1. Discuss proposed academic position with Chair, P.I., or other sponsoring faculty member. Determine appropriate title and salary range based on the expected duties of the position. Follow the guidelines of your department and school for authorizing funding and space to support the position.

2. Consult with the sponsoring faculty member to develop appropriate search plan, including deciding where and how long to advertise (minimum one month posting).

3. Draft advertisement for OEOD web site. Draft additional versions of your advertisement, if required by the search plan.

STEP ONE
Develop a position description that contains the following information:

STEP TWO
Add the following information about the recruitment to the position description:

4. Route advertisement to OEOD for approval.

5. OEOD approves the Search Plan and Advertisement.

6. Post advertisement.

7. Request extension to closing date, if necessary.

1. Set up a recruitment file in the unit that includes copies of the advertisement and all application materials. Only applications received during the recruitment period should be included.

2. Discuss screening process with recruiting faculty member or screening committee. Go over documentation requirements of the Search Activities Statement, Form UCI-AP-80. Provide assistance for orderly review of applicant files and for recording reasons for ranking of candidates and for final decision.

3. Screen applicant pool.

4. Make final selection based on objective criteria. Select final candidate and extend tentative offer. Be prepared to document the reason for the selection.

NOTE: Normally, recommendations for appointments may not differ from the position as advertised in rank or salary. Exceptional situations should be brought to the attention of Academic Personnel as early in the process as possible.

5. Keep record of declined offers. Be prepared to report the reason if any candidate declined a tentative offer.

6. You may wish to send notices to unsuccessful candidates, as a courtesy.

1. Documenting aggregate recruitments

The authorization and documentation requirements for aggregate recruitments are the same as for regular recruitments, except that:

2. Adding candidates to approved aggregate pools

After the application filing deadline for an aggregate recruitment, and during the extended period listed in the position description, additions to the pool require either of the following:

A. Applicants-- Indicate the number of applications received from all recruitment sources during the posted recruitment period.

B. Candidates-- Indicate the number of candidates who met the advertised minimum requirements. Show a breakdown by gender and ethnicity (choices: Caucasian, Minority, or Ethnicity Not Known).

C. Serious Candidates-- Indicate the number of candidates who were seriously considered for the position. "Serious candidates" are those who were contacted, interviewed, invited to present seminars, or the equivalent. Show a breakdown by gender and ethnicity (choices: Caucasian, Minority, or Ethnicity Not Known).

D. Briefly explain the criteria used to rank candidates. These criteria should be the same as those listed in the advertisement.

E. Rank all serious candidates from highest to lowest, using the criteria listed under Section D. For each candidate, indicate gender, ethnicity, and reason for ranking. Circle the rank number of the final candidate.

If higher ranking candidates were offered the position but declined, indicate the reason in Section F below. For all candidates except the final candidate(s), give specific reason why the candidate was rejected.

If you are documenting an aggregate recruitment, circle the rank number of all candidates selected for the pool. (Refer to Section C.1.b.)

F. Explain fully the reasons for your final selection. (Note: "Best qualified" is not a sufficient answer.) The explanation should be based on the criteria used for ranking the candidates, as indicated in Section D above, and it should address any tentative offer made and declined by candidates who were ranked higher than the final candidate. Indicate the reason for the refusal, if known.

G. If any disabled person, including disabled veterans, or if any Vietnam-era veterans appeared in the applicant pool, please indicate on the Search Activities Statement.

If any of these people did not appear in the list of final candidates, please give the exact reason why each individual was not further considered.

If any disabled person appears in the search, attach a statement comparing the qualifications of the disabled person to those of the person selected and a description of the accommodations to the person's disability that were considered. (Federal regulations require that such a statement be made available to the applicant upon request.)

1. Temporary Exceptions

Temporary exceptions will be granted for a finite time period, not to exceed one year and will expire when the appointment expires. Temporary exceptions to recruitment should not be considered easily renewable. If the need for the position continues, the department should conduct an open recruitment for which the temporary incumbent could apply.

The reasons for requestion a temporary exception include the following:

a. A candidate placed in a temporary position which has become available due to unexpected events (e.g., the death of an incumbent, or illness), may be granted an exception to search for a specific period of time. This type of exception is granted only for a defined period and does not constitute a permanent exception for the candidate. Units should also request this type of temporary exception when a position is filled on an "emergency" basis, when there is not enough time to conduct a recruitment (normally less than two months prior to employment) and when leaving the position unfilled for a longer period of time will cause an undue "business hardship" on the area.

b. A candidate is a faculty member's advisee who has met the qualifications for his/her Ph.D. degree and agrees to remain at UCI in a postdoctoral appointment to complete the work on an on-going project and/or write the results for publication of the completed research may be granted a temporary exception to search. The maximum period of time for the appointment is one year. Faculty who wish to employ their former students for more than one year must conduct a formal recruitment for the position.

A temporary exception to search should be requested in the appointment file. A separate request memo is not required. The department letter should explain how the proposed appointment meets the criteria for a temporary exception (i.e., business hardship, emergency, or temporary postdoctoral appointment for faculty member's advisee) and should set out the time period for this brief and temporary exception. Refer to the Guidelines in APP 2-30, Section G, for further information.

The unit will be notified in writing when the appointment has been approved by the Associate Executive Vice Chancellor. Academic Personnel will also send a letter indicating that a temporary exception was granted.

2. Permanent Exceptions

Permanent exceptions will be granted rarely and only with compelling justification. A permanent exception to the requirement for an open recruitment is granted to the individual and is valid only as long as he or she remains in that position.

The reasons for requesting a permanent exception include the following:

a. A candidate may be granted an exception to search who is so uniquely qualified for the position (e.g., based on research expertise, or national or international recognition, or specific knowledge, skills, or abilities) that a recruitment is very unlikely to result in a more qualified individual. This rarely occurs and requires significant documentation.

b. A permanent exception may be granted when a new faculty member relocates his or her laboratory to UCI and brings individuals who are currently funded by the project. Since the job is moving, the individuals employed on the project would be granted an exception to normal search procedures. This exception also applies to Career Partner appointments.

A permanent exception to search should be requested in a separate memo. This memo, together with the appointment file, should be forwarded to Academic Personnel for routing. Academic Personnel will send the exception memo to OEOD for review and approval. The request should include the following information:

• Candidate's name, gender, and ethnicity
• Proposed title, step, annual salary, percentage, appointment begin date and end date
• An explanation of how the candidate was identified
• A detailed explanation of the reason for requesting the exception (i.e., unique qualifications or appointee is employed in a relocated lab). Refer to the Guidelines in APP 2-30, Section G, for further information.