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2-30. General Guidelines A. RECRUITMENT POLICYThe University of California is an equal opportunity employer committed to excellence through diversity. In order to promote equal opportunity, an open recruitment must be conducted for every academic position, regardless of level or duration, unless the position is exempt from open recruitment. Exempt positions are:
The recruitment and selection process must be fully documented, reviewed, and approved before a proposed appointment will be acted upon. B. ADVERTISING THE POSITIONEach recruitment must be openly advertised in order to provide the broadest possible access. To meet this requirement to advertise, all non-Senate positions will be posted on an approved campus web site for a minimum of 30 days. The Office of Equal Opportunity and Diversity (OEOD), in addition to supporting such a campus web site, will place periodic advertisements in appropriate media that will direct candidates to the campus web site. Departments may elect to use additional means of advertising their positions. These can include publishing advertisements in professional journals, announcing openings at conferences, canvassing other campuses by letter or telephone, or posting flyers. In all cases, the recruiting department will provide a recruitment plan and copies of advertisements to OEOD for approval before the search is initiated. All advertisements must contain the statement, "The University of California is an equal opportunity employer committed to excellence through diversity." C. TIMING OF THE SEARCH An open and competitive search for a non-Senate academic position should be advertised for a minimum of 30 days before the selection process may begin. Departments are advised to allow at least two months for the entire recruitment process to take place, including time for appropriate review and approval. D. APPLICANT POOL Once the application filing period has closed, the recruiting department should assess the applicant pool. An applicant is defined as anyone who submitted application materials for the advertised position within the announced filing period. It is reasonable to expect that the applicant pool will contain women and minorities in general proportion to their marketplace availability. If this is not the case, the recruiting department should contact OEOD for advice. Once a satisfactory pool has been established, the selection process may begin. Selection decisions should be made based on the job-related criteria set out in the advertisement. The department is responsible for maintaining the academic quality of the institution by hiring the best qualified candidate. F. AGGREGATE RECRUITMENT Departments may wish to establish a pool of individuals for temporary appointments over an extended period (not to exceed one year). Aggregate pools may be useful when several temporary positions are involved or where staffing needs will depend on enrollment. Documentation requirements for aggregate recruitments are basically the same as for normal recruitments, except that the advertisement must specify the range of possible duties and the period during which possible appointments would be made. It is expected that the majority of positions will be filled by conducting open and competitive searches. However, exceptions to conducting a search may be granted for specific individuals. There are two types of exceptions to search: temporary exceptionsand permanent exceptions. Refer to APP 2-40, Section E for the instructions on how to document an exception to search. H. REAPPOINTMENT OR CHANGE OF SERIES 2. Change of Series - It is not necessary to address search issues when forwarding a Change of Series file that proposes a change in appointment from one non-Senate title series to another. This type of action is proposed when an employee's position has had a change in the responsibilities associated with it and the revised position is being proposed for a new title series. This is not considered a new position. A record of every academic recruitment must be prepared so that the campus can respond to questions, complaints, or audits. 1. Documenting the Process - The academic recruitment process must be thoroughly documented at three steps: b. Screening the Applicant Pool - Units are asked to provide documentation concerning the screening process used. OEOD will review this information to ensure that the unit has used appropriate, objective criteria when looking at the applicant pool for serious candidates and has afforded all qualified candidates due consideration. This documentation will be provided on the Search Activities Statement, Form UCI-AP-80. c. Selecting the Final Candidate - Units are asked to provide documentation regarding the choice of the final candidate on the Search Activities Statement, Form UCI-AP-80. This documentation includes a ranking of seriously considered candidates, along with an explanation of the relative qualifications of the candidates. OEOD will review this information to ensure that the final decision is made based on objective, job related criteria. 2. Search Activities Statement - Each appointment dossier must be accompanied by a Search Activities Statement (Form UCI-AP-80). This document should accurately describe the search and selection process, and it should clearly articulate reasons for the final choice. It is important to state the reasons why the other ranked finalists were not chosen. Approval of the Search Activities Statement will be given if it demonstrates the following: b. Advertising was carried out in appropriate publications for appropriate lengths of time, as indicated in the attached copies of published advertisements; c. The final selection is readily understandable from the description of the criteria in the position profile, the advertisement, and the ranking and reasons given for choosing the finalist and for not choosing the other seriously considered candidates. If appropriate search procedures cannot be demonstrated, an appointment will not be made. References - University Policy:
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