UC Recruit

Guidelines for the Application of SB 1162 and AB 168 (rev. 9/04/2024)

COVID-19 Interview Protocols ‐ Guidance for conducting recruitment interviews via teleconference

• Remote Interview Guidance from AP and EODP.
• Sample Applicant Evaluation Sheet sample Word template.

UC Recruit Job board and online application system for open academic positions at UCSB.

UC Recruit Training Users can test recruitment configurations and features within the UC Recruit Training site.

Search Plan FAQ for Search Committees

For UC Recruit-related inquiries, please contact help@aait.ucsb.edu or (805) 893-2495

Access requests to the system are handled through this form: https://ap.ucsb.edu/access.request

UC Recruit User's GuideThe UC Recruit User's Guide is now located on UCI's site to ensure the most up-to-date information. Please keep in mind that there are features included on the User's Guide that are not available on the UCSB version of UC Recruit.

UC Recruit Search Plan Billboard Project - Billboard provides a new streamlined way to prepare search plans. View materials for the Billboard Project under "Other" on our Training Materials page.

UC Recruit Request Changes ‐ Overview Instructions for requesting changes through the system.

• Department Analyst Guide
• Reviewer Guide

UC Recruit Saving Workspacesdocumentation created by the programmers of UC Recruit at UCI and discusses saving and naming workspaces.

UC Recruit Portfolio allows applicants to create and maintain a single account for multiple applications.

Senate Faculty Recruitment in UC Recruit An overview of the entire Senate Faculty recruitment and hiring process, from the authorization to search for a position to the formal offer to the finalist. This chart is intended to be a guideline. Variations in the process may occur; departments are encouraged to consult as appropriate.

Using Statements of Contributions to Diversity, Equity, and Inclusive Excellence in Senate searches

• Before Creating a Recruitment analysts are encouraged to work with Search Chairs/Committees/Principal Investigators to ensure recruitments are configured in accordance with expectations.
• (Senate searches) Ensure that a position has been authorized for recruitment. Verify the FTE identifier and the authorized search area.
• (Non‐Senate searches) Ensure that a position is available and verify funding availability and parameters.
• Remain consistent in practices and approach throughout the recruitment process. What you (as a department) are willing to do for one applicant, you must be willing to do for all.
  
  • For example, if one interview candidate is given a lab facility tour or is asked to make a presentation, the same should be done for all interview candidates.
• Remember that the entire recruitment-to-appointment process will take time. Build in adequate lead time to allow for the required Approval steps at each stage of the recruitment.
  
  • For example, when processing a Search Report, plan for an appointment start date set of at least several days to weeks out from the time of initial submission to allow for the Search Report approval process, and to allow time for the separate operation of processing the appointment request.
• Arrange for an Affirmative Action/Equal Opportunity & Diversity Search Committee Briefing with the Equal Opportunity & Discrimination Prevention (EODP) Office, for all Search Committee Members, PIs and Staff involved in the recruitment process. The Briefing is intended to provide Search Committee Members and Support Staff with tools, procedures, and best practices to address the University’s responsibilities under Affirmative Action and Equal Opportunity regulations and guidelines, as well as to ensure the best candidate is selected via a thoughtful, defensible, and well documented process. Scheduling may be coordinated with Tiffany Rhodes at tiffany_rhodes@ucsb.edu or at extension 2701.
• Pay attention to Document and Reference requirements; several settings lock down and cannot be changed after a recruitment receives applicants. Configure requirements carefully in accordance with what the Search Committee will need to review from applicants in order to follow a fair and equitable evaluation and selection process.
• Frequently Asked Questions
• Creating a Recruitment
• UC Recruit System Resources:
  • Review the Create Recruitment Plan help section within UC Recruit for information on various fields and steps.
  • Review the How to create a multi-level help section within UC Recruit for information on creating a multi-level recruitment.
  • Review the Multi-level changes help section within UC Recruit for information on the types of changes that can be made to applications with a multi-level recruitment, or to the recruitment configurations themselves.
• UCSB Resources:
  • Search Plan ‐ Worksheet (rev. 4/23/2021)
    This is a checklist/form including the various fields available when creating a recruitment. Consult with search committee members where applicable to ensure the recruitment is configured in accordance with expectations.
  • Multi-Level Search Instructions (rev. 10/11/2019)
    This is an overview of the multi-level recruitment functionality and some of the changes it includes.
    • Search Plan Multi-Level Worksheet ‐ Worksheet (rev. 4/23/2021)
      This is a checklist/form to be used with authorized multi‐level/open rank Senate searches. Consult with search committee members where applicable to ensure the recruitment is configured in accordance with expectations.
  • Advertising Templates:
    • for Lecturer Pools (rev. 2/8/2023)
    • for Temporary Research Title Pools (rev. 3/31/2022)
  • The Availability Data section of the recruitment plan now utilizes Fields of Study. Note that at least one Field is required at the time of recruitment plan creation, but we encourage the inclusion of other Fields to account for additional availability figures from various disciplines.
  • Suggested Ad Sources to Reach Underrepresented and Minority Groups (rev. 4/2/2019)
  • JobElephant, an advertising agency that specializes in placing academic recruitment advertising for higher education institutions, is available as a resource. See the following for additional information:
    • JobElephant Onboarding Reference Sheet
    • JobElephant Ad Placement Service Announcement
    • JobElephant Q&A (rev. 6/5/2017)
• Frequently Asked Questions
• Managing a Recruitment
• UC Recruit System Resources:
  • Review the Meets Basic Qualifications help section within UC Recruit for marking Basic Qualifications for applicants.
  • Review the Editing applicant records help section within UC Recruit for information on managing applicants.
  • Review the Statuses and Shortlisting ‐ Update a status help section within UC Recruit for updating applicant statuses.
• UCSB Resources:
  • UC Recruit Applicant Workflow (rev. 10/31/2023)
  • DFEH Employment Inquiries - What can employers ask applicants and employees?
  • Applicant Management Workshop Training Materials: PDF
  • Video: Replacing an Applicant‘s Document (length 03:25; rev. 10/18/2016)
  • Review Guidelines for Lecturer and Research Title Pools (rev. 6/26/2017)
  • Interviewing Applicants Remotely/Virtually (e.g. Skype):
    • Remote/Virtual Interviewing Guidelines for Search Committees
  • Bulk Download Applicant PDF Bundles (rev. 8/31/2022)
  • Mitigating Conflict of Interest on Search Committees (rev. 10/31/2024)
  • Frequently Asked Questions
• Reports
• UC Recruit System Resources:
  • For Senate-level recruitments, review the Diversity Reporting ‐ Create Applicant Pool and Shortlist reports help section within UC Recruit for information on creating and submitting Shortlist reports.
• UCSB Resources
  • Video: Creating a Shortlist Report (length 04:56; rev. 4/22/2019)
  • EEO/AA Search Report Guidelines is a document, created by the Office of Equal Opportunity & Discrimination Prevention, intended to help departments better understand what is ideally considered at the time of the Search Report. (rev. 4/22/2019)
  • Search Report Checklist should be used by departments prior to submitting a Search Report for approval. (rev. 6/1/2018)
  • Frequently Asked Questions
• Concluding a Recruitment
• UC Recruit System Resources:
  • Review the When a Search is Finished help section within UC Recruit for information on various fields and steps.
• UCSB Resources:
  • Concluding a Search (rev. 4/22/2019)
  • Frequently Asked Questions
• Search Waivers
• UC Recruit System Resources:
  • Review the Waivers help section within UC Recruit for information on various fields and steps.
• UCSB Resources:
  • Search Waiver guides:
    • Department User (rev. 10/15/2018)
    • Approver User (rev. 10/15/2018)
    • Search Waiver and Recruitment Guidelines- prepared by the EVC's office for Senate position search waiver requests and other recruitment guidance. (rev. 10/15/2018)
  • Frequently Asked Questions