Scientific Job Offers

Step #1:

  1. The Group Leader/ Hiring Manager uses the BNL logo memorandum template to prepare a memo addressed to Hong Ma, Physics Department Chair, with cc to Christel Colon (HRM), referencing the candidates name and job ID number in the subject line. See memorandum template here.
    Please include the following information in the body of the memorandum:
    • Candidate's name
    • Job ID number
    • Brief justification for the candidate selection
    • Expected start date and length of term, if applicable
    • Approval line for Department Chair's signature and, blank line for starting salary for the Department Chair to enter a salary recommendation to HR.
    • Please indicate in the memo whether the candidate will be stationed at another work location (i. e. CERN, Fermilab, etc.), work remotely, or will require relocation assistance to New York. If the candidate will relocate to New York, please indicate the anticipated date for relocation.
  2. Candidate's CV
  3. Completed HR Interview Evaluation Form
  4. Three letters of recommendation for the candidate

Group Leader/Hiring Manager submits items 1 thru 4 electronically to the Group Administrator to ensure all information and required documentation is complete and accurate.

Step #2:

Group Administrator reviews all information and submits items 1 thru 4 electronically to Leesa Allen, Leesa Allen will route to Physics Department Chair for review/approval and salary recommendation.

Step #3:

After Department Chair review / approval and salary recommendation, Leesa Allen will forward the hire request package to the HR Recruiter assigned to the job posting for final review.

Step #4:

HR Recruiter will review and enter the hire request documentation in TAMS and route to the NPP HRM and Department Chair for salary approval which must be documented in TAMS.

Step #5:

After approvals in TAMS, the Department Chair will send a preliminary e-mail offer to the candidate for postdoctoral and scientific staff appointments only. Candidates will have two weeks to accept or decline the job offer.

Step #6:

After candidate acceptance of the preliminary e-mail offer, HR will send a request for additional information (VISA EVALUATION FORM). After reviewing the visa information, HR will send the candidate an official HR offer letter which includes instructions for registering in the Guest Registration System (the system used for new employees as well as guests), Appointment Allowance Form, Sign-On Supplement Form (if applicable), and Conflict of Interest Disclosure (COID) Form to the candidate for signature. For foreign nationals, the Guest Registration System will initiate the Employee IA-473 process. The HR Office of International Services (OIS) will assist with the visa determination process.

The preliminary email offer step is to ensure timely decision by the candidate on the offer. In the case when extensive negotiation is needed and verbal acceptance of the offer is already obtained, the preliminary email offer (Step 5) may be skipped, and Chair and Leesa Allen should be informed.

Step #7:

Once signed forms are returned from the candidate to HR, Leesa Allen will send the signed Appointment Allowance Form to Group Administrator for relocation assistance documentation.

The relocation of foreign nationals will not take place until the appropriate visa has been obtained.

For Non-Scientific Job Offers

All non-scientific job offers are handled by Human Resources. Group Leaders / Hiring Managers must work with the assigned HR Recruiter for all non-scientific hire recommendations. The Chair will review and approve the offer after it is entered in the TAMS, and there is no preliminary email offer.

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