Updated 10-30-2019

The following information is designed to instruct the hiring unit on how to complete the Ongoing Pool Recruitment Set-up Form. The layout of the instructions is based on the form's sections and fields.

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GENERAL INFORMATION

Name of Hiring Unit

Given that the majority of ongoing pools are for Lecturer positions, you will list the academic department or college. In the event that your pool recruitment is for an Academic Title other than Lecturer, list the academic department or the Organized Research Unit (ORU) that will oversee the pool.

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Academic Title

Given that the majority of ongoing pools are for Lecturer positions, the form lists the Academic Title Lecturer. In the event that your pool recruitment is for an Academic Title other than Lecturer, update the field in accordance with the following information.

List the Academic Title or Academic Title Series, as defined in APM-112 Academic Titles that pertains to the major functions of the position. Keep in mind that our campus does not use all of the Academic Titles listed in APM 112. Should you have any questions with regard to a specific academic title or if the academic title is appropriate for an ongoing pool, please consult with the appropriate divisional staff member who handles academic personnel matters.

If the Academic Title includes a rank (e.g., Assistant Research, Associate Research, etc.) or level (e.g., Academic Coordinator I, Academic Coordinator II, etc.) please include the rank, or level, along with the title. Furthermore, if the recruitment will be open to multiple ranks or levels, please list all that are applicable to your recruitment.

Title of the Position

Given that the majority of ongoing pools are for Lecturer positions, the form lists the default title Ongoing Lecturer Pool. However, language that is more descriptive can follow. For example, Ongoing Lecturer Pool in Visual Cultures: Asia and its Diaspora.

If your pool recruitment is for an Academic Title other than Lecturer, list the position's title as you would like it to appear on your flyer. The title of the position (i.e., the preferred working title) does not have to be the formal Academic Title. For example, your pool recruitment may be for a Junior Specialist (Academic Title Series), but the title could be Diving Field Technician (preferred working title).

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Title Codes

Given that the majority of ongoing pools are for Lecturer positions, the form lists the standard Lecturer title codes 1630 and 1632. In the event that your pool recruitment is for another academic title, update the field with the appropriate four-digit title codes. Refer to the current UCSC Salary Scales to determine the applicable title code for a specific academic title. If the recruitment is open to multiple ranks or levels, please list all of the applicable title codes.

Job Location

 If the duties of the position will not be performed in the Santa Cruz area, enter the location in the field provided.

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CONTACT INFORMATION

Faculty and Staff Contact

The Faculty and Staff Contact role is for internal use only. The individual listed here should be able to answer questions about the recruitment from the division and the APO. For pool recruitments, usually the Department Manager (or another designated staff member) or the College Academic Program Coordinator (CAPC) is listed as the Faculty and Staff Contact.

Prior to a recruitment going live, the Faculty and Staff Contact will be required to confirm for the APO that the recruitment has been configured with the correct information (which will be based on the information provided in the Position Approval Packet).

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HELP Contact

Applicant inquiries are forwarded to the email address of the individual listed as the Public Contact. In Recruit, there are three different links that applicants can click on to submit an email inquiry.

System Generated Email Notifications / Public Contact

Provide the name and email address that should be displayed in Recruit's system-generated email notifications that are sent to applicants and references. Keep in mind that the name can be generic (e.g., UCSC Ocean Sciences Search Committee Chair) and the designated email address can be a UCSC Mailing List (e.g., deptxrecruit@ucsc.edu). Recruit sends the following system generated emails:

• Emails to references are sent to thank them for submitting their confidential letters of recommendation.
• Emails to applicants are sent when they create and/or activate their application and to remind them to complete the diversity survey.

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Recruit Analyst

Some of the documentation in Recruit can only be completed by a staff member in your unit who has been assigned the role of Recruit Analyst in the Recruit system. In the recruitment set-up form, provide the name, title, and UCSC email address of the staff member that will serve as the Recruit Analyst. For pool recruitments, usually the Department Manager (or another designated staff member) or the College Academic Program Coordinator (CAPC) is listed as the Recruit Analyst.

If the staff member who will be serving as your Recruit Analyst does not have access to UC Recruit, please email recruit@ucsc.edu to request an account.

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Mailing Address

With UC Recruit, application materials are submitted entirely online. In the rare event that applicants are required to submit physical materials, you will need to indicate this in the recruitment set-up form and provide the hiring unit's mailing address in the following format:

University of California, Santa Cruz
1156 High St
Attn: [insert unit's Mailstop]
Santa Cruz, Ca
95064

TIP: A Mailing Address is required in Recruit. Therefore, if physical materials will not be accepted, the default is to list the email address of the individual listed as the HELP Contact. However, you are welcome to list another address if you prefer.

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RECRUITMENT PERIOD

Recruitment Period

The Recruitment Period is the time in which applications can be submitted for a recruitment. Ongoing pools can have a recruitment period for a maximum of 22 months. Recruitment Periods for pools are comprised of an Open Date, Close Date, and Final Date. Each of which, are discussed below.

Open Date

The Open Date is when the recruitment goes live and can be viewed by the public on Recruit's Open Positions web page. Applications can be submitted beginning on the recruitment’s Open Date. Applications can be submitted beginning on the recruitment's Open Date.

Close Date

The Close Date is when applications can no longer be initiated. On the day subsequent to the Close Date, the recruitment will no longer be visible to the public on Recruit's Open Positions web page. Existing applications in the pool (both incomplete and completed) are not impacted by the recruitment's Close Date. Unless the hiring unit lists an earlier date on the set-up form, the standard Close Date will be 30 days prior to the recruitment's Final Date (see below).

Final Date

The Final Date is the last day that existing applications (i.e., applications that were initiated before the Close Date) can be modified by the applicants. The Final Date must be greater than or equal to the recruitment's Close Date. Unless the hiring unit lists an earlier date on the form, the default date is 22 months after the recruitment was opened.

Positions Available

This section indicates the pool's eligible appointment period. In other words, it is the period that a pool-qualified candidate can be assigned his or her initial Lecturer appointment with the hiring unit. Although a pool's recruitment period can only be for a maximum of 22 months, hiring units will still be able to hire pool-qualified candidates from the Lecturer pool up to three quarters after it has closed. This is to allow for a smooth transition between the unit's old and new Lecturer pools and to eliminate obstacles that could prevent the unit from appointing lecturers in a timely manner.

After three quarters have passed since the recruitment’s Final Date was reached, the hiring unit will no longer be able to appoint any of the pool-qualified candidates to an initial Lecturer appointment. In other words, any of the recruitment’s pool-qualified candidates who were not hired as Lecturers will need to apply to the new ongoing pool.

Additional information concerning the ongoing pool's Recruitment Period

There are two other features that pertain to a pool's recruitment period that must be mentioned and they are the application finalization period and the gap month.

The application finalization period is the time between a recruitment's Close Date and Final Date. It is during this time that individuals who initiated their applications on or before the Close Date can continue to modify or complete their applications. Once the Final date has been reached, all applications are locked which prevents the applicants from making further changes or additions to their applications.

The gap month is the period in which a hiring unit transitions from one pool to another. To ensure that applicants do not apply to the wrong pool, there is a gap of one month between the old pool's Final Date and the new pool's Open Date.

Recruitment Cycle

The Recruitment Cycle is based on the recruitment's Positions Available period. There are four Recruitment Cycles listed on the set-up form to select from and they are the following:

• FALL to FALL Recruitment Cycle
• WINTER to WINTER Recruitment Cycle
• SPRING to SPRING Recruitment Cycle
• Other Recruitment Cycle

If you select Other Recruitment Period, just be mindful of the following parameters:

1. The Final Date cannot be greater than 22 months beyond the recruitment's Open Date.
2. The Positions Available period can be for a maximum period of three years (or nine regular academic quarters).

 

TIP: The Open/Close/Final date configuration allows individuals to update their applications throughout the recruitment period. This is true even for completed applications.

TIP: Applicants from the previous pool whom the unit never hired as a Lecturer will need to reapply to the new pool if they would like to be considered for future Lecturer appointments.

TIP:  Special consideration for hiring units transitioning to a new pool recruitment-If changes have been made to the Basic Qualifications or if significant changes have been made to the position's core functions or the areas of academic emphasis, then the hiring unit and the APO will have to determine if Lecturers hired from the previous pool must apply to the new pool to be considered for future Lecturer appointments. This decision must be made before the new recruitment is opened.

TIP: A new pool has to have been open for a minimum of thirty days before the unit can begin its official review the applications and submit a search report for its first batch of applicants.

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REFERENCE REQUIREMENT

Although the information that pertains to the requirement for confidential letters of reference is addressed in the recruitment flyer, completion of this section will ensure that the unit, division, and the APO are on the same page with regard to the unit’s intention to require/ not require confidential letters and the unit’s process for using letters to evaluate the applicants. For more information on the methods for obtaining confidential letters in Recruit, please refer to the Instructions for Completing the Ongoing Pool Flyer.

When completing this section of the form, indicate if confidential letters will or will not be an application requirement. If letters are required, indicate the number and the Recruit configuration that will be used to obtain them ( Letters of Recommendation or Contact Information Only).

If the Contact Information Only configuration is used to obtain the letters, indicate when the system-generated request for confidential letters will be triggered and how the letters will be used in evaluating the applicants. 
 

TIP: When a unit only wants to require a list of professional references to conduct reference checks, it should not select the Contact Information Only configuration. The recruitment flyer must inform applicants how to provide their professional references’ contact information (e.g., The applicant’s CV must include a list of professional references along with their contact information).

TIP: If confidential letters will not be used to evaluate the applicants, but are required for the initial appointment review, the unit should obtain the letters in DivData Review when completing an individual’s initial appointment review rather than collecting them in Recruit.

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AVAILABILITY DATA AND FIELDS OF STUDY

Recruit utilizes availability data, which is data that details the availability of men, women, and ethnic minority Ph.D. graduates in specific fields of study at the national level. When completing the set-up form, you will need to provide the fields of study that are applicable to your recruitment. To make your selections, refer to the Non-tenured Fields of Study list, which is located on the APO’s Academic Recruitment web page.

TIP: The Fields of Study list is updated each year, which usually occurs in September

How the Availability Data and Fields of Study Are Used in the Recruitment Process

Diversity Page

Once a recruitment goes live, the committee can refer to the recruitment’s availability data in Recruit to help it engage in successful and targeted outreach efforts such as advertising in relevant publishing outlets and forwarding the flyer to key professional organizations or colleagues at other universities and research institutions.

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SEARCH COMMITTEE

When completing the form, you will need to provide (regardless of role) each member's name, title at UCSC, and Cruz ID. Please note that you must provide the name as it is listed in the campus directory to avoid confusion when the committee member is being set up in Recruit. Furthermore, if the committee will include graduate students, please be aware that they are not permitted to review confidential letters of recommendation or the applicants' lists of references. As a result, the recruitment’s configuration will be updated to exclude their access to all reference-related application materials.

TIP: At a minimum, a Search Committee Chair is required for an Ongoing Pool recruitment. Additional reviewers are optional.

TIP: If a committee member does not have an active Cruz ID, you must request a UCSC Sundry account for the individual before access to UC Recruit can be given.

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IMMIGRATION STATUS SPONSORSHIP

After your selected candidate has received the official appointment letter from your Division’s Dean and before employment has begun, the incoming employee must meet with a divisional staff member to complete the onboarding process. At this time, the employee will be asked to complete a number of required documents, including the Form I-9. The Form I-9 documents an individual’s identity and ability to work legally in the U.S. To demonstrate authorization to work in the U.S., foreign nationals (individuals who are not U.S. Citizens or Permanent Residents) require an employment-eligible immigration status and for most academic titles, the applicable statuses are the H-1B and J-1 visas.

Hiring units can sponsor a foreign national’s immigration status, but they are not obligated to do so if the associated costs and/or application processing time make it impossible to do so. The purpose of this section of the form is to determine if a unit cannot sponsor immigrant statuses for the recruitment’s Dean-approved, pool-qualified candidate(s).

When completing the recruitment set-up form, the unit should consult with their academic division to determine the overall visa strategy, which will include the timeframe for the application process and possible associated costs should the selected candidate be a foreign national. Once a determination has been made, the unit must select one of the following options on the recruitment set-up form.

Option 1: No- unit cannot sponsor an employment-eligible immigration status

To avoid the appearance of discriminating applicants based on their national origin, the hiring unit must determine, before the recruitment opens, if it cannot sponsor under any circumstances the appropriate immigration status for the selected candidate(s).

If the unit selects No on the recruitment set-up form, APO will insert the following language in the recruitment flyer.

The hiring unit will not sponsor employment-eligible immigration statuses for this position.

Flyers should only include the above language if the hiring unit is absolutely certain that it cannot sponsor the appropriate immigration status for any of its Dean-approved, pool-qualified candidates throughout the life of the pool recruitment. In other words, all applicants must be treated equitably and the unit cannot change its mind once the recruitment has opened and is accepting applications.

Option 2: Yes, unit can potentially sponsor an employment-eligible immigration status

Selecting Yes on the recruitment set-up form, indicates that the unit is open to sponsoring an employment-eligible non-immigrant status for the recruitment’s selected candidate/s should there be a need. However, the unit can still decline to recommend a Dean-approved, pool-qualified candidate for appointment if the timing of the application process to sponsor the immigration status will prohibit the candidate from beginning to work by the required start date (e.g., unit needs to fill a last-minute course vacancy).

The Search Committee Chair can determine if this is the case by asking the selected candidate to confirm that they can begin by the required start date if the appointment is approved by the Dean. If the candidate’s response indicates that sponsorship of an immigration status will be required, the Committee Chair must then determine if the delay of the candidate’s ability to begin work (resulting from the visa application process) is or is not acceptable. If it is not acceptable, the Committee Chair will inform the candidate that the unit cannot delay the position’s start date, which would be the resulting outcome due to the H-1B or J-1 visa’s application processing time.

Alternatively, if the division discovers during the onboarding process that the incoming employee requires sponsorship of an employment-eligible immigration status (i.e., the hiring unit was unaware), the unit will be required to inform the division if it can or cannot sponsor the immigration status based on whether the unit has the time and/or financial resources to do so.

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RECALL INFORMATION

This section is to be completed by the Divisional Analyst at the point in which the Analyst completes his/her review of the position approval packet.  

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Updated 2-13-2019

The following information is designed to instruct the hiring unit on how to complete the Ongoing Pool Template Flyer. The layout of the instructions is based on the flyer's sections and fields.

When completing the flyer template, please note the following:

• Black font: required text and it cannot be revised or removed.
• Green font: text that you can revise.
• Red font: special instructions and they should be deleted before you forward your draft flyer to the division.

When completing your flyer, it is essential that you refer to your recruitment set-up form to ensure that the information on both documents is consistent. For example, the Academic Title information on the recruitment set-up form must match what is listed on the flyer.

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HEADER

Update the flyer's header to insert the name of the Hiring Unit and the Title of the Position that you provided in your recruitment set-up form. Please note that the case style for the hiring unit is upper case, whereas the case style for the title of the pool is title case.

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DESCRIPTION

At a minimum, the flyer's description of the position must provide the following information:

• Name of the hiring unit (followed by the unit's URL)
• The title of the position
• A brief description of the position's core responsibilities
• The areas of academic emphasis (e.g., fields of study and course levels that Lecturers may be asked to teach)

The description may also include preferred areas of expertise, training, or professional experience, which are broader and less defined than the position's basic qualifications (addressed in the section Basic Qualifications) as demonstrated in the following examples:

• The Lecturer will demonstrate a broad understanding of the scholarly field of visual art practices.
• Applicants with experience teaching university-level courses in the areas of mathematics and/or statistics are strongly encouraged to apply.

ACADEMIC TITLE

Given that the majority of ongoing pools are for Lecturer positions, the flyer lists the Academic Title Lecturer. In the event that your pool recruitment is for an Academic Title other than Lecturer, list the Academic Title that you provided on your Ongoing Pool Recruitment Set-up Form.

TIP: When a pool recruitment is for an academic title other than Lecturer and it is open to multiple ranks or levels, be sure to list all of the applicable ranks/levels along with the academic title (e.g., Assistant Adjunct Professor, Associate Adjunct Professor, and Adjunct Professor).

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SALARY

For Ongoing Pool recruitments, the recommended practice is not to list a salary in the flyer and to include the following standard language, Commensurate with qualifications and experience .

If you want to list a minimum starting salary or salary range for a pool recruitment, insert the salary information before the default language (e.g., Minimum starting salary $54,800, commensurate with qualifications and experience).

TIP: If a salary will be listed in your flyer, be sure that it is in alignment with the current UCSC Salary Scales.

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BASIC QUALIFICATIONS

Federally Defined
The Department of Labor's Office of Federal Contract Compliance Programs (OFCCP) defines Basic Qualifications as "Qualifications that an applicant must possess" and "The basic qualifications which an applicant must possess means qualifications that the contractor [employer] advertised to potential applicants . . ."

When determining the position's basic qualifications keep in mind that OFCCP regulations require the following:

• Basic qualifications must be objective.
• Basic qualifications must be noncomparative features of a job seeker.
• Basic qualifications must be relevant to the performance of the position.
• The assessment as to whether an applicant meets or does not meet the advertised basic qualifications can only be based on the individual's application materials.

Appropriate Basic Qualification	Inappropriate Basic Qualification
Evidence of teaching experience at the university level.	Evidence of Teaching Excellence or teaching potential
	Strong communication and interpersonal skills.

Deadline for Meeting Basic Degree Requirements
The flyer's default language details the required basic degree (and relevant field/s of study) and it informs applicants that the degree requirement must be met at the time of application.

If you do not want to require that applicants possess the basic degree at the time of application you may list a future date the applicant is expected to have completed the degree requirement. With this option, use the following language in the Basic Qualifications and Position Available sections of the flyer and update accordingly.

Basic Qualifications: [insert minimum degree requirement] (or equivalent foreign degree) in [insert degree area/s]. It is expected that the degree requirement will be completed by [insert month, date, and year].

Position Available: Degree requirement must be completed by [insert deadline listed in Basic Qualifications section] for employment effective [insert month, date, and year].

TIP: An applicant must meet all of the basic qualifications to warrant further consideration for the position. Be mindful of this when identifying your recruitment's basic qualifications.

TIP: At a minimum, basic qualifications for ongoing pools should address the required minimum degree/certification or relevant experience as well as the level of teaching experience (it is useful to indicate if there is a minimum number or years teaching experience or if the experience has to be at the college or university-level).

TIP: When a recruitment is open to multiple ranks, the degree requirement listed in the Basic Qualifications section must be the degree requirement for the lowest rank. For example, Basic Qualifications: Master’s degree (or equivalent foreign degree) or Basic Qualifications: Master’s degree or higher (or equivalent foreign degree). The later example could be used if the preferred degree requirement is a doctoral degree.

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POSITION AVAILABLE

The template flyer for ongoing pools lists the following default language.

Appointments are contingent on the hiring unit's instructional need and the availability of funding. Appointments are typically made during one or more quarters during the regular academic year (fall, winter, and spring quarters), but they may also be made during Summer Session.

TIP: If your unit does not offer courses during Summer Session, please remove the reference to Summer Session from the default language in the flyer.

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APPLICATION REQUIREMENTS

This section of the flyer details the documents or materials that will comprise an application and it includes the subsections Documents / Materials and Reference Requirement.

DOCUMENTS / MATERIALS

This subsection is where you list the documents or materials that are required in the application. It is essential that the flyer clearly indicate, for each item, the minimum number that are required and the maximum number (if optional items are applicable) that will be accepted. For example, Sample publications (a minimum of three are required and a maximum of six will be accepted).

REFERENCE REQUIREMENT

This subsection details the process for including confidential letters of recommendation (if applicable) as part of the application process. There are two methods for obtaining confidential letters of recommendation in Recruit: Letters of Recommendation and Contact Information Only, which are further described below.

Letters of Recommendation

With this method the applicant must enter the required number of references and trigger Recruit's system-generated email requesting a confidential letter to each of the references. Hiring units use this method when they want all of the applications to include confidential letters.

With the Letters of Recommendation method, applicants can monitor their references' progress in their submitting letters (note that applicants will not be able to access the letters). If the references do not respond to the initial request, applicants can trigger additional system-generated email requests (even after the application deadline has passed). Additionally, if the application deadline has not passed, applicants can replace a reference with another individual.

Contact Information Only

With this method, the applicant must enter the required number of references, but the applicant does not trigger Recruit's system-generated emails requesting confidential letters. It is the Recruit Analyst or Search Committee Chair who trigger the email requests for confidential letters.

Hiring units use this method when they only want a subset of applications to include confidential letters. For example, a hiring unit may only require confidential letters for those applicants who will be interviewed.

The Contact Information Only method is not used when the committee is only seeking a list of references (i.e., confidential letters will not be submitted through Recruit). In these instances, the flyer provides instructions for how to provide a list of references. For example, The application must include a C.V. that includes a minimum of three references and their contact information. The search committee will contact the references of those candidates who are under serious consideration for the position.

Criteria for Recruit to Tag an Application as Complete

For ongoing pools, Search Committee members will only be able to review completed applications. Recruit will tag an application as being complete if the applicant has done the following:

• Uploaded all of the required documents/materials
• Fulfilled the Reference Requirements (if applicable) for the required number of references

Sample Application Requirements Listing

The following is an example of a recruitment's Application Requirements.

TIP: With the Letters of Recommendation method, Recruit does not take into consideration the number of confidential letters that have been received when determining if an application is complete. The system only considers if the application's reference requirement has been satisfied (i.e., the applicant entered the required number of references and triggered the system-generated emails as required by the Letters of Recommendation method or the applicant entered the required number of references as required by the Contact Information Only method).

TIP: Once a recruitment goes live, the application requirements cannot be changed.

TIP: Even when a recruitment is open to multiple ranks/levels, the application requirements must be the same for all applicants. (Not applicable to Lecturer Pools.)

TIP: When determining if confidential letters will be requested during the recruitment, keep in mind that letters may be required or optional for an appointment review * depending on the position's academic title series. To determine if confidential letters are required for an appointment review, refer to the academic title series' policy in the  Campus Academic Personnel Manual (CAPM) or the Document Inventory Matrices.

*If confidential letters are required for an appointment review, the hiring unit can obtain the confidential letters during the recruitment process (in Recruit) or during the appointment review process (in DivData Review). Confidential letters should only be obtained in Recruit if they will be used by the committee to evaluate the applicants.

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RECRUITMENT PERIOD

The template flyer for ongoing pools lists the following default language, which must be updated with information from your recruitment set-up form.

Applications for this recruitment will be accepted beginning [insert Open Date listed on recruitment set-up form] through [insert Close Date listed on recruitment set-up form]. This recruitment is for initial appointments beginning [refer to your recruitment set-up form and list the Position Available information for the selected recruitment cycle]. Initial appointments made after this period must be made through other recruitments.

 

Updated 2-13-2019

The Applicants’ Screening Criteria Defined

During their review of the applications, the Search Committee members use the Applicants' Screening Criteria to screen-out unqualified or insufficiently qualified applicants and to identify candidates who are pool-qualified (sufficiently qualified to be hired as a Lecturer). The most important thing to know about the Applicants' Screening Criteria is that   they must be based on the qualifications and requirements listed in the recruitment's flyer.

Additional background on the Applicants' Screening Criteria:  The Recruit Analyst will update (in Recruit) the applications with the screening criteria assigned by the Search Committee. This will be done via the   Assign Reasons  functionality, which is only available to Recruit Analysts and Search Committee Chairs. The assigned criteria will be included in the Recruit Search Report that you will submit to the APO and division for approval. These units will review the report to ensure that the criteria have been consistently and equitably assigned to the applicants.

There are four levels of Applicants' Screening Criteria, which are discussed below.

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Section 1 Screening Criteria

Section 1 criteria are used to identify applicants who do not meet the advertised basic qualifications. Applicants assigned Section 1 criteria are determined to be unqualified and they are removed from further consideration

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Section 2 Screening Criteria

Section 2 criteria are used to identify applicants who meet the advertised basic qualifications, but not sufficiently qualified to be considered for the position. Applicants assigned Section 2 criteria are removed from further consideration

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Section 2.5 a. and Section 2.5 b. Screening Criteria OPTIONAL (but strongly recommended)

For ongoing pools, Section 2.5 Screening Criteria are used when the Search Committee interviews candidates before it determines if they are pool-qualified (which is considered a best practice). Section 2.5 a. criteria are assigned to applicants whom the committee will interview. Section 2.5 b. criteria are assigned to interviewees who the committee determines are not sufficiently qualified and they are removed from further consideration. Interviewees who are not assigned Section 2.5 b. criteria move on in the review process and are assigned Section 3 screening criteria.

Hiring unit are strongly encouraged to conduct the informal interviews before it determines which candidates are pool-qualified for the following reasons:

1. The hiring unit can be more selective in identifying pool qualified candidates.
2. When undergoing an audit, the hiring unit must be able to justify why it identified some candidates as pool qualified over others and it must be able to justify why it hire hired some pool qualified candidates over others. This is difficult to do when applicants have been identified as pool-qualified without being interviewed.

Keep in mind that interviews for Ongoing Pool recruitments can be informal. For example, the Search Committee Chair may conduct brief phone interviews with the candidates who are under serious consideration.

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Section 3 Screening Criteria

Section 3 criteria are assigned to candidates who were interviewed and identified as pool qualified. If the hiring unit does not conduct interviews before it determines which candidates are pool-qualified, it will also assign Section 3 criteria to those candidates who are determined to be pool-qualified.

NOTE: If it is the hiring unit's practice to not interview candidates before it determines if they are pool-qualified, then it would be inappropriate to interview the pool-qualified candidates in order to determine which ones are sufficiently qualified to hire as Lecturers. In other words, the hiring unit must conduct all levels of evaluation of a specific batch of applicants before it submits the Search Report that identifies the batch's pool-qualified candidates.

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Instructions for Completing the Worksheet

When you are ready to complete the worksheet, make sure to have a copy of your draft flyer to ensure that your applicants’ screening criteria are based on the recruitment’s advertised qualifications. 

With Sections 1, 2, and 3, there is list of UC Recruit stock criteria. You will indicate on the worksheet which, if any, of the stock criteria you want to use. Additionally, you will have the option of providing custom criteria to address unique aspects of the position. In Sections 1 and 2, you can create up to five additional criteria and in Section 3, you may create as many as you see fit.

UC Recruit does not provide Sections 2.5 a. or 2.5 b. stock criteria; so you must create them (again, based on the position’s advertised qualifications) and you may create as many as you see fit.

Updated 2-13-2019

The following information is designed to instruct the hiring unit on how to complete the Senate Recruitment Set-up Form. The layout of the instructions is based on the form's sections and fields.

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GENERAL INFORMATION

Name of Hiring Unit

List your academic department. For interdisciplinary recruitments (e.g., a recruitment that involves two divisions or multiple departments within a division), list the all of the divisions or departments involved.

Academic Title

For Senate recruitments, you will list either the Professor title series and applicable rank or you will list the Lecturer with Security of Employment (LSOE) title series. Furthermore, if the recruitment will be open to multiple ranks (Professor Series) or titles (LSOE title series), please list all that are applicable to your recruitment.

Title of the Position

List the position's title as you would like it to appear on your flyer. The title of the position (i.e., the preferred working title) does not have to be the formal Academic Title. For example, your recruitment may be for an Associate Professor (Academic Title Series), but the title of the position could be Associate Professor:Public Policy and Immigration(preferred working title).

Title Codes

List the title code (four digit number) that corresponds to the position's Academic Title and rank. Academic title codes can be found in the current UCSC Salary Scales. If the recruitment is open to multiple ranks, please list all of the applicable title codes.

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AVAILABILITY DATA AND FIELDS OF STUDY

Recruit utilizes availability data, which is data that details the availability of men, women, and ethnic minority Ph.D. graduates in specific fields of study at the national level. When completing the set-up form, you will need to provide the fields of study that are applicable to your recruitment. To make your selections, refer to the Tenured Fields of Study list, which is located on the APO's Academic Recruitment web page.

TIP: The Fields of Study list is updated each year, which usually occurs in September.

 

How the Availability Data and Fields of Study Are Used in the Recruitment Process

Diversity Page

Once a recruitment goes live, the committee can refer to the recruitment's availability data in Recruit to help it engage in successful and targeted outreach efforts such as advertising in relevant publishing outlets and forwarding the flyer to key professional organizations or colleagues at other universities and research institutions.

Academic Recruitment Analysis Report: Shortlist Report

The APO provides this report to the division at the time that it forwards your Search Report (that identified the candidates being recommended for interviews). The Shortlist report includes the recruitment's availability data and the gender and ethnicity composition of the recruitment's applicant pool, the candidates who were seriously considered (depending on the stage of the recruitment, these are the candidates proposed for interview or they are the Proposed and Alternate Candidates). In other words, the report compares the recruitment's applicant pool with the available labor pool. The Dean reviews the Shortlist and Search Reports (both the first report that lists the proposed Interviewees/Alternate Interviewees and the second report that lists the Proposed/Alternate Candidates) to determine if the hiring unit has made a good-faith effort to attract a workforce that reflects the gender, racial, and ethnic profile of the available labor pool.

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SEARCH COMMITTEE

When completing the form, you will need to provide (regardless of role) each member's name, title at UCSC, and UCSC email address. Please note that you must provide the name as it is listed in the campus directory to avoid confusion when the committee member is being set up in Recruit. Furthermore, if the committee will include graduate students, please be aware that they are not permitted to review confidential letters of recommendation or the applicants' lists of references. As a result, their access will exclude all reference-related application materials.

TIP: For Senate recruitments, a Search Committee Chair and a Diversity Liaison are required and additional reviewers are optional. The Search Committee Chair and Diversity Liaison must be members of the Senate and these roles cannot be occupied by the same individual.

TIP: For committee members who are UCSC students, list their title as student on the set-up form.

TIP: If a committee member does not have an active UCSC email account/Cruz ID, you must request a UCSC Sundry account for the individual before access to UC Recruit can be given.

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CONTACT INFORMATION

Faculty and Staff Contact

The Faculty and Staff Contact role is for internal use only. The individual listed here should be able to answer questions from the division and the APO about the recruitment. For Senate recruitments, the Department Manger is usually the individual assigned this role.

Prior to a recruitment going live, the Faculty and Staff Contact will be required to confirm for the APO that the recruitment has been configured with the correct information (which will be based on the information provided in the Position Approval Packet).

HELP Contact

Applicant inquiries are forwarded to the email address of the individual listed as the Public Contact. In Recruit, there are three different links that applicants can click on to submit an email inquiry.

System Generated Email Notifications/ Public Contact

Provide the name and email address that should be displayed in Recruit's system-generated email notifications that are sent to applicants and references. Keep in mind that the name can be generic (e.g., UCSC Ocean Sciences Search Committee Chair) and the designated email address can be a UCSC Mailing List (e.g., deptxrecruit@ucsc.edu ). Recruit sends the following system generated emails:

• Emails to references are sent to thank them for submitting their confidential letters of recommendation.
• Emails to applicants are sent when they create and/or activate their application and to remind them to complete the diversity survey.

Recruit Analyst

Some of the documentation in Recruit can only be completed by a staff member in your unit who has been assigned the role of Recruit Analyst in the Recruit system. In the recruitment set-up form, provide the name, title, and UCSC email address of the staff member who will serve as the Recruit Analyst. For Senate recruitments, the Department Manager is usually the individual assigned this role.

If the staff member who will be serving as your Recruit Analyst does not have access to UC Recruit, please email recruit@ucsc.edu to request an account.

Mailing Address

With UC Recruit, application materials are submitted entirely online. In the rare event that applicants are required to submit physical materials, you will need to indicate this in the recruitment set-up form and provide the hiring unit's mailing address in the following format:

University of California, Santa Cruz
1156 High St
Attn: [insert unit's Mailstop]
Santa Cruz, Ca
95064

TIP: A Mailing Address is required in Recruit. Therefore, if physical materials will not be accepted the default is to list the email address of the individual listed as the HELP Contact. However, you are welcome to list another email address if you prefer.

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RECRUITMENT PERIOD

The Recruitment Period is the time in which applications can be submitted for a recruitment. Senate recruitments can have a maximum recruitment period of two years in order to provide the hiring unit ample opportunity to identify a candidate for the position.

Senate recruitments are set up with an Open until Filled/Initial Review Date (IRD) configuration. This type of recruitmen collects groups of applicants that are separated by review dates. The Open until filled/IRD configuration includes an Open Date, IRD, Final Date, and Subsequent Review Dates (optional), which are discussed below.

Open Date

The Open Date is when the recruitment goes live and can be viewed by the public on Recruit's Open Positions web page. Applications can be submitted beginning on the recruitment's Open Date.

TIP: When determining your recruitment's Open Date, keep in mind that it must be at least four weeks out from the date that you submitted the Position Approval packet to the division. There is no guarantee that your recruitment will go live by your proposed date, but completing the Position Approval Packet in accordance with the instructions provided in this document will certainly improve your chances.

Initial Review Date (IRD)

In Recruit, the IRD is the initial application deadline and applicants have until midnight of the IRD to complete their application. After midnight, applications are permanently locked thereby preventing the applicants from making further changes.The day after the IRD is when the committee can begin its official review of the recruitment's completed applications.

TIP: When determining your recruitment's IRD, keep in mind that your senate recruitment must include an application period (from the time the recruitment opens to the application deadline) that meets a minimum threshold of time. The application period for Senate recruitments must be a minimum of sixty calendar days. Additionally, the IRD must occur during the standard workweek (Monday - Friday).

Final Date

The Final Date is the last day of the recruitment period and as a result, it is the last day that applications will be accepted and the last day that existing applications can be modified by the applicants. On the day subsequent to the Final Date, the recruitment will no longer be visible to the public on Recruit's Open Positions web page. Unless the hiring unit lists an earlier date on the form, the standard Final Date is June 30 of the recruitment's second year.

TIP: When determining a recruitment's Final Date keep in mind that if you do not identify a candidate before the Final Date has passed, you will need to initiate a new recruitment. If the position is filled before the Final Date has passed, the recruitment will be closed and it will no longer be visible to the public. In other words, err on the side of caution and list a Final Date that provides you ample time to identify a qualified candidate for the position.

Subsequent Review Dates (optional)

With the Open until filled/IRD configuration, groups of applicants are created when the recruitment is updated with additional review dates subsequent to the IRD. The review date (whether it is the IRD or a subsequent review date) differentiates applications completed by one review date from those completed by another review date. For example, your recruitment's first group of applicants will include the applications completed by the IRD. Updating your recruitment with a second review date creates a second group that includes the applications that were completed after the IRD but on or before the second review date.

Key Features of The Open Until Filled/ IRD Configuration

The Search Committee can only view the applications completed by the IRD and any subsequent review dates that are entered in Recruit by the APO. As described in the section above, the recruitment can be updated with additional review dates, so that applications completed since the last review date can be released to the committee. To have your recruitment updated with additional review dates, contact the APO (Leslie Marple at lesliem@ucsc.edu for Senate recruitments and Gillian McGuire at gmcguire@ucsc.edu for Non-senate recruitments). There is no limit on the number of review dates a recruitment can have as long as they occur prior to the recruitment's Final Date.

The Review Date's Impact on Applications

An applicant can add or delete application materials until midnight of the recruitment's review date. Once the review date has passed, any  applications completed by the review date are locked.  When applications are locked, the applicants are prevented from making major changes * to their applications. Furthermore, once an application is locked it remains so without exception. Applications that are not completed by the review date remain unlocked, which allows the applicants to continue working on their applications.

*The actions still available to individuals with locked applications are the following:

1. The applicant can trigger the system-generated email request for a confidential letter (provided the applicant triggered the initial request prior to the IRD).
2. The applicant can complete the Diversity Survey.

Updated 2-13-2019

The following information is designed to instruct the hiring unit on how to complete the Senate Template Flyer and the layout of the instructions is based on the flyer's sections and fields.

When completing the flyer template, please note the following:

• Black font: required text and it cannot be revised or removed.
• Green font: text that you can revise.
• Red font: special instructions and they should be deleted before you forward your draft flyer to the division.

When completing your flyer, it is essential that you refer to your recruitment set-up form to ensure that the information on both documents is consistent. For example, the Academic Title information on the recruitment set-up form must match what is listed on the flyer.

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HEADER

Update the flyer's header with the name of the hiring unit and the title of the position that you provided in your recruitment set-up form. Please note that the case style for the hiring unit is upper case, whereas the case style for the title of the position is title case.

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DESCRIPTION

At a minimum, the Senate flyer's description of the position must provide the following information:

• Name of the hiring unit (followed by the unit's URL)
• Title of the position
• A description of the unit where the position will reside
• A description of the position's core responsibilities

The description may also include preferred areas of expertise, training, or professional experience, which are broader and less defined than the position's basic qualifications (addressed in the section Basic Qualifications) as demonstrated in the following examples:

• The successful candidate must demonstrate professional achievement and intellectual leadership through publication, creative accomplishments, or other professional activity.

• The successful candidate will be expected to be a visionary leader and organizational strategist who will help UC Santa Cruz expand its reputation as an international leader in graduate education in coastal science and policy.

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ACADEMIC TITLE

List the Academic Title Series that you provided on the recruitment set-up form and indicate if the position is tenure-track or tenured.

TIP: For recruitments that are open to multiple ranks or levels, be sure to list all of the applicable ranks/levels along with the academic title (e.g., Associate Professor or Full Professor).

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SALARY

For Senate recruitments, you do not have to make any updates since the flyer displays the default language, Commensurate with qualifications and experience; academic year (nine-month basis).

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BASIC QUALIFICATIONS

Federally Defined
The Department of Labor's Office of Federal Contract Compliance Programs (OFCCP) defines Basic Qualifications as "qualifications that an applicant must possess" and "The basic qualifications which an applicant must possess means qualifications that the contractor [employer] advertised to potential applicants . . ."

When determining the position's basic qualifications keep in mind that OFCCP regulations require the following:

• Basic qualifications must be objective.
• Basic qualifications must be noncomparative features of a job seeker.
• Basic qualifications must be relevant to the performance of the position.
• The assessment as to whether an applicant meets or does not meet the advertised Basic Qualifications can only be based on the individual's application materials.

Appropriate Basic Qualification	Inappropriate Basic Qualification
Evidence of one year post baccalaureate research experience in organic chemistry	Extensive research experience in organic chemistry
Evidence of teaching experience at the university level.	Evidence of Teaching Excellence or teaching potential
	Strong communication and interpersonal skills.

Deadline for Meeting Basic Degree Requirements
For Senate recruitment's, the flyer's default language details the required basic degree and relevant field/s of study. When deemed appropriate, the flyer also informs applicants when the degree requirement is expected to be completed. In these instances, information that pertains to the basic degree requirement is included in the Basic Qualifications and Position Available sections of the flyer, which the hiring unit updates accordingly.

Basic Qualifications: [insert minimum degree requirement] (or equivalent foreign degree) in [insert degree area/s]. It is expected that the degree requirement will be completed by [insert month, date, and year].

Position Available: Degree requirement must be completed by [insert deadline listed in Basic Qualifications section] for employment beyond [insert month, date, and year].

TIP: An applicant must meet all of the basic qualifications to warrant further consideration for the position. Be mindful of this when identifying your recruitment's basic qualifications.

TIP: At a minimum, basic qualifications define the position's minimum required degree/certification, research experience, and teaching experience.

TIP: When a recruitment is open to multiple ranks, the degree requirement listed in the Basic Qualifications section must be the degree requirement for the lowest rank. The hiring unit can elect to list the higher degree requirement as a preferred qualification.

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POSITION AVAILABLE

For Senate recruitments, the following language is listed, July 1, 20XX, with the academic year beginning September 20XX. You will update the years accordingly and when applicable, you can modify the month and date.

TIP: For Senate recruitments, the dean will determine if the following language must be included in this section of the flyer,  Appointments are contingent upon availability of funding.

APPLICATION REQUIREMENTS

This section of the flyer details the documents or materials that will comprise an application and it includes the subsections Documents / Materials and Reference Requirement.

DOCUMENTS / MATERIALS

This subsection is where you list the documents or materials that are required in the application. It is essential that the flyer clearly indicate, for each item, the minimum number that are required and the maximum number (if optional items are applicable) that will be accepted. For example, The application must include a letter of application, a current C.V., sample publications (a minimum of three are required and a maximum of six will be accepted), a research statement, and a statement addressing their contributions to diversity through research, teaching, and/or service.

REFERENCE REQUIREMENT

This subsection details the process for including confidential letters of recommendation (if applicable) as part of the application process. There are two methods for obtaining confidential letters of recommendation in Recruit: Letters of Recommendation and Contact Information Only, which are further described below.

Letters of Recommendation

With this method the applicant must enter the required number of references and trigger Recruit's system-generated email requesting a confidential letter to each of the references. Hiring units use this method when they want all of the applications to include confidential letters.

With the Letters of Recommendation method, applicants can monitor their references' progress in submitting their letters (note that the applicants cannot access the letters). If the references do not respond to the initial request, applicants can trigger additional system-generated email requests (even after the application deadline has passed). Additionally, if the application deadline has not passed, applicants can replace a reference with another individual.

Contact Information Only

With this method the applicant must enter the required number of references, but the applicant does not trigger Recruit's system-generated emails requesting confidential letters. It is the Recruit Analyst or Search Committee Chair who trigger the email requests for confidential letters.

Hiring units use this method when they only want a subset of applications to include confidential letters. For example, a hiring unit may only require confidential letters for those applicants who are under serious consideration.

Criteria for Recruit to Tag an Application as Complete

Search Committee members will only be able to review applications completed by the review date (i.e., application deadline). Recruit will tag an application as being complete if the applicant has done the following on or before the recruitment's review date:

• Uploaded all of the required documents/materials
• Fulfilled the Reference Requirements (if applicable) for the required number of references

Sample Application Requirements Listing

The following is an example of a recruitment's Application Requirements as they appear in the flyer.

TIP: With the Letters of Recommendation method, Recruit does not take into consideration the number of confidential letters that have been received when determining if an application is complete. The system only considers if the application's reference requirement has been satisfied (i.e., the applicant entered the required number of references and triggered the system-generated emails as required by the Letters of Recommendation method or the applicant entered the required number of references as required by the Contact Information Only method).

TIP: Once a recruitment goes live, the application requirements cannot be changed.

 

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RECRUITMENT PERIOD

In this section, update the default language with the IRD and Final Date that you listed in your recruitment set-up form. It is essential that the dates on the form and the flyer are the same.

Updated 2-29-2019

The Applicants' Screening Criteria Defined

During their review of the applications, the Search Committee members use the Applicants' Screening Criteria to screen-out unqualified or insufficiently qualified applicants and to identify applicants who will be interviewed (or identified as Alternate Interviewees). The most important thing to know about the Applicants' Screening Criteria is that they must be based on the qualifications and requirements listed in the recruitment's flyer.

Additional background on the Applicants' Screening Criteria: The Recruit Analyst will update (in Recruit) the applications with the screening criteria assigned by the Search Committee. This will done via the Assign Reasons functionality, which is only available to Recruit Analysts and Search Committee Chairs. The assigned criteria will be included in the Recruit Search Reports that your unit will submit to the APO and division for approval. These units will review the report to ensure that the criteria has been consistently and equitably assigned to the applicants.

There are four levels of Applicants' Screening Criteria, which are discussed below.

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Section 1 Screening Criteria

Section 1 criteria are used to identify applicants who do not meet the advertised basic qualifications. Applicants assigned Section 1 criteria are determined to be unqualified and they are removed from further consideration.

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Section 2 Screening Criteria

Section 2 criteria are used to identify applicants who meet the advertised basic qualifications, but are not sufficiently qualified to be considered for the position. Applicants assigned Section 2 criteria are removed from further consideration.

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Section 2.5 a. and Section 2.5 b. Screening Criteria OPTIONAL

For Senate recruitments, Section 2.5 Screening Criteria are used when the department wants to request additional information (e.g., conduct preliminary Skype interviews or request confidential letters) from a subset of qualified applicants before it determines whom to recommend for formal campus visits or as Alternate Interviewees.

The Search Committee assigns Section 2.5 a. criteria to the applicants from whom additional information will be requested. After the committee completes its review of the additional information, it assigns Section 2.5 b. criteria to those applicants the committee determines are not sufficiently qualified. Applicants assigned Section 2.5 b. criteria are removed from further consideration. Applicants who are not assigned Section 2.5 b. criteria move on in the review process and are assigned Section 3 screening criteria.

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Section 3 Screening Criteria

Section 3 criteria are assigned to qualified applicants whom the department recommends for formal campus visits or as Alternate Interviewees. Please note that Senate recruitments require the department to submit a Search Report that must be approved by the APO and the Division before the department can extend invitations for formal campus visits.

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Instructions for Completing the Worksheet

When you are ready to complete the worksheet, make sure to have a copy of your draft flyer to ensure that your screening criteria are based on the recruitment's advertised qualifications.

With Sections 1, 2, and 3, there is list of UC Recruit stock criteria. You will indicate on the worksheet which, if any, of the stock criteria you want to use. Additionally, you will have the option of providing custom criteria to address unique aspects of the position. In Sections 1 and 2, you can create up to five additional criteria and in Section 3, you may create as many as you see fit.

UC Recruit does not provide Sections 2.5 a. or 2.5 b. stock criteria; so you must create them (again, based on the position's advertised qualifications) and you may create as many as you see fit.

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