Generally when formatting a title for a recruitment, use the Payroll Title followed by the Area of Specialization or Discipline (if applicable) and the Department. For example:

• Assistant Professor in Astrophysics, Department of Physics

Some departments also elect to put language in the title when there are multiple positions available. We suggest that any additional information be placed at the end of the title. For instance:

• Temporary Lecturer in Department of Art History (Pooled Recruitment)

Source: (AP)

Please copy and paste your job posting ad in the Description section and Diversity statement. If the search is multi-level, be sure to include applicant instructions so that applicants know to which level they should apply. The Description serves as the advertising text and should contain the basic elements of an advertisement as listed in Red Binder VII-7.

Source: (AP)

Departments that use JobElephant may forgo the campus requirement of placing at least one print ad for each Senate faculty search. The print ad comprises part of the open search evidence required by DOL regulations in the hiring of foreign nationals. Departments that wish to avoid the expense of a print ad are encouraged to use JobElephant because of the service the agency provides in recording advertising evidence.

Source: (AP)

In Review Dates searches, applicants are received in discrete review windows bookended by review dates. Completed applications are visible to the search committee once a review date passes. Applicants who complete after the IRD are able to apply until the final date, but can only be assessed and evaluated if another review date is added. Because of the flexibility of adding review dates, this configuration is recommended for searches which are open‐until‐filled, such as Senate faculty positions, or for pooled recruitments which remain open over a long period.

Source: (AP and AAIT)

No. Both date configurations reference a "Final Date." This does not refer to the date by which the department needs hired a candidate. The final date is the last day that applicants can make changes to their applications. (Note that changes made to an individual application can affect the review window.) Set the final date out far enough, especially in IRD/open until filled searches, so that additional review dates can be added if necessary.

Source: (AP and AAIT)

UC Recruit automatically adds certain user groups to the system (i.e. faculty). Certain users however, need to be manually added (i.e. graduate students, campus affiliates). If you are unable to add a user to a search committee because they are not found within the search function, please email us at: help@aait.ucsb.edu

Source: (AAIT)

Federal hiring criteria for Basic Qualifications are that they be: (1) objective, (2) non-comparative, and (3) relevant to the position. Basic Qualifications are the bare minimum that would allow someone to be considered a qualified applicant for the position. They should be in place at the time the applicant submits an application. Departments should be sure to specify whether the applicant should have a degree by time of appointment rather than by time of application. Basic Qualifications should be written in a way that ensures that they can be assessed by examining application materials alone. Additional Qualifications must be met by the start date. Preferred Qualifications are anything that are not required but are desirable.

Source: (AP)

For pooled searches with several title codes and multi‐level recruitments such as open level Professor recruitments, Basic Qualifications should be set to the lowest common requirements.

Source: (AP)

Unless correcting a minor typo (for example), a Search Plan that has not yet been fully approved should be left intact as it was originally submitted unless an approver requests changes be made, or unless the department consults with approvers before making a change. There are a couple of reasons: changes can affect other areas of the recruitment that are easily missed, or they can adversely affect previously-granted approvals. Departments may consult AP staff or help@aait.ucsb.edu if unsure whether the desired modification is substantial enough to warrant approver consultation.

Once approved, Search Plan fields which are editable should not be changed without further consultation to ensure that changes do not adversely affect the recruitment, run counter to policy, or potentially cause other problems that can be difficult to anticipate.

Source: (AP)

Although research titles can be configured as pooled recruitments, efficiency can actually be reduced. Managing these searches is tricky. We recommend that these titles be separately searched.

Some titles, such as Professional Researchers and Specialists, are not well‐suited to pooled searches since these are vastly different positions with varying qualifications and appointment criteria.

In a pooled search, each Proposed Candidate�s Search Report must be processed serially (one at a time), unless the position and PI are exactly the same for each candidate. This can cause delays if several PIs are attempting to propose candidates for hire out of the search around the same time.

During the time in which a pooled recruitment Search Report is under review, best practice is to avoid making changes to the recruitment unless an Approver requests a change. Do not add additional review dates or evaluate newly submitted applications until the Report is approved.

Source: (AP)

Yes, it is recommended that departments carefully customize the Required Documents for each recruitment. We also recommend that departments use the "Edit" button in the Document Requirements field to re‐order the documents so that required items and optional items are grouped together for clarity from the applicant�s point of view. Use the free‐form text fields for further explanation. For example, to describe the kinds of items that would be appropriate for the optional miscellaneous slot, or to advise of page or file size limitations (e.g. "2 pages maximum," "teaching evaluations, if available," or "50 MB limit").

Source: (AAIT)

No, this would be contrary to fair hiring practices. Prior to the Shortlist stage, all applicants must be given the opportunity to provide similar application materials.

Source: (AP)

The system offers three reference requirements settings: Letters of Recommendation, Contact Information Only, and None. Letters of Recommendation requires that the applicant provide reference names and contact information and requires that the applicant trigger the solicitation to be sent to the reference as part of the application. Choosing Contact Information Only requires that the applicant provide the minimum number of reference names and contact information. The department requests a letter from each reference by triggering a solicitation request through the system. The committee's planned use of Contact Information Only, including at which stage and for which applicants references will be contacted, must be clearly explained within the Selection Plan. None means that the department will not use UC Recruit to manage references.

For Senate faculty searches, Contact Information Only is typically used when the committee wants to see letters only for long-Shortlist or Shortlist candidates. It is most often used for tenured position searches. Note that if letters are requested for one long-Shortlisted or Shortlisted candidate, they should be requested for all long-Shortlisted or Shortlisted candidates.

If the committee wants to see reference letters as part of its initial review of applicants in order to help determine the Shortlist, triggering solicitations for each applicant's references via Contact Information Only is an arduous task. Instead, we recommend that the department choose Letters of Recommendation, the setting most often used in non-tenured faculty searches.

Source: (AP)

The department may choose Only Contact Information or None. With Only Contact Information, the department may solicit the letters through UC Recruit once a Shortlist is identified (see above). With None, the department will assess the candidate using the materials provided by the candidate and by using other tools of evaluation such as campus interviews. Reference letters needed for an appointment case may also need to be solicited by the department outside of the system (see Red Binder I‐46).

Source: (AP)

Yes, Document and Reference Requirements may be set differently according to level if configured as a Multi-level search. If Contact Information Only is to be used, be sure to describe at which stage and for which applicants references will be contacted in the Selection Plan.

Source: (AP)

A cornerstone of fair hiring practices is that applicants are treated equitably at each stage of review. The Selection Process > Selection Plan section provides the department a place to document and describe its applicant evaluation approach and to demonstrate its plans to review applicants systematically and fairly.

Source: (AP)

Equal Opportunity and Policy Compliance Office encourages departments to share the job post with colleagues from outside institutions via email as a follow up to a conversation regarding the recent post. A sample of the email should be uploaded as a proof of or evidence of sharing the announcement. Please consult with the EO office on how to best document the shared announcement.

Source: (EO office)

Yes. While these satisfy the Office of Federal Contract Compliance Programs (OFCCP) requirements for listing all vacancies, good faith efforts to address affirmative action equal employment opportunity are still required. Please review the suggested ad sources to reach Women and Minority Groups. https://ap.ucsb.edu/resources.for.department.analysts/content/suggested.ad.sources.pdf

Source: (AP and EO office)

According to the Office of Federal Contractors Compliance Programs (OFCCP), the entire tagline must be included in all advertisements. For shortened or alternative ads, please seek guidance and approval from Academic Personnel (AP) and the Equal Opportunity and Policy Compliance Office.

Source: (EO office)