The information included in this page is designed to instruct the hiring unit on how to complete the Ongoing Pool Recruitment Set-up Form, which is the first of the two required documents of the ongoing pool position approval packet (the second document is the Ongoing Pool Applicants Screening Criteria Worksheet).

In September 2023, the ongoing pool recruitment set-up form was revised to consolidate the previous packet's template flyer and recruitment set-up form and the instructions below have been updated accordingly.

You can download the ongoing pool position approval packet from the APO's Forms web page (see the section titled Recruitment Forms).

If this is your first recruitment, or some time has passed since you last conducted a recruitment, we suggest that you review our campus' current list of academic recruitments on the UCSC Recruit Open Positions web page. Reviewing current job postings will likely provide you valuable examples and context to the instructions provided here.

To avoid a frustrating recruitment experience, please take the time to review these instructions and revisit them whenever you need to launch a recruitment. Keep in mind that once a recruitment goes live, and in most cases, the Recruit system will prohibit changes being made to the recruitment. If a unit wants to revise aspects of the recruitment once it is visible to the public, in most cases, the APO will need to close the existing recruitment and open a new, revised recruitment

Additionally, you will not be able to deviate from the advertised position when it is time to hire your pool-qualified candidate(s). For example, your selected candidate cannot be appointed to a position that is at a greater or lesser percentage than what was advertised, your selected candidate cannot be appointed to a rank that was not advertised, your selected candidate’ initial appointment cannot be longer or shorter than the advertised duration, etc.

We hope these instructions help ensure that your recruitment is successful. If you have feedback on how our instructions can be improved, please do not hesitate to provide us your feedback at apo@ucsc.edu.

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Table of Contents

Quickly access instructions for a specific section of the recruitment set-up form by clicking on the corresponding link below.

• Supervision
• Details (includes title of pool, department/hiring unit, contact information, web links, dates, and review windows submission process)
• Position (includes job location, salary, anticipated start date, position duration, percent time, rank/s, and title code/s) 
• Research Titles Covered by the RA Unit (includes questions required for recruitments for represented research titles)
• Potential for Noticing Bargaining Unit (includes questions required for all recruitments)
• Qualifications (overview of basic qualifications)
• Description (overview of position description)
• Application Requirements (includes references and documents, including default documents and custom documents)
• Diversity (fields of study)
• Advertisements (includes outreach methods/sources/venues)
• Search Committee
• Immigration Status Sponsorship
• Section to be Completed by Division

Details that will display in the job posting include the annotation, will display in ad.

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SUPERVISION- will display in ad

Name of Supervisor

Lecturer Pools
For lecturer pools, the unit does not have to provide any information. All lecturer pools will list the department chair as the supervisor.

Non-lecturer Pools
For non-lecturer pool recruitments, provide the name of the individual who will supervise the candidates hired to the position. The supervisor must be a UCSC non-student, academic appointee. Staff employees cannot supervise academic employees and there are no exceptions to this policy. Furthermore, the supervisor must hold an academic title that can supervise the position being recruited. For example, it is permissible for an associate researcher to supervise an appointee to the Specialist title series, but it is not permissible for an associate researcher to supervise a pre-six lecturer or an Adjunct Professor.

 If you are unsure if the proposed supervisor can supervise the academic title of the position being recruited, please consult with your division’s academic personnel team.

 

 

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DETAILS- will display in ad

 

General Information

Title of Pool

Lecturer Pools

For lecturer pools, the unit does not have to provide any information. Standard language for lecture pools and adjunct professor pools will be inserted by APO.

Non-lecturer Pools

For non-lecturer pool recruitments, please enter the title as you would like it to appear in the job posting. You are encouraged to provide a title that is more descriptive than the position’s corresponding academic title series.

 

Department

In the recruitment set-up form, list your academic department, college, or Organized Research Unit (ORU).

When the APO creates your search in the Recruit system, the department drop-down menu only includes divisions, departments, colleges, and ORU's. Therefore, if you are a faculty PI recruiting for your research group or lab, list your academic department, if you are recruiting for your ORU, list your ORU. 

 

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CONTACT INFORMATION

Faculty and Staff Contact

The individual who serves as the Faculty and Staff Contact must be able to answer questions from the division and the APO when these units are completing their review of your position approval packet.

Additionally, prior to a recruitment going live, the APO will email the recruitment's Search Plan and Draft Applicants’ Screening Criteria to the Faculty and Staff contact who must review the documents for accuracy. This step is critical, and it is designed to ensure that the recruitment's configuration and the information that will be advertised to the public are correct. Keep in mind that the information is entered into Recruit manually, so there is room for mistakes to be made.

In the recruitment set-up form, provide the name and UCSC email address of the person who will serve as the faculty and staff contact.

Public Contact

In the recruitment set-up form, provide the name and UCSC email address that you want to display in the Recruit's system-generated emails that are sent to applicants and references (i.e., individuals who will provide confidential letters).

In the Name field, you can provide a generic name (e.g., Search Committee Chair) or the name of a specific UCSC employee. In the Email Address field, you can provide a UCSC mailing list (e.g., immunology.recruitment@ucsc.edu) or a UCSC employee’s email address.

Recruit sends the following system-generated emails on behalf of the recruitment's Public Contact:

• Emails are sent to references thanking them for submitting their confidential letters of recommendation.
• Emails are sent to applicants confirming when they have created their application and to remind them to complete the diversity survey.

HELP Contact- will display in ad

Applicant inquiries are forwarded to the email address provided in this field of the recruitment set-up form. You have the option to provide a UCSC mailing list (e.g., immunology.recruitment@ucsc.edu) or a UCSC employee’s email address.

In Recruit, there are two different links that applicants can click on to submit an email inquiry to the recruitment's Help Contact.

1. In the job posting (see Help Contact).
2. In the individual's application- once an individual initiates an application for a recruitment, they can click on the Contact Us link to submit an inquiry.

In the recruitment set-up form, enter the email address that will receive applicant inquiries.

Recruit Analyst

In Recruit, only staff appointees can serve as Recruit Analysts and some actions in Recruit can only be completed by recruit analysts. 

Department managers and college academic managers are automatically set up in the system as recruit analysts, but some units have assigned other department staff to this role as well (e.g., department assistants, undergraduate or graduate advisors, etc.). 

Before your position approval packet is submitted to your division, please consult with your department manager/ college academic manager/ ORU’s AHR administrative officer, to determine if they or another staff member in the home unit will serve as the recruit analyst.

On the slight chance your recruitment will be run through your division (e.g., research groups and/or programs that are housed in an academic division rather than a department), please consult with your division's academic personnel team to determine who will serve as the recruit analyst.

In the recruitment set-up form, provide the name and UCSC email address of the staff member who will serve as the recruit analyst. 

Web Page(s)- will display in ad

At a minimum, your job posting should provide a link to your home department’s website. However, if your research group or program has a website, your job posting should include that information as well. The more information you can provide potential applicants in your job posting, the better.

In the recruitment set-up form, in the Label field provide the name of the department, research group, or program and enter the web page's URL in the corresponding field.

 

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DATES- will display in ad

All recruitments (senate, non-senate, and non-senate ongoing pools) opened on or after 4-6-23 are configured with the new application submission process called Review Windows, which is further defined at the end of this section.

Pool Recruitment Duration

Pool recruitments can be open for a maximum period of one year. In the recruitment set-up form you can select the Default: One year or you can select Custom: Less than one year and enter the duration in the corresponding field.

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 and it is the first day that applications can be submitted.

In the recruitment set-up form, select the Default: As soon as APO can create the recruitment in Recruit option, if you want the search to open as soon as possible, or you can select the Custom: enter date option and provide your proposed open date in the corresponding field. Generally speaking, units select the default option. 

Initial Review Date (IRD)

The IRD is the initial review date (i.e., the initial application deadline). Applicants have until 11:59PM PST of the IRD to submit their application and be eligible for consideration.

In the recruitment set-up form, you can select the Default: 30 days after the recruitment's open date or you can select the Custom: enter IRD option and provide your proposed IRD in the corresponding field. If a unit wants to provide an initial application period that is longer than the default 30 calendar days, then selecting the Custom IRD option makes sense. However, units typically select the default option.

If you request a custom IRD, not only must the recruitment provide a minimum application period of 30 calendar days, the IRD must also occur during the standard workweek (Monday - Friday).

Review Windows

All recruitments (senate, non-senate, and non-senate ongoing pools) opened on or after 4-6-23 are configured with the new application submission process called Review Windows, which is very similar to the Initial Review Date (IRD) configuration used for senate and non-senate recruitments prior to 4-6-23. The key differences with a Review Windows recruitment are as follows:

• Applicants must now submit their application on or before a review date in order to be viewable to the committee and eligible for review.
• Once an application is submitted, it becomes locked and can no longer be updated by the applicant. However, confidential letters can still be submitted by references.
• Units must request APO update their recruitments with additional review dates in order to release applications submitted since the last review date passed.

Establishing Review Windows

When a recruitment opens, the first review window is established based on the open date and the IRD. All applications submitted in the first review window will be visible to the committee and eligible for review. Once the initial review date has passed, the committee can conduct its official review of the applications and a search report can be submitted.

Applicants can still submit their applications after a review window has closed, but they will not be visible to the search committee until a new review date is added to the recruitment. The additional review date will create a new review window and the application submitted during this subsequent review window will be visible to the committee and eligible for review.

Requesting Additional Review Dates

The Recruit Analys will email the APO Recruitment team when it is time to establish a new review window for their pool recruitment. The Recruit Analyst can request a private review date or a public review date. As the terms suggest, a private review date is not visible to the public, whereas a public review date will be visible to the public in the recruitment’s job posting.

• Private Review Date: If you request a private review date, APO will identify the applicable review date that will release all applications completed since the last review window closed.
• Public Review Date: If you request a public review date, you will need to provide APO with a future review date (e.g., 2-4 weeks from the date you email APO). APO will add the future review date to the recruitment and the job posting will immediately be updated to alert the public (e.g., Next review date: Friday, September 1, 2023, at 11:59pm [Pacific Time]. Apply by this date to ensure full consideration by the committee.)

 

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POSITION

Job Location- will display in ad

The job location is where the incumbent will perform the duties of the position.

In the recruitment set-up form, you can select the Default: Santa Cruz, California option or you can select the Custom Location option and enter the correct town and U.S. state in the corresponding field.

Salary- will display in ad

Effective January 1, 2023, all job postings must include the recruitment's budgeted salary or salary range.

Lecturer Pools

In the recruitment set-up form, first enter the annual salary or salary range (if salary negotiation will be possible) that initial lecturer appointments are based on. In the following field, enter the per course salary or per course salary range for a five-credit course.

Non-lecturer Pools

In the recruitment set-up form, enter the annual salary or salary range (if salary negotiation will be possible) for appointees to the position. If the positions will be less than full-time, enter the actual salary or salary range in the following field.

If you have any questions about the your pool’s salary information, please consult with your division's academic personnel team.

Anticipated Start Date- will display in ad

The anticipated start date is when the incumbent is expected to start the position. For both lecture pools and non-lecturer pools, APO will insert the established language. The purpose of including this section in the form is so the hiring units are made aware of the default language ahead of time.

Position Duration- will display in ad

Lecturer Pools

The unit does not have to provide information for this field. APO will enter the established language for lecturer pools.

Non-lecturer Pools

The position duration is the duration of the incumbent’s initial term appointment to the advertised position. In the recruitment set-up form, select one of the standard options (one, two, or three years). If necessary, select the Other option and provide the custom duration for the initial appointment in the field provided.

If the title series being recruited is a represented title series, then the initial appointment’s duration, must conform with the title series' bargaining unit contract when one exists (access links to the current bargaining contracts at the APO’s Policy web page). If you have questions about your recruitment's position duration, please consult with your division’s academic personnel team.

Percent Time- will display in ad

Lecturer Pools

The unit does not have to provide information for this field, APO will enter established language for lecturer pools.

Non-lecturer Pools

The percent time is the appointment percentage for the incumbents’ initial appointments to the advertised position.

In the recruitment set-up form, you can select the Default: Full-time (100%) option or you can select the Less than full-time option and provide the percentage of time in the corresponding field. If the percentage will be, or could be variable, provide the percentage range.

Rank(s)- will display in ad

Lecturer Pools

The unit does not have to provide information for this field, since ranks are not applicable to pre-six lecturers.

Non-lecturer Pools

If your recruitment is for an academic title that includes ranks, enter the applicable rank(s) in the corresponding field.

If you are unsure which academic title series and/or rank(s) the position should be, please consult with your division’s academic personnel team.

Title Code(s)

Lecturer Pools

The unit does not have to provide information for this field, APO will configure lecturer pools with the title codes 1630, 1632, and 1550.

Non-lecturer Pools

Academic titles have individual title codes (job codes in UCPath), which correspond to their specific academic title series and rank (or level). Academic title codes are listed in the current UCSC Salary Scales.The screenshot below is from the Represented Professional Research Series Fiscal Year salary scale, and the arrows are pointing to the individual ranks' title codes.

In the recruitment set-up form, enter the applicable title code(s) for your recruitment. If the recruitment is open to multiple ranks or levels, list all applicable title codes.

If you are unsure which academic title series or title codes are applicable to the position you wish to recruit, please consult with your division’s academic personnel team.

 

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RESEARCH TITLES COVERED BY THE RA UNIT

You will need to answer the questions in this section if your pool recruitment is for the Project or Specialist title series.  If your pool recruitment is for pre-six lecturers, proceed to the following section titled, Potential For Noticing Bargaining Unit.

Question #1:  If the initial appointment will be less than one year, select one of the three justifications that are provided (assigned work, programmatic need, or funding). If the initial appointment will be one year or more, proceed to question #2.

Please be aware that the Professional Research, Project, and Specialist title series are covered by the Academic Researchers bargaining unit and the available options from which you can select are the only instances in which an initial appointment can be less than one year. Refer to the current Academic Researchers Unit contract for more information concerning initial appointments.

Question #2: In the recruitment set-up form, indicate if the position will supervise two or more career/contract employees. Your response to this question will help the division ensure that the correct title code(s) have been entered in the section titled, Title Code(s).

If you are unsure how to answer the questions in this section, please consult with your division’s academic personnel team.

POTENTIAL FOR NOTICING BARGAINING UNIT

The questions in this section are relevant to all academic title series, so please answer the questions accordingly.

Question #1: In the recruitment set-up form, indicate if your recruitment is for a new or an existing position.

If the recruitment is for a new position, select Yes.

If your recruitment is for an existing position (e.g., the incumbent has recently left their position and you need to fill the vacancy, or you received funding to hire an additional employee into an existing position), select No and advance to the next section of the form.

Question #2: In the recruitment set-up form, indicate if any duties in the position that you are recruiting have been moved out of a represented staff or academic position.

If the new position will not include duties from a represented staff or academic position, select No and advance to the next section of the form.

If the duties for your new position will include duties from a represented staff or academic position, select Yes and contact your division's academic personnel team. The division may need to consult with SHR’s Labor Relations about the potential need for noticing the applicable union/bargaining unit. To save you time, you may want to refrain from moving forward with completing this form until your division confirms you can proceed with your recruitment.

 

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QUALIFICATIONS- will display in ad

Basic Qualifications (required at time of application)

The basic qualifications are the minimum qualifications that an applicant must possess to be eligible for consideration. Per the Department of Labor's Office of Federal Contract Compliance Programs (OFCCP) all job postings must include basic qualifications and they must adhere to the following criteria:

The applicant must possess the basic qualifications at the time they apply.

Example: The applicant possesses the basic degree requirement when they submit their application*, rather than earning the minimum degree after they have submitted their application.

The basic qualifications must be non-comparative features of a job seeker.

Example: Three years' research experience, rather than a comparative requirement such as, One of the top five candidates with the most years' research experience.

The basic qualifications must be objective.

Example: Evidence of teaching experience at the university level, rather than the subjective, evidence of excellence in teaching at the university level.

The basic qualifications must be relevant to the performance of the position.

Example: For a lecturer recruitment, you may require evidence of teaching experience, but you cannot require research experience since a lecturer position cannot include research duties.

The basic qualifications must be verifiable in the individual’s application materials.

Example: The committee can only refer to the application file when determining if a candidate meets or does not meet the advertised basic qualifications. In other words, the committee’s review of the application files is just the first stage of the review process. Subsequent review stages such as conducting interviews or conducting reference checks are restricted to the candidates whom the committee determined meet the advertised basic qualifications.

In the recruitment set-up form, list your recruitment's basic qualifications in the field provided. At a minimum, your basic qualifications should define the position's minimum required degree, certification, or professional experience.

If your recruitment will be open to multiple ranks, your basic degree requirement must align with the requirement for the lowest rank of the academic title series, unless you want to list the minimum requirement for each rank. This consideration is most common for the Specialist title series, which includes different degree requirements for each rank. In contrast, the Project title series require doctoral degrees.

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DESCRIPTION- will display in ad

All pool recruitments' position descriptions will open with the following statement.

 The [APO will enter hiring unit name] at the University of California, Santa Cruz (UCSC) invites applications for an ongoing pool of [APO will insert academic title series of position]. Under the direction of [APO will insert position’s supervisor], the incumbents will . . .

 

In the recruitment set-up form, provide the remainder of the position’s description to address the following areas: 

• An overview of the position’s core functions/duties.
• A brief, general overview of the hiring unit.
• (OPTIONAL) Additional qualifications, training, or areas of expertise that an ideal candidate would possess, which can be broader and less defined than the advertised basic qualifications.

Example: Overview of the position’s core functions/duties.

Duties will include performing bacterial cell culture, flow cytometric and 96-well plate-based assays, library preparation for next-generation DNA sequencing, and mouse colony maintenance (genotyping by PCR, breeding/record keeping, and sterilizing equipment for housing germ-free mice). The candidate will also make contributions to lab management by ordering equipment and supplies, generating reagents, and ensuring lab compliance with safety and animal welfare regulations. 

Example: General overview of the hiring unit.

The research specialist will join a small, friendly team of researchers studying the major public health concern of lactation insufficiency. The lab studies this prevalent syndrome by investigating the recruitment, expansion and differentiation of breast stem/progenitor cells during pregnancy with the goal of identifying therapeutic targets.

Example: Additional Qualifications, training, or areas of expertise.

Applicants with any of the following areas of expertise/qualifications are strongly encouraged to apply: knowledge of observational techniques and data reduction, experience with performance monitoring and optimization of electronic equipment and solid-state detectors, and/or a doctoral degree.

We welcome candidates who understand the barriers facing women and other minoritized people who are underrepresented in higher education careers (as evidenced by life experiences and educational background), and who can clearly articulate their contributions to equity, diversity and justice with respect to research, life experiences, or service towards building an equitable, inclusive, and diverse scholarly environment.

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APPLICATION REQUIREMENTS- will display in ad

This section of the form is where you detail what the applicants will need to provide in the way of references and documents. Take extra care in completing this section. Once your recruitment is live, the application requirements are permanently locked. 

References refers to the method and timing in which the system will ask references to submit confidential letters for an applicant.

Documents refers to the materials that applicants submit as part of their application file.

References and documents can be required or optional. Required means applicants must provide the required reference(s) or document(s) by the application deadline. If they do not, then Recruit will not tag their application as complete. Optional means applicants will be able to provide the reference or document, but they will not be required to do so. Even if an application requirement is optional, applicants will not be able to add them to their application once they have submitted their application or the application deadline has passed.

References

If you want to require confidential letters, there are two methods that you can select from: Letters of Recommendation or Contact Information Only, which are defined below.

NOTE: If confidential letters will not be used to evaluate the applicants, but are required for the initial appointment review, do not include confidential letters as an application requirement. You should instead obtain the letters when completing the selected candidate’s initial appointment review in DivData Review. To determine if confidential letters will be required for the selected candidate’s initial appointment review, please refer to the academic title series' policy in the Campus Academic Personnel Manual (CAPM) or the Document Inventory Matrices.

Method 1: Letters of Recommendation

Method 2: Contact Information Only

Do not select the Contact Information Only method if you only want applicants to provide a list of professional references. Instead, you will indicate in the Documents section of the form that applicants must provide their professional references in their C.V., or you will require applicants to submit a separate document that lists their professional references. 

In the set-up form's section titled References, you will indicate if confidential letters will be an application requirement, the quantity that will be required and/or optional, and the system configuration/method that will be used to obtain the letters. If reference checks will be conducted in lieu of requiring confidential letters, you will confirm this information as well.

Question #4 in this section of the form, is designed to help the division and APO determine if your recruitment's Applicants’ Screening Criteria Worksheet correctly indicates that a Section 2.5 is or is not required. If you indicated you will use the Contact Information Only configuration or you indicated the committee will conduct reference checks, you will be asked how the committee will use the confidential letters/ reference checks to evaluate the applicants. The form includes the following options for you to select: 

• The committee will conduct reference checks /request confidential letters to help determine who the committee will interview. At the conclusion of the reference checks/ interview, the committee will either remove the candidate from further consideration or they will advance the candidate to the interview stage.
• The committee will conduct reference checks /request confidential letters after the interviews have concluded. The information provided in the reference checks/ confidential letters will help the committee identify the proposed candidate(s).

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Documents

This section of the form is where you list the documents/materials that applicants will upload to their application file. You have the option of selecting the system’s default documents and/or providing custom documents. At a minimum, your recruitment should require a curriculum vitae (CV).

Default Documents

In the recruitment set-up form, indicate if the job posting will list any of Recruit’s default documents. For any of the documents you select, indicate the quantity that will be required and/or optional. You also have the option to provide applicants additional instructions for the document in the corresponding field. For example, a unit might provide explicit instructions on what the cover letter should address as well as the maximum number of pages the letter is not to exceed.

Custom Documents

Criteria for Recruit to Tag an Application as Complete

Search Committee members will only be able to see and review applications submitted by the IRD or subsequent review date(s). Applications must be complete before they can be officially submitted. Recruit will tag an application as being complete if the applicant has completed the following actions

• Uploaded all of the required documents/materials.
• Fulfilled the reference requirements (if applicable) for the required number of references (see information provided in Letters of Recommendation and Contact Information Only of this web page).

 

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DIVERSITY (availability demographics)

The main data source for recruitments is from Integrated Postsecondary Education Statistics, which is run by NCES and surveys the number of master’s or higher degrees awarded between a given range of dates. The medical availability data is sourced from the Association of American Medical Colleges.

When completing the set-up form, refer to the fields listed in the Availability Data- Fields of Study web page and enter the field(s) that are applicable to your recruitment. This list is updated annually, so please refer to web page each time you complete the set-up form. In other words, please do not list fields used in a previous recruitment, since they may no longer exist in the system.

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

1. In the recruitment’s Diversity Page

Once a recruitment goes live, the committee chair and recruit analyst can periodically refer to the recruitment's Diversity page to see if the percentages in the Pool Demographics section resemble the average percentages displayed in the Availability Demographics section (see screenshot below).

Regularly reviewing the data in the Diversity page prior to the application deadline can help the committee successfully target its outreach efforts and increase the likelihood of a large and diverse applicant pool of qualified candidates.

2. In the Academic Recruitment Analysis Report: Shortlist Report

The APO provides the Shortlist Report to the division at the time that it approves your recruitment's Search Report. The shortlist report compares the data from the expected available labor pool with the composition (gender and ethnicity) of the (a) recruitment's applicant pool, (b) the candidates who were seriously considered, and (c) the candidates who were interviewed.

The dean reviews the shortlist report 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. If the dean determines the unit's applicant pool is not sufficiently reflective of the expected labor pool, rather than approving the search report, they will instead initiate a change request. If this happens, the recruitment will need to be updated with a future review date and the unit will be required to conduct additional outreach in an effort to attract a more reflective applicant pool. All applications completed by the new review date must be evaluated by the committee and once this has been done, the recruit analyst will enter the committee's evaluations and resolve the change request, and the approval workflow will resume.

 

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ADVERTISEMENTS

This section is for all documentation that relates to the anticipated advertising/outreach efforts that will be conducted by the unit.

In the recruitment set-up form, select any of the options that you anticipate the committee will conduct and provide additional details when requested (e.g., which email listservs will the committee forward the job ad, which journals will the recruitment be advertised, who will the committee forward the job ad to via email, etc.).

Your selections are not set in stone. For example, the committee may opt to engage in outreach activities that were not identified in the recruitment set-up form. When this happens, the committee chair will simply need to notify the unit's recruitment analyst so they can update the recruitment's Advertisement's page accordingly.

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SEARCH COMMITTEE

This section of the form is where you will indicate which academic appointees* will serve on the committee. For ongoing pool recruitments, only a search committee chair is required. Additional committee reviewers are optional. All committee members must be added to Recruit by the APO (not the hiring unit) before they can access the recruitment.

In the recruitment set-up form, enter the individual’s name, the title of their position, and their CRUZ ID (committee members are added to Recruit with their Cruz ID, not their UCSC email address).

If a committee member is a UCSC student, please click the form's corresponding checkbox. This is necessary so the division and APO are aware of their student-status. Students are not permitted to review confidential letters of recommendation or any information that pertains to the applicants' references. As a result, if the division approves the committee's inclusion of student(s), the APO will update the recruitment's configuration to ensure their access to the application files excludes all reference-related documentation.

*Staff employees are not permitted to evaluate an academic recruitment's applicants. However, a staff member can serve as a consultant to the committee. For example, the committee may want to consult with a staff member with expertise relevant to the advertised position. In this scenario, you will list the staff employee as a committee member on the set-up form and in the Title field, you will enter "STAFF" along with their working title. Provided the division approves the staff member’s participation, the APO will assign the staff member the role of additional reviewer so they can access the application files.

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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 (see CAPM 102.530 - Sponsorship of Immigration and Work Authorization for additional information). 

If your selected candidate requires an employment-eligible immigration status, then your unit will be responsible for completing the application process and covering the associated fees. Hiring units can decline to sponsor a foreign national’s immigration status (and therefore decline to pursue appointing the selected candidate) 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 selected 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's job posting.

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

Units should only select this option if the hiring unit is absolutely certain that it cannot sponsor the appropriate immigration status for any of its selected candidates. 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 the selected candidate for appointment if the timing of the application process to sponsor the immigration status will prohibit the candidate from beginning the position by the required start date. The Search Committee Chair can determine if this is the case by asking the selected candidate if they can begin by the position's required start date. 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. When asking a candidate if they can begin by the required start date, the committee chair must make clear that only the divisional dean can officially extend an offer of employment. In other words, make sure the candidate understands that asking when they can begin employment does not communicate that an appointment is guaranteed.

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.

If you are unsure which option to select in this section of the form, please consult with your division's academic personnel team.

 

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SECTION TO BE COMPLETED BY THE DIVISION

This section is to be completed by the divisional analyst when they complete their review of the position approval packet. 

 

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