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Academic Personnel Recruit - Computing & Communications

1. As part of the application process the Applicant initiates an email request to their references IF letters of recommendation are a requirement The system sends the email along with instructions to the Reference to log into Recruit and upload a letter Uploading a letter of reference 1 References receive an email with the subject line UC Riverside Recruit Letter of Reference Requested 2 The Reference is instructed to log into Recruit one of two secure ways e Using the Easy Login Link OR e Using their email address with a token combination at https recruit ap ucr edu reference 3 After logging into the system the University of California Confidentiality Statement is displayed on the screen The Reference must check the box below it before they can proceed Fig 3 1 Welcome to UC Berkeley AP Recruit Submit a Letter of Reference Sty _ateagam Read amp accept Upioed corte tay fees alle y eta Although a candidate may maast n eee the contents of letters i evabention is accomlenoe wih Cxlfornia lew and University policy your ki ntity will be beld a wonfidence The mmerial made available will exclude the letterhead the agnatere block and matenal below the signature tock Therefore material thet windi identify yom particularity usfermation dhani pour relationship to the candidate should be place below the signatere block fn anp legal proceeddong or other testo tn whirh the enm of crnfidenter edoetiation
2. scccccssseeceseeecesseeeeneeseeseesenseesenseeseneessoaes 34 INACUVS ine RSC FOCI sires den aiteaseyawens cabuceis Consinaneseoaeteaepseees ea oes 34 Re activate the RECruitMent cccccccccsecseeseeceeceeceeeeeeeeeeeseeseeeaeteeeseeeeeeeeseeseeteseeeeeeeeseeeeeseeteeteeeaeees 35 How Committee Reviewers Use Recruit ccccscceseceseccnseceseceneeensecnsecenssensecnsenenesensenaees 35 REVIEW INe eG AIOE esiccarpcetcces vncsveniparienedonedennpercecacienenecciernpeorivncsyedvaeupanienennieienieerepiveaus 36 How Applicants Use 9 oct ease nineteen teemnn ne ea einer ee arenas he inlet eth ta Ra ea enn eae Mnree enn ons enna 38 How References Use ReCrult cccccescceseceeecnseeneeenecenecnsecnsecnseenseenscenscnseonseonseonssensseseoneess 41 Special Tools and Reports for Recruit Admins cccccceseeenseeenseeensesensesensesensesenneneaes 42 Administrative ONS serisinin EEEE E eae reesei 42 PROTA S EAU REDONS seini ie e a E a a a ia aa a ia EE E AEEA 46 PO DOIN A AEA AA A AAS 48 Notifications Sent to AppliCants ccccccccccsecccceeeececeseeeeeseeeseeeeeseeeessaeeeseeeseaeeeseueeseaeessaeeesaeeesaeeeesaes 48 Notiications Sent to RelerenteS esisiini dette eee dete declare Peas dae aaa E deat dete dan tunes aiena E eaaa EE Serian 51 SUPPONNO Ro Oruit SGIO aenaran RE EaR EEES E E ii EE Ki Deed EEE ea d aa a iE a 53 AP Recruit User Manual What You Need to Know Before You Start Operating Systems
3. 2014 Recruitment dates July 7th 2013 January 7th 2014 January 21st 2014 Search breadth Open search Initial search allocation Newly Allocated Salary control number 1234 Job information URL https staffing2 hr uci edu CSS External CSSPage_BrowseJobs ASP r44b no Title Codes amp Specialties Edit Figure 1 8 Review all information before saving Basic Recruitment Completed Although the Basic recruitment is completed applicants will not be able to see the position listed on RECRUIT S Apply page hitps aprecruit ucr edu until you configure it for online applicant management You may configure the recruitment at this point or else choose No Done for Now Fig 1 9 If you choose the latter you may resume configuring the recruitment later by locating it on the main Recruitments page reachable via the top menu bar Configure the Recruitment for Online Applications After entering the basic recruitment information click Yes Configure for Online Applicant Management in the confirmation box Fig 1 9 Aa tee CALAS RA n Woe ESHTRA S m AET GORE i m This Recruitment is eligible for Online Applicant Management If you re ready to input the required document and reference information choose Configure for Online Applicant Management below Otherwise to return to the Recruitment list choose Done for Mow i P You can configure tive position at a later date by ising the Configure for Online A
4. AP Recruit User Manual Administrative Reports Start with Reports in the top menu bar Home Recruitments Applications Admin Reports Help Reports are grouped by those required by UCOP and the Diversity Download Data Report Fig 4 10 Reports UCOP Reports Applicant amp Diversity Download Data 1 Choose report to download Faculty Search Report Recruitment descriptions Core search committee composition Applicant pool composition Only meets basic qualifications applicants O All applicants Applicant pool shortlisted applicants O Hired candidate composition Recruitment amp Retention Report O Offers offer data including reasons why offers were declined 2 Choose academic year Academic year 2012 2013 3 Choose recruitment type Recruitment type Regular Rank Generate Report Figure 4 10 All administrative reports available Choices depend on your particular admin role The UCOP Reports Faculty Search Reports Recruitment descriptions e This report shows information on all recruitments in a given academic year such as position name department name initial search allocation search breadth title codes etc e Recruit Administrator or Central AP Analyst access is required for this activity 1 Choose Recruitment descriptions 2 Choose the academic year from the drop down menu Core search committee composition e Download a report containing diversity data on unnamed cor
5. Edit Basic Recruitment Update Online Applicant Requirements Documents Click the button Unlock there are 19 aopucane nce and read the warning Fig 1 17 15 AP Recruit User Manual Unlock to add an optional document Please read and then check the box indicating you understand the following e It is strongly recommended that you notify applicants after adding new documentation requirements e Be careful when adding new documents changing requirements should not be done lightly I have read and understand the above and would like to add a new optional document Cancel Figure 1 17 Unlocking the documents to add an additional option STE one 4 Name the document and add a description We strongly recommend that you send the email to applicants notifying them that a new document has been requested You may review the email and add additional text to the template Fig 1 18 New Optional Document These changes will be saved immediately after clicking Add Document name Book List Uptiona cript 10 This isa reading list you have used in your teaching Applicant email notification You can view a preview of the email in the help documentation notify applicants O No don t notify Final date for applicants to provide materials Applicants have until 12 31 2013 to provide this document Cancel Figure 1 18 Notifying the applicants about an additional opti
6. Figures 1 47 and 1 48 Adding the details to the visit seminar and scheduling associated events After saving you are returned to the main Visit Seminar screen Fig 1 49 This is where you find links to a flyer and a formatted itinerary that you may print and distribute ene Aces et fer fre wee of Drea ot O Prominent Statie Compiated heute iiis pic Quelticaters Masia ime teu iaei ine Srertimedt Wo iccer No 3 Pinaiirect Yes Overview ioformmation Documens amp Tise Sat batersise Heofarercors Grrenarg Meet arei greet Crer ane atut r Ihe See ut ponptuin wode orved was raios error Wt yolugtetern ecceeeviwm sperwen cages isis ques ot Pu Coruments Fags eames WHIT Al hae TAAT Gea The Gate Fes Pa pArA MTS PAra iDEN Apia Ges vei gres Visit Seminar Mi poob OF O84 bel Cael Se ed aroda hegre tres Ot ge feline rapin tole eet ardt Mere ponp gemquen est qui doire pron meee oto et ert cormertetir adperd veit set Gee no DATIVE O44 ices tere gers inogert vi iare ef Goure magut Meant Qvert Terre Teese Aprd 20 J013 Schedis in tae Tuesday April 30th 2013 idter iidem Mesteg wit ibtoy Des THD J Oign Meee Oi uwase hi Printer Frerdy veribane Leet ogon 8 ete min few iir Figure 1 49 The completed visit seminar information Applicant Status Keeping the applicant s status up to date will make sure that the search committee is always aware of the current status and it also satisfies annual
7. At this point Analysts may archive the recruitment which is accomplished by inactivating it This effectively hides the entire recruitment and applicant pool from all reviewers 1 Click Recruitments in the top menu bar and find the recruitment on the page Home Recruitments BF cations Heip 34 AP Recruit User Manual 2 Click the link Make inactive Fig 1 62 Name Ovepartmant Submission Oates ASST PROFESSOR DN PHYSICAL CLIMATE Earth System Science Open Secrutirert Cath Dieet Becarts Seach Sorsrities Agetcater 5 S 19 2013 4 90 2012 Figure 1 62 The Make Inactive link effectively archives the recruitment Reactivate the Recruitment PR P EA PE E E 1 Using the filter panel place a checkmark next to Show Inactive and K Pending click the Filter button Fig 1 63 v Open M Closed but not Final 2 Now locate the recruitment in the list V Final and Closed p PR POR O Yaar 3 Click the link Make Active in the Actions column This recruitment M 2012 2013 is available once again to manage as before and the intact applicant M 2011 2012 pool is visible to the reviewers M 2010 2011 C 2009 2010 Q 2008 2009 C 2000 2001 Recruitment Type v Online V Basic Hiring Type V Tenured V Other Academic Other C Has Applicants Filter Reset Figure 1 63 The filters panel How Committee Reviewers Use Recruit Committee reviewers log in using the UC Faculty amp Administrator
8. If tte link is not avedahie the department will Coewact your referances aw appropriata T use a dossier service for references How do 1 submit my letters Contact the deparimen dractiy for options an submitting your reference letters via dossier r seniler service Select Agplcation References for in The drop down manu above Co reach Ime hinesg department Figure 5 4 A drop down menu directs the message to either the hiring department or to technical support or Help Desks 54
9. Specify a new review date in the field provided If you check the Private date box the new review date will not be shown to applicants Ree pe Application Submission Dates Open date July 25th 2013 Initial review date Oct 1 2013 Review date Oct 25 2013 EG Private date don t show to applicants Final date Nov 1 2013 M The recruitment will no longer be available to applicants after th In the scenario shown above the new review date will place any new applications completed by Oct 25 2013 into the existing pool of applicants already in the review bin Oct 25 acts as the last modification date for this new group of applicants and Recruit will automatically send reminders to applicants in this group about the last day to modify their applications If they ignore the date and complete their application after Oct 25 they will be told on their application dashboard that they may not be reviewed or considered for the position Adding an Optional Document After your first applicant has applied you can only add optional documents The newly added document requirement cannot be edited changed after being added Changing requirements should not be done lightly 1 Find the recruitment and go to the Recruitment Details screen Click the button Update Online Applicant Requirements Use this button to update the document requirements contact information for applicants and the thank you letter sent to references
10. Goap 951 227 2555 Prazo Pac Acceamiehis Abast POST 101d The Aagoarit of Me LUriverwhy of Coblerinn AI nghi rasrvod Figure 1 2 The landing page after logging into Recruit displays news and updates Roles and Assignment of Roles Recruit Administrators are the primary supporters for end users and they will manage most role assignments Committee Chairs Editors and Reviewers are assigned their roles on a recruitment by recruitment basis by the Department Analyst The role you are assigned in Recruit determines the tasks you can perform Recruit Administrators are the primary supporters for all other users and have the most Admin tool access and all the access rights of the roles listed below Administrators act as gatekeepers assigning editing and removing user roles for others Department Analysts Recruitment Analyst no reports create the recruitments for their Departments They build search committees view and manage all applicant files and short list the candidates School Analysts Recruitment Analyst no reports have the same access rights as the Department Analyst but on the School level Committee Chairs can review non completed applicants and may manage applicant files though this is generally left to the Analyst Committee Editors have the same access rights as Chairs Editors generally assist the Department Analyst in managing the applications AP Recruit User Manual Search Committee Reviewers have viewi
11. Type in the name of the recruitment This should match your ad s o Description This field accepts an unlimited amount of text and may include links When applicants apply to this recruitment this description will display o Department Select your department from the drop down menu o Academic year This field is not editable as it ties into reports Contact Recruit support aprecruit ucr edu if you make the wrong selection o Salary control This optional field may help you with tracking o Application Submission Dates Choose between two types of recruitments explained below o Open close final Fig 1 5A The most common recruitment a aa i ie i ee elie Te Application Submission Dates Open close final Open until filled IRD Open date Jun 30 2013 s Applicants Cannot apply until this date Close date Jul 1 2013 s Applicants cannot apply after this date Final date Jul 1 2013 Es Applicants cannot change their application after this date Figure 1 5A Open date The date the recruitment opens This is when the recruitment is posted to applicants on Recruit s Apply page Close date The date that no new applications will be accepted Final Date The last date for existing applicants to modify their applications Match your close date if you don t want to use this optional grace period o Open Until Filled IRD Fig 1 5B for collecting pools of applicants separated by review dates When applicant
12. User Manual Technical Support G uestion amp Missing Position If the position you are looking for is not shown Contact the hiring department directly for assistance e Contact email and phone number is usually stated in the advertisement for the position Reasons a position may not be shown It is possible that applications are being accepted in a different form other than Figure 5 3 Applicants who cannot locate a position on the Apply page are given instructions to contact the department Always check the footer of the sender s email The system provides time stamps and other helpful information for supporters to investigate the issue Fig 5 4 shows the contact form when Applicants are logged into their application Contact Us Pron Repty To khiengerrarda yahoo com Feed Help With Appicanan References tri Adeescere Prartoingy Avsintare Pralevar My Question JCenersi Qheaifion vg oiber pornas U0 Tectrecal Support eg upload prodiers Your question of comment wil De sant to facut support of we administrator for he position e A copy of ius message and a reply i oecesaary wil De sent to kimgerrard yahoo com vand Cantel Common Questions How Go I request a letter of reference from one of my references Reguesting letter of reference j Nnecesiary Only if a letter must Ge suhmikiad Use hee Raquest Latter of Heferance irik te send a request to ow of your references
13. a targeted specialized search Initial search Newly Allocated 9 allocation Is this position newly allocated or is it being re listed from a previous academic year Figure 1 5C Optional Information Link Fig 1 5D Provide the URL if this recruitment is advertised on your school or department jobs website and Recruit will display the link to applicants when they apply _ S Optional Information Link Information URL htp www test_department uci edu jobs Optional check with your webmaster if you are unsure what you should put here Figure 1 5D 5 When satisfied with the data input on the page click the Next button AP Recruit User Manual Fill in the Title Codes and Specialty Types Fig 1 6 Title Codes amp Miring Type 1300 ASSISTANT PROFESSOR ACAD YR Th 903 mare Ute mies 1310 ASST PROFESSOR FISCAL YEAR 13M ASSISTANT PROI ESSOR 10 MONT S ino Other Academic Porites Specialties Specialty Type Name Civil engineering Campus Environmental scence Ado specialty 3 S e St Add Figure 1 6 Title codes and specialties page Title Codes Start typing a title code in the box You may also enter part of the code s name for example Prof and the system will provide a menu of title codes to select Add up to 10 title codes Hiring Type This section is automatically filled in for you based on the Title Code s chosen Specialties The specialti
14. and Browsers AP Recruit supports the latest browsers for all modern operating systems We recommend that users stay as up to date as possible not just to ensure compatibility with AP Recruit but maintain a secure computing environment e Operating systems Microsoft Windows XP Vista 7 8 and Apple Mac OS X 10 6 Leopard Snow Leopard Lion Mountain Lion e Browsers Internet Explorer 7 recommend 9 0 Google Chrome Mozilla Firefox 10 recommend 14 0 Apple Safari 4 recommend 5 0 e Recruit has also been reported to work nicely on the Apple iPad using the Safari browser How to Log Into Recruit To access AP Recruit you must have a UCR NetID UCR s authentication system for the campus community The UCR NetID is assigned to Faculty and Staff when they enter the payroll system however it must first be activated If you have never activated your UCR NetID instructions are available at http cnc ucr edu NetID obtaining html You also need to have an assigned role in Recruit which will determine what access level you have and what actions you can take If you log in and only see News amp Updates you have not been assigned a role and should contact aprecruit ucr edu for help If you have an activated UCR NetID log into to Recruit here https aprecruit ucr edu A link to Recruit is also available on UCR AP Recruit website http cnc ucr edu aprecruit All trainees will be using Recruits training site at httos
15. are qualified to apply for the position or not based on objective pre determined criteria such as having a PhD or two years of teaching experience i Qualified Read Read Unread Basic Qualifications Meets Does Not Meet Unknown Personal Basic y Note Qualifications Appnosns Unqualified O Add Basic Boyle Dennis qj Ap Qualifications v r d Entire Pool Unknown ad Figure 1 29 Applicants who have not yet been marked appear on the Orange tab To mark applicants as Qualified or Unqualified 1 Put a check in the empty box in the applicant s row You may select multiple applicants 2 Click the button at the top of the list of names Meets or Does Not Meet to move the applicant s to the appropriate category Basic Qualifications Meets Does Not Meet Qualified applicants Applicants found in the Qualified Green category are those who have been marked as meeting the basic qualifications Fig 1 30 Qualified Read Read Unread Basic Qualifications Unknown Does Not Meet Unknown Personal Basic A Note Qualifications Ap pcan alt Unqualified O Add Meets Basic Heller Jarred No Longd Qualifications y te Interesteg Entire Pool E Figure 1 30 Applicants marked Meets appear on the Green tab To move an applicant back to Unknown or to mark them as Unqualified 1 Put a check in the empty box in the applicant s row You may select multiple applicants 2 Click Unknown or Does Not Me
16. in sought the University does ite utmost to peotect the kbentity of such svnurees E My Colleague Sore read and onderstaand the contdentiaity intormation shove Accept amp Continue e a Figure 3 1 The UC Confidentiality Statement is shown to the Reference before the letter can be uploaded 41 AP Recruit User Manual 4 References upload their letters or type them in Fig 3 2 Provide Letter of Reference e References may upload one file You mi not be shie to edit yuur letter aftar suterntting Sut you wil be atte bo pravice a new ana e The files must be i PDFs Apphcarts Gen not viw your letter Rent bot weil be rotted Wal you hova wciterefiad e The files must be less than 2MB in size Letter is for Josephine Applicant applying for My Test Position in eLetters are also accepted as plain text LMA TAS CC without any formatting e A letter cannot be edited after submission it Gummy Loter are aiso but References can provide a replacement xos accepted as text e Applicants cannot view the letters in Recruit cies but will be notified that they have been Nem Ni submitted a References Thank You Email Deer Search Cotmervitee Recruit automatically sends a message thanking Abot to wand plow Letter the Reference for their contribution This email is editable by the Analyst when they are configuring the recruitment for online applicant management Figure 3 2 The Reference provides a le
17. liege SOn Com lt Sele Acuiste Profesor Heecteerectry mace Figure 4 2 Find Applicants Find References not pictured Authorized Recruit support personnel who have been given access to this tool are able search through the Reference logs This information is used to assist References to determine if ethe token has been input incorrectly ethe letter has not yet been requested ethe applicant has revoked the request for a letter ethe applicant has deleted the referee The References log excluding the tokens is available as a csv file to download Note Please do not distribute the tokens to references they are provided here for help troubleshooting reference login and upload issues If a reference needs their token ask the applicant to notify them again or upload the letter on behalf of the reference Proxy as User Fig 4 3 This tool assumes the role of any user listed in Recruit Recruit Administrator access is required for this activity Proxy as User Figure 4 3 Proxy access Manage User Roles Fig 4 4 and Fig 4 5 This tool locates and manages Recruit users and their roles All faculty and employees including student employees will have access to Recruit because they are part of a nightly data feed but they do not have the ability to do anything in Recruit until they have been given a role Until they are assigned a role they may log in and see the News and Updates page but nothing more This tool
18. mapped to selected reasons Analysts generate the data in this report when they update an applicant s status e Recruit Administrator or Diversity Analyst access is required for this activity 1 Choose Offers 2 Choose the academic year from the drop down menu Diversity Download Data Report Fig 4 11 e Create a spreadsheet showing all diversity survey responses for a given academic year The filter able report will show all applicants for a given recruitment including applied completed shortlisted and non shortlisted As this report is so encompassing it possibly will not match the per position diversity report data e Recruit Administrator or Diversity Analyst access is required for this activity 1 Click the Diversity Download Data tab on the Reports page 2 Filter by Academic Year by selecting from the dropdown menu 3 Click the plus signs to filter other criteria including job number open date close date final date and survey submission date 4 Click Download Data If you apply no filters then all data will be downloaded This could take a while 47 AP Recruit User Manual Reports UCOP Reports Applicant amp Diversity Download Data Applicant amp Diversity Survey Data Filter Search Criteria Data to include Diversity survey responses O All applicants Recruitment Academic Year 2012 2013 Remove Add filter Recruitment Job Number Value Recruitment Open Date Range Rec
19. the row at the top of the list of names Mark selected as Read Unread 3 A green indicator will appear in the applicants row S Application modified since marked as read If an application was updated since you marked it as read an alert icon will cue you e Locate the applicant in the list e f modified since you marked it as read an alert icon will appear T 20 AP Recruit User Manual Add Personal Note This is a way to write yourself a note about an applicant application The feature is available to all users Your notes are private and unique to your view only 1 Click the link Add in the Personal Note column beside the applicant s name Personal Note Add 2 Notes may have up to 255 characters 3 Click Save 4 To read the entire note roll over it with the mouse 5 To editthe note roll over it with the mouse and click 6 Click Remove to delete the note Manage the applicant application Only analysts chairs and editors have the manage link below the name of each applicant Managing applicants applications is covered in another part of this manual Howe Gus Ei a Log amp ii Hide Unhide an applicant Recruit does not permit you to delete applications but any applicant may be hidden from the committee s view Only Analysts Chairs and Editors have this link e Choose the applicant you wish to hide e Click the Hide link found beneath their name The Search Commit
20. wmv m4v mp3 mp4 psd swf tiff tere Apted oe Aanu of Da of iM aM Americe Kautrer ini Apphod pide Hifa Quervies Documents amp Reterancee VWN Semia Steteed Mo if cer He Frem Me Figure 1 37 Manage applicant Full control over documents and references Manage the References amp Letters Recall when your recruitment was configured references requirements were set to one of the following 1 None the applicant is not required to provide references 26 AP Recruit User Manual 2 Only contact information the applicant is required to provide their reference s names etc 3 Letters of recommendation the applicant is required to provide references AND notify their references that a letter of recommendation is requested Department analysts chairs and editors have complete manage rights regarding references and the letters of recommendation per applicant You may Add Edit or Delete a reference You may Upload letters that arrive outside the system You may Send a letter request to references if the requirements are Contact Information Only or None See Appendix A Notifications Sent to References e Add a reference for an applicant using the Add reference button Fig1 38 This button appears in all 3 cases outlined above References amp Letters Add reference D No references provided Figure 1 38 e View the details of any reference and edit this information Fig 1 39 This capabilit
21. Academic Personnel Recruit USER MANUAL Produced by UC Riverside s Academic Personnel Office and UC Irvine s Office of Information Technology Revised Aug 2013 ABOUT RECRUIT Faculty recruitment has long been a paper intensive process creating an unnecessary administrative burden both to increasingly over assigned staff and faculty committees juggling multiple priorities In 2011 the University of California selected UCI s AP Recruit system used on that campus since 2006 for system wide deployment at all ten UC campuses Recruit provides for secure online academic employment recruitment management supporting the entire recruitment workflow from creation application reference gathering reviewing by the search committee and finally selecting a hired candidate Reports are built in to the system providing for an easy way to create the reports that the University of California s Office of the President uses to ensure all campuses meet their requirements as equal opportunity employers Recruit also ensures the security and integrity of all applicant reference and related recruitment data AP Recruit User Manual How To Use This Manual The purpose of this manual is to document RECRUIT s functionality in order to aid Recruit Administrators and trainers to help other users of the system Permission is granted to copy distribute and or modify this document for your educational use Please refer to the UC Recruit Project W
22. Documents amp mo flags Aave Seen definet Add faq Gewittedt Mt Stare Tht fag ho reviewers Comments amp Fings a Figure 1 45 Manage applicant Comments and Flags Schedule a Visit or Seminar Click the link Schedule a visit seminar link Fig 1 46 e In the form that follows add a title summary bio of the applicant and the main event date e Click Next Fig 1 47 1 Schedule any associated events that will occur during the visit seminar Fig 1 48 e Click Save amp Done Maag gas ogi Se Arderea of Leper iat 8 eee Americo Kautzer Statue Completed Unter ume Basit Quafidations Meets Oem MeMa irinse Sturtitted No Hidden Ne Pralend Ves Information Documents A References C ts A Flags Visit Seminar Figure 1 46 Manage applicant Optionally schedule the candidate s visit seminar in Recruit 29 AP Recruit User Manual aa Schedule Vist of Seminar Sctedule Visit or Semina Tee 35 merve hererialy eet ssd greet Chasis axl oteers Tuesday April 30th 2013 Sh tten ii Gian Mesing atfitttery Dem TED be Goes 2 e jage Vewenty me OFF teres LASTET TETT lens at perepecia ia weto azie Late A satus error sit wolugtete sortsrrtirs 0 remti Orww aperiem segue ipia quae ab iiio E baal iwwestere veritatis ot quasi arctitectw amp barise ritee Gitte mrn ere lics enim pass welcptetem qala wmilaptas s3t api 10 301 whee tw heey eve Gate Ape 10 615 Lad
23. EBSONEE HATE 6 Appiani nates Meets Bas 4 Appias mwani Meelis Basc sho provided setl ctentryeng mtormehon 2 Appias mated Moes Bask who ad not provete s lhetentAang information 475 Ariona Fale nn rt COO Th OC GOGAT JEDAL Cada On OR bed apawan Oh fod DAGE AE page WH Bec mrien ocr STVEGWIVY TEWEH ETRE PAVATLABILIVG Gala cen US Oar Deng AP Cm Linm Fece ws ite ET DOs Po Apm o m a a E H he sA eee Vo Sa ae a ee ee ere Figure 1 61 The diversity survey s aggregated results for a recruitment Note The minority total column in the Diversity Benchmark section includes applicants who reported multiple race ethnicity That is a separate category in the data derived from The National Opinion Research Center NORC Those who selected multiple race ethnicity are not included in the other individual race ethnicity groups not in AfAm Hisp Asian NaAm so the only place they are counted is in the minority total Therefore Minority AfAm Hisp Asian NaAm Mult At UCR AP Recruit Fields will be downloaded to generate the AP Recruit version of the Compliance Report The following fields for Compliance Report are Flags Deselection codes for UCR Firstname LastName Status Survey Taken Applied on Completed On Reference Email What to Do When the Search is Complete inactivate the Recruitment The search is complete when a candidate has formally accepted the offer and has been processed in the payroll system
24. From the Applications page Click the link View Applicants The total numbers of applicants who have applied appear beside the link Fig 1 25 Figure 1 25 Locating the applicants from the main Applications tab 18 AP Recruit User Manual From the Recruitments page Analysts Find the position and click the link Applications The total numbers of applicants who have applied appear in parenthesis beside the link Fig 1 26 JP Name Department Submission Dates Actions Figure 1 26 Locating the applicants from the main Recruitments page Tools to Use with the Applicant Lists Column Sorting Click directly on most column headers to sort the applicant list Search Box Zero in on the applicant application you are looking for by typing in a search word and pressing return Change Columns Add or reduce the information about the applicants e Click the button at the top of the list of names Change Columns e Check information you want to display on your screen e Click the button Save Columns Fig 1 27 olicant A plication Coetact Reviewin p g tas ao Stat Frnad Pers r of t ia z snoecare L Hon aderes F 7 st Nene wiryvew Take Wenpte Flans i issii pIi Figure 1 27 Column options dialogue box Download Applicant Data This is a useful tool used to create lists of applicant names addresses and other column criteria to take to a meeting or use for mail merging Recruit will build a comma delimited fil
25. Notes kge rrard uci edu No note has been created for this recruitment 9 a Ee Kimberly Ann Gerrard lt kgerrard uci edu gt 2131 Brine Hall Social Sciences Road Source 0 HERC Higher Education Recruitment Consortium Figure 1 16 The Recruitment Details screen provides a one stop shop for all the information about the position Update a Recruitment Specifying Additional Review Dates Open Until Filled IRD recruitments are for an ongoing recruitment that collects pools of applicants separated by review dates Learn how to create this type of recruitment in the above section Create the Basic Recruitment Once the initial review date has lapsed it will be possible to add more review dates 1 Find the recruitment and click on the link Recruitment Details 2 Click the button Edit Basic Recruitment Use this button to update the recruitment name dates title codes specialties Edit Basic Recruitment Update Online Applicant Requirements 14 3 AP Recruit User Manual In the Application Submission Dates field click the link Add new review date If this link doesn t show then the initial review date has not lapsed and you will have to wait to specify additional review dates Application Submission Dates Open date July 25th 2013 Initial review date Oct 1 2013 a Add new review date Final date Nov 1 2013 T e recruitment will no longer be available to applicants after this date
26. PDF bundle of all documents including watermarks that provide document types applicant s name and the name of person creating the PDF Interstitial pages appear in between each document with the title and any information about the document if available Viewing Method 2 Click on the hyperlinked filename to download the document to your computer Viewing Method 3 Click the link Use Document Viewer This will open the applicant s documents within the browser frame 37 AP Recruit User Manual o NOTE The document viewer tool may be affected by browser versions and third party PDF readers If you have trouble viewing any file use the Download PDF bundle link use viewing Method 1 4 Letters of Reference center section e Below the documents section find any references names and letters if letters have been required elf the applicant has not yet requested a letter this will be indicated below the Referee s name Letter of Reference not yet requested e Either click the hyperlinked name of the Reference to download the letter Or download the entire PDF bundle of documents and letters Or use the Document Viewer link 5 Applicant Review Private Notes e Click the button Mark as Read to cue you that you have looked at this application e Jot a personal note to yourself about the applicant e Mark as Read and Personal Notes are NOT displayed to the rest of the search committee 6 amp 7 Applicant Rev
27. a cola me without Or filter for all inactive recruitments C Show Inactive Pilea Rat Note These filters will not persist If you go to another screen or log out these filters will reset to default Figure 1 14 The filter panel Other Methods for Finding Recruitments Use the toolbar at the top of the columns es F ba Change Columns Download as CSV ee Change Columns Add or reduce the information about the recruitments Hint Click directly on the column headers to sort the list Download as CSV Recruit will create a comma delimited file recruitments yyyymmdd csv consisting of all the data within the columns on the page Depending on your web browser the file will 1 open automatically in Excel 2 go to a download directory on your computer or 3 present a message asking you to either open or save the file Search Zero in on the Recruitment you are looking for by typing in a search word and pressing return The Recruitment Details To see the details about a particular recruitment and or update it follow the links using either the JP or Recruitment Details Fig 1 15 JP Name Department Submission Dates Actions Super Best Job Pathology amp Laboratory Medicine Open bake inactive CEecrutmant Da Y Diversity Reports Seorch Committee Apolicetiens 19 Jane Doe Analyst 7 31 2010 6 1 2014 jareedocanaly MG uci eau JPFODL Metical Co Director Transfusion Medicine Pathology amp Laboratory Me
28. a description Reorder Adjust the order in which the requirements are listed for the applicants Edit Change the name of a document add a description and switch it from required or optional Delete Remove a document from the requirements References The reference requirements cannot be changed once the first applicant applies Type Choose None Only contact information or Letters of recommendation Number For contact information or letters choose the minimum to maximum range required Search Committee Reference Viewing Rights You may restrict who sees contact information or letters to certain search committee members 1 All reviewers 2 Only faculty members 3 Only assistant associate amp full professors 4 Only associate amp full professors or 5 Only full professors This flexibility is important if departments wish to exclude any graduate students who may be serving on their search committee 3 Click the Next button and complete the information on the next page Help Email Address is the address where questions from applicants will be directed Fig 1 12 This address is also used in the From line in a number of other correspondences between the department applicants and references Refer to the text on the screen for those specific situations Thank You Email Sent to References is a fully customizable template that Recruit sends to references after their letters of recommendation are uploaded into the sys
29. aprecruit ucr edu training 1 Click on UC Faculty amp Administrators Fig 1 1 2 When prompted authenticate with your UCR NetID and password Site Sree Welcome to Academic Personnel Recruit AP Recruit is 4 part of the Academi Personnel Systems for Ue Ureversily of Cail oira Riverside Figure 1 1 Analysts Admins and Search Committee Members log into Recruit using the Faculty amp Administrators link AP Recruit User Manual All users regardless of their role will know they are logged into Recruit by looking at the top of the Recruit s home page which is also where to look to log out of the system UNIVERSITY of CALIFORNIA RIVERSIDE AP Recruit eq ripttrree m s Aog e nitions Admin Hepeorts iir p jepo Sara Utell The News amp Updates Page e The landing page is the same for all Faculty and Administrator s roles Fig 1 2 e The top menu bar will differ depending on the user s access rights For example committee reviewers will only see Home and Applications All users have the Help menu item UNIVERSITY of CALIFORNIA RIVERSIDE AP Recrui Homa Beiru iments Apeticalkeey Acimin avort Heip QA Site Do not use for production purpose talarki UC Riverside AP Recruit News amp Updates Wimary help iy found w the Heip ink in iha mery above Wese Contact Lis with sey comments Recruit s Launch at UCR 3 01 44 Questions ar concerns Wakorner Curries Us aprenuu si Carrpeter Susport
30. be emgioyast to be sided to the sasrth correrottas Search conmtios for Super Beet den Search for a person Hne peepee by Department eter Schon Figure 1 22 Add members to the committee using the extended search 17 AP Recruit User Manual Search committee fer Super Best Job x Search Mr a person in N rmes Search Brpeese people Dy department School at Merearenes Engiss Ieiet Person Deportment Ave AN FuN Assorisin ana Asasterd Pyofeesers Wo Booi Listed on 4 a0a Chew for Patuby Professor Engish ea Asstocute Protsessor Eaghih _ Adetitrenal Members Asostet Professor Eog m l Addipoeal char Addrposal adikor pa cleseo tein Addrtnt4 renewer No sconti Figure 1 23 An extended search allows for quick adds of all faculty within a department 4 Analysts may manage committee roles throughout the length of the search Click Change role or Remove next to the names OR click the button Manage Existing Members Fig 1 24 Add members Manage existing members Quick Add UCinetiD asa Choose a role Name Email Title amp Department Chairs Garrick Max Carleton max garrick uci edu Office of Information Technology Unknown Change role Remove Editors Figure 1 24 Edit the search committee at any time Working With the Applicant List Analysts locate the applicant pool either on the Recruitments page or the Applications page Hom serite ttt onlications Help
31. contribution for Appicant name for My Test Position at UCI Figure 1 13 Review all information before saving Find and View a Recruitment 1 To see a listing of all recruitments in the system that you are responsible for click Recruitments in the top menu bar If you do not see this link your role in the system is not set to Department or School Analyst Home Recruitment teen pplications Help 2 Use the filter panel to fine tune your list of recruitments Fig 1 14 12 AP Recruit User Manual Submission Dates Submission Dates Check which recruitments you want WM Pending displayed By default you will see all regardless of the WA Open submission date status M Closed but not Final v Final and Closed Academic Year This filter shows all your recruitments by their Academic Year M 2012 2013 academic year By default the two most recent academic years WM 2011 2012 will be checked 2010 2011 C 2009 2010 C 2008 2009 C 2000 2001 Recruitment Type Do you want to display only recruitments that have been configured for online applicants or only basic recruitments By default both will be checked Recruitment Type v Online v Basic Hiring Type Decide whether you display recruitments with Tenured title codes or those without By default both are checked Hiring Type M Tenured SOE v Other Academic Positions iach Other Filter for those recruitments with applicants vs those Ji
32. d the offer of employment and no further offers will be made O Hired Formal campus approval following completion of forma appointment process Unlock is only available to O Withdrawn Applicant has withdrawn themselves from consideration Recruit Administrators Update Status Cancel Need to choose a status not listed here Unlock Figure 1 51 Status choices If you wish to mark an applicant Withdrawn after they have already been marked Selected candidate you will choose from two options O Withdrawn Applicant has withdrawn themselves from consideration Campus declined to make offer Campus has declined to make a formal offer of employment to selected candidate Figure 1 52 A confirmation screen will inquire as to why the applicant withdrew Fig 1 52 lf recharging the RENE to Offered d the confirmation E may red Withdrawn an TZE TEA with the recruitment Select one to be used for this candidate If the recruitment was cross listed also select the main department to affiliate with this candidate Fig 1 53 Figure 1 53 Select the title code associated with the candidate who is offered the position 31 AP Recruit User Manual Mark applicant as Accepted or Declined Return to the Update status link and click Change to Accepted offer or Change to Declined offer New Status Change to Accepted offer Change to Declined offer Choose another status If the candidate has declined select a
33. department when requesting new letter gt If you have any questions please contact the hiring department directly lt Link to contact form for applicants gt Thank you for your interest in the University of California Riverside Notifications Sent to References 1 Request for Letter of Reference initiated by Applicant To Joe Reference From UCR No Reply lt ap no reply recruit ap ucr edu gt Subject UC Riverside Recruit Letter of Reference Requested Please do not reply to this message as no one is able to respond to messages sent to this address Hello Dr Reference 51 AP Recruit User Manual Hilda Haythere is requesting a letter of reference from you for a position at the University of California Riverside in the Psychology department Position Name Psychology Assistant Professor Department Psychology School College of Humanities Arts and Social Sciences UC Riverside Applicant Notes Thank you so much Dr Reference Easy Login Link https recruit ap ucr edu r a 144 48ape309622ezz238d988a50zzZ2ecd1639e1 eYio If the Easy Login Link doesn t work for you you can log in with the following information URL hitps recruit ap ucr edu reference Email joe Ilsu edu Token 48ae309622e38d988a502ecd1639e1 e9 Please read the University of California s confidentiality policy regarding external letters of recommendation Although a candidate may request to see the contents of letters of evaluation in accorda
34. dicine Fral and Closed Make Inactive Hecrullmant Oetaits Diversity Reports Saard Commits Apgieateons 0 Marissa SAPLALA 4 23 2009 5 31 2009 meaplola ucl edu Figure 1 15 Reaching a recruitment s detail screen 13 AP Recruit User Manual Adolescent Psychology Assistant Professor kim gerrard kgerrard gmail com Recruitment Details Diversity Reports Search Committee View Applicants Edit Basic Recruitment Update Online Applicant Requirements About this search 2011 2012 Psychology amp Social Behavior 1100 PROFESSOR ACADEMIC YEAR 1200 ASSOCIATE PROFESSOR ACAD YR Tenured SOE American U S studies Anthropology Personality Psychology http www lib jobs Tracking amp Reporting JP00097 12345 7876 Open search Newly Allocated URL for applicants This URL can be used to link directly to the listing for your recruitment You can use this URL in job ads postings electronic mailings and links on other websites https recruit ap uci edu apply JPFO1234 yr Dates Copy the unique URL and include it with your ads Be sure to include the JP February 2nd 2011 May 14th 2013 May 14th 2013 Requirements Documents Curriculum Vitae Required Your most recently updated C V Cover Letter Statement of Research Statement of Teaching References 1 to 2 letters required Reference letters viewable by only full professors Ongoing Contact Information for Applicants internal Analyst
35. du apply You may continue to modify your application until Oct 30 2011 After Oct 30 2011 no further updates are allowed 49 AP Recruit User Manual If you have any questions about your online application or the process please contact us https demo recruit ap ucr edu 443 apply contact 1 UCR Recruit Team 4 When an Analyst Adds the Application Notification 1 To Joanne Jones From Anne ZotAnalyst Subject UC Riverside Recruit An application has been submitted on your behalf Dear Joanne Jones An application has been established on your behalf for the position noted below and is on file at the University of California Riverside Position Name Assistant Professor Chemistry Department Chemistry School College of Natural and Agricultural Sciences Sincerely Anne ZotAnalyst zotanalyst ucr edu Chemistry University of California Riverside 5 When an Analyst Adds the Application Notification 2 Granting Access To Joanne Jones From Anne ZotAnalyst Subject UC Riverside Access Your Application Dear Joanne Jones The application that was created in your behalf is ready for your inspection and or management Position Name Assistant Professor Chemistry Department Chemistry School College of Natural and Agricultural Sciences To access your application log on within 72 hours by using the following link https recruit ap ucr edu apply activate 5 edcf751c3ccfa151b234802815a86c15 This wil
36. e Archive New Enhancements Fed 12 2012 Kinvcerty Ann Gerrard Ede Archive hived News Items lhermne m fhe archive are not diapleyed in the mews arna Osta Posted Last Modified By Actions Holiday Susport Schedule Der t0 7011 Gaber Ana Garrard EOR Unarchivs Figure 4 8 This admin tool s interface shows current and archived news posts along with a Create New Item button Create Fake Recruitment Fig 4 9 This tool makes it easy to quickly create a recruitment for training purposes Create as many fake recruitments as needed The timesaving tool automatically creates all necessary attributes recruitment dates title codes specialties documents letter requirements as well as generating a list of applicants in various states of completion Recruit Administrator or Trainer access is required for this activity 1 Log into your campus Recruit training site The tool is not available on the live production site 2 In the Create Fake Recruitment admin tool give your recruitment a name and choose a department 3 When finished with the training inactivate the fake recruitment Create Fake Recruitment Recruitment name Super Best Job Department Art History Create Fake Recruitment Cancel Fake recruitment Figure 4 9 This admin tool may be used when training Analysts to use Recruit 45
37. e 1 35 Manage applicant The overview of an applicant s file Applicant Documents Click the hyperlinked filename to download them to your computer Letters of Reference Click the hyperlinked name of the reference to download their letter Comments View post or update a comment to share with your search committee peers Flags View add or update one or multiple flags and decide whether to display it to reviewers 20 The Applicant s Personal Information View or update the applicant s address email username personal web site employment and degree information Fig 1 36 mep hee oe le hawa d Doce pet 1 FUE ee tio Mosi iii Mesi Information ee Apptcert State oo Doura Applied x lt References Metered Me Wester fo freee fe Apetoert koreasti _ i wocumimrka Af haga Cemieet ript ioe Yet Sem ra Figure 1 36 Manage applicant Manage the Applicant s Documents amp References Sows hetre tate Sat ae rate bii Zoe Cave Werertever Teom 291 76 4 1 Laserin roe fete spe P teresa Pa idn HEDO 1411 33 39 Dyer BAwee HO Hu Prtercs Gumon Uaa OG rw De Ahja Aa l Ma aan The information screen AP Recruit User Manual Manage the Applicant s Documents Fig 1 37 Analysts chairs and editors can fully manage the documents View Upload or Delete them if necessary Documents may be uploaded as PDF files Other valid file types include zip jpg rar tif mov bmp 3gp png
38. e consisting of the applicant applications list and the data fields that have been pre selected from the column options e Click the button Download This Data for all column data displayed e Or for a simpler list click Download Names amp Addresses e Depending on the web browser e the file will download to the usual download area on the user s computer OR e the file will open automatically in Excel OR e the browser will present a message asking the user to either OPEN or SAVE it The Filter Panel Use the advanced filter panel to fine tune your list of applicants applications This is particularly useful when the list is long Fig 1 28 Please note e Use Reset when you want to restore the applicant list to the default state elf you click away from this screen your filters will persist e Committee reviewers do not have the Show category in their filter panel 19 AP Recruit User Manual neem oan sa amaa Show Set a filter to show applications that have been hidden from the committee sp e Check the box and click the Filter button at the bottom of the panel iv Hidden 0 Status Status This filter allows you to pick and choose which applicants to display based wA Complete on the applicants various statuses e Make your selection i Accepted offer i e Click the Filter button at the bottom of the panel v Declined offer Review Window Review Window available only for IRD recruitments June 18th 2013 Adj
39. e search committee members Core members are those individuals who were listed on the campus recruitment planning form and have been added to the search committee in Recruit by the Analyst Gender and ethnicity for these individuals are derived from a central data feed e Recruit Administrator or Central AP Analyst access is required for this activity 46 AP Recruit User Manual 1 Choose Core search committee composition 2 Choose the academic year from the drop down menu Applicant pool composition e Create a spreadsheet with the data required by UC s Office of the President consisting of applicant diversity information The report shows the total number of responses given for gender and ethnicity per recruitment e Recruit Administrator or Central AP Analyst access is required for this activity 1 Choose Applicant pool composition 2 Choose between Only meets basic qualifications applicants All applicants or Applicant pool shortlisted applicants 3 Choose the academic year from the drop down menu e Download a report of all hired applicants in a given academic year e Recruit Administrator or Diversity Analyst access is required for this activity 1 Choose Hired candidate composition 2 Choose the academic year from the drop down menu Recruitment and Retention Report Offers e Download a report of those applicants who have been offered positions in a given academic year and if they accepted or declined
40. ebsite at http sites uci edu ucrecruit for recent product updates that may not be included in this edition of the guide Using Recruit for All Academic Positions As of May 2012 RECRUIT accepts all Academic Title Codes for online applicant management This includes recruitments using Title Codes for Tenured T enure track AND Other Academic Positions non tenured While this manual assumes the hiring departments have elected to use the full functionality of the system RECRUIT may be used solely for the purpose of creating the Survey on Diversity and for managing the reports to be submitted to UCR s Office of Faculty and Staff Affirmative Action To do so Analysts will create a Basic recruitment and regulate the distribution of the surveys outside of the system UC Irvine s RECRUIT Development Team amp UCR Academic Personnel Office AP Recruit User Manual Table of Contents HON ToO USS TES M NUI cc cette ap pec ee cece ese see ee 2 Using Recruit tor All Academic Positions c su scececeecceceseecteceneedeceseeceeceneeceeeeseeceeceawesceeadesccuseseexcenesesseeeesise 2 What You Need to Know Before You Start ccceccceseceneccssecnsecenescnsecnseceneseasecasesenesensenaees 4 Operating Systems and OW SOUS aces eeetese trends eaneedeneneiat i aatuncenanead naecmtadaeamresasanneetectutaiand 4 POW 10 LOT IMOR CCA inicemasnaesnnaennemnesinansansiunammoutnansdnadusemesinnasanaieiase Musssanaieiammenngaeeainsamonngaenaieia
41. ed on your campus for local authentication Under Shibboleth Recruit expects to be fed user directory data so this tool would be unavailable in order to prevent overwriting data Recruit Administrator access is required for this tool Manage User Accounts et Ord Maree Uber Mees bdrm hoi te margoa foes Ke eee Ud are weer harme tnei Deponnest Last 4ecifed Sarbcter Acodhriec Portone Aruce Ob DO be ky Ody Deger treet ta Saveaes Ont 27 2011 12 26 SLACK Gammon Sewn atyre gaar tieckOuc rey Deponent ter UCI fist O6 JOL 12 gt Cien a Lrg i Wan chaut ode Depertrvet te UCI mt 06 2011 12 440 Commins Creer Opie g boemo n 0 Departrven ter UC Her O68 2011 12 440 Correr ies Catur tow hogerrertifec ecu Deparo Se UCT Ocd oe IDOLE 124a Comae tvtaner Andy kJSnNOS O en Deponnen te uci Oct O46 2011 Figure 4 6 Create edit and delete user accounts when Recruit is configured for Local Auth Manage Academic Unit Hierarchy Fig 4 7 Use this tool when Departments Schools or Divisions change their names or the data feed needs correcting Warning Incoming data feeds could overwrite any manual entries Currently this tool offers no way to delete and must be done by a programmer Recruit Administrator access is required for this activity snaa School of Aliquid BC wdd Desanti Edt ANOA Department booy L t Swpertreeet of be Corvec b y School of Amet Architecto a0 Deas toe wave Depertreest of Queque
42. enables you assign roles edit existing roles and remove user access Recruit Administrator or Recruit User Manager access is required for this activity The following example assigns the School Analyst role A School Analyst has all the access rights of the Department Analysts within his her school In the Manage User Roles admin tool 1 Click the button Add Role for User 2 Type in their login ID 3 Select Recruit Analyst 4 For resource type choose School 5 Choose the School name and click Save 43 AP Recruit User Manual 6 When finished confirm that the user is in the alphabetical listing Manage User Roles ses View by roles G Add Rale for Waar Lagak up Urari hep t ARCO F Put Nema VCretID Bote Chee Mean Ling Har Gadal Admirator Too Correretine Cai Charta erhar Tul Professer Departrnert for UCT Depa treat Carrerethes Restewer Andy AVAA Assoogie Profesor Departrrvert for uC Oepetrnect Carotte kerene betty Drew Asintant Moteisar Degartrernt fer UCI Detertrrart Moost bee Choos we cere AP Anari No role selected choose a role above Egaty Adenor gota Acbrerdst ater Asca Aneeuranw Retrar Aratyit Sete line oe Sas Figure 4 5 Locate users by their roles Manage Users Fig 4 6 This tool is useful to create users and their roles for training or demonstration purposes NOTE TO OTHER CAMPUSES USING RECRUIT This tool is only available if Recruit is configur
43. equest Upload letter Edit Delete Figure 1 43 3 The following email template opens Fig 1 44 All fields are editable except the Confidentiality Statement The University of California confidentiality policy Send Letter Request Mai Coteegue lt marntineguedeomeceteye edu Request for leter of reference for Adran Apptcent YZ Secrunmerr Dear Mai Colleague You ate inyited to euissit a letter of tetermce foc Adrian Applicant tot tte peeitian of S16 Hecruitmess at the University of California trvise in sfgrmwetion ua Thark poe fer your tine send renest Latin Figure 1 44 28 AP Recruit User Manual Manage the Applicant s Comments amp Flags Flags To flag an applicant type a descriptor Remember to click the button Add Flag Use the checkbox if you want to hide the flag for this applicant from reviewers Fig 1 45 At UCR this field is used for Deselection Codes Click on the following link for the most current list http cnc ucr edu aprecruit training html Comments Committee reviewers may always read one another s comments about an applicant Comments should be written as considerately as words spoken in face to face meetings You may leave your own comment on the Manage Comments amp Flags screen Click Add Comment Fig 1 45 Ptage tgp ta Afeta of eee tt Pee Americo Kautzer Stetus Applied ecu ian aei ta Mer Shortisted Me fitiden No 3 finwined No Overview Information
44. erial below the signature block Therefore material that would identify you particularly information about your relationship to the candidate should be placed below the signature block In any legal proceeding or other situation in which the source of confidential information is sought the University does its utmost to protect the identity of such sources Thank you for your time Analyst signature University of California Riverside 3 Thank You for Submitting a Letter of Reference To Joe Reference From Anna TheAnalyst Subject UC Riverside Recruit Thank you for your contribution 52 AP Recruit User Manual Hello Thank you for submitting a letter of recommendation Your letter is now available on line for viewing by the faculty search committee We would like to include your letter in the appointment file when an offer of employment is extended If you have any concerns about this please contact Anne Analyst at anne ucr edu Sincerely Analyst signature Supporting Recruit Users Support personnel Happiness Engineers should expect to answer inquiries with these subject lines from applicants references and department users e Subject UC Recruit Question Technical e Subject UC Recruit Question General e Subject UC Recruit Reference Question General e Subject Recruit Contact Us Subject lines containing the name of the recruitment are copies and are intended for the hiring department The
45. es are used when generating the diversity reports a core feature of Recruit All applicant pools must be compared against the availability data which is associated via the specialties First select a tyoe Campus Health Sciences or Law You may choose up to 5 specialties from the drop down menu Click the button Add Specialty after each choice Click the Next button Complete the Contacts amp Notes page Contact amp Notes Complete your contact name and email address Verify your department mailing address shown to applicants Include any internal notes you d like to keep regarding this recruitment for yourself or another administrator Fig 1 7 a rt 0S me a ee ee IE S netyets ascroenmstrators and the aniline search committee will use thus address Susanne M Doe LMA JUU edu partment Mailing Address he meling address that acolicants and references may use Criminology Law amp Society 273 Multipurpose Bldg University of California Irvine 92697 2225 nternal Notes ny information you d like to be attached to this recrustment for other analysts in your department to use Figure 1 7 Contacts amp Notes page AP Recruit User Manual 9 Look over the information for accuracy Fig 1 8 and click the Save amp Done button at the bottom of the screen Information Edit Recruitment name My Test Position Department International Programs University Programs Academic year 2013
46. et Basic Qualifications Unknown Does Not Meet 22 AP Recruit User Manual Note You can revert a Qualified applicant back to Unknown if they delete required information from their application However once they re upload the required document s they will move back to Qualified without the need to be marked as Qualified again Unqualified applicants The Unqualified Grey category contains applicants who have been marked as Does not meet basic qualifications Fig 1 31 These applicants diversity data will not be used in reports sent to UCOP Quaid Read Read Unread Basic Qualifications Meets Unknown unknown pac Personal Basic Note Qualifications i yi Unqualified D Add Does Not Meet Weber Annetta B x y Entire Pool Qualifications ag Figure 1 31 Applicants marked Does Not Meet appear on the grey tab To move an applicant back to Unknown or to mark them as Qualified 1 Put a check in the empty box in the applicant s row You may select multiple applicants 2 Click Meets or Unknown Basic Qualifications Meets Unknown Entire Pool This tab lists all applicants who have applied Fig 1 32 This view like the others respects any filters you might have set If you see unexpected results then take a look at your filters and clear them if necessary At the bottom of the list you ll be reminded about any filters you may have set and you can clear them with the but
47. eviously created reports they appear in a list with a time stamp response rate download link etc If the recruitment was not configured for online applicant management you ll be given a survey URL which you must provide to applicants who are applying outside of Recruit if Detak Diversity Reoorts earn Lommiftee Lreate New Report Date Generated of Meets Basic applicants Response Rate i Mar 14 2012 21 7 21 3 0 Download 1 test whey gene gted Mar 14 2012 21 17 21 81 0 Download 9 on Mar 12 2012 16 16 16 100 04 Uoaniuad 9 on short nA a s lt Diversity survey web address hito recrult ap uc edu survey take 16 gt Sl this address to your applicants ge Figure 1 58 The Diversity Reports screen after several reports have been created The survey URL is provided only for recruitments that haven t been configured for online applicants Create New Report 4 Click the button Create New Report 5 The Create New Report screen opens e The statistics region displays the number of applicants who have been marked as Meets Basic Qualifications and have completed the survey These survey takers will be the only applicants in aggregated results making this report in compliance with the US Department of Labor e Any applicants marked as Unqualified or left Unknown will not be included in the resulting report e The number of shortlisted applicants if any also displays in the statistics
48. iew Committee Comments amp Flags e Type or update your comment in the box provided in the My Comment section Only one comment per owner is accepted o The rest of the committee WILL be able to read each other s comments Owner s names are displayed e Flag the applicant by typing in the My Flags box Multiple flags are permitted o By default committee members WILL be able to read one another s flags although the department Analyst can control this when the recruitment is set up How Applicants Use Recruit 1 Applicants locate the recruitment on Recruit s apply page htips aprecruit ucr edu apply 2 They create their ApplicantID unique username and password 3 They fill in their contact information highest degree information current employment information etc 4 Using their Dashboard they provide files and references Documents may be uploaded as PDF files Other valid file types include zip jpg rar tif mov bmp 3gp png wmv m4v mp3 mp4 psd swf tiff 5 Applicants returning to modify their application will log in on the apply page with their username and password Modifications may be made to an application up until the final date If applying to an IRD recruitment the review date acts as their final modification date 6 Applicants who have forgotten their passwords may change it on the apply page by clicking the link in the login box Forgot your password 7 Applicants may apply for multiple po
49. king With the Applicant List scsicccccnncinvocnvscnccencconvoszvesninesnconvassvacevacusenevasmenteveeniearsosmwosnions 18 Tools to Use with the Applicant LIStS cccccceccceecceeeeceeeseeeeeeeseeeesseeseseseueesaeeseeeeseeesseeeseeeeseeeseeeess 19 Marking Applicants as Meets Basic Qualifications cccccccccssecceceeeceeseeeeeseeeceeseeeeeseeseesaeeeessaeeeeseees 22 Manually Add an AD OIGANN o2 cctuaizsaccdecadeapuecasecnsscadenndlanscaaheledsdncadex aseasdoeedetaecadeanteadeaadersdeanddedaeadenadnentecse 24 ucipicle sar jie 6 91 fer Ce Bemeeenn ee nnse nse Nit tales os ERRER neath St sS en EREEREER ERER RER 25 An Application s Overview career acct cane arndsnesoutmadesseedenaaainesas sien fonesanimighsenceanseuinaestaandiniesauansea seeders eangucaeseuau 25 The Applicant s Personal INfOrMation cccceccecceeeeeeeeeeeeseeceeceeteeceeceeeseeseeseeteeteeseeeeeeseeeeeseeteeseeeaees 26 Manage the Applicant s Documents amp References cccceccecceeceeeeeeeeeeeeseeteeteeeeeceeeeeceeeseeeeeseeteeseeaes 26 Manage the Applicants Comments amp FI QS cccccccsecceeeseeceeeeeeseeeeeeceeeeeeseeeseeceeeseeseeeseeseeeseeseeesaees 29 SCHeGUe a ISIE Ol E E E E E E E A T 29 alaa lec EE o E E A A E A A E I E em eee mts 30 Create Diversity REPoOrts cccccssecsssseeceeseeceeseecesseseenseeeenseseenseeoensesoassesesessoaseesensessonnesees 32 What to Do When the Search is Complete
50. l direct you to a page displaying your ApplicantID login name with an opportunity to choose a confidential password This link will expire in 72 hours Sincerely Anne ZotAnalyst zotanalyst ucr edu Chemistry University of California Riverside 50 AP Recruit User Manual 6 Password Reset Notification To Jane Stark From UCR Recruit Support Subject UC Riverside Recruit Password Reset Dear Jane You requested to reset your password for UC Riverside s Recruit system Please visit the following link in order to complete this task https recruit ap ucr edu apply reset 3 1 5 5b23d8focb68677544dd14e269713ec5 Note that this link will expire within 72 hours of your reset request Thank you for using Recruit https recruit ap ucr edu apply 7 Notification of a New Optional Document Request To Jane Stark From UCR Recruit Support Subject UC Riverside Recruit Optional Document Requested Hello Jane Stark You are being sent this email because you applied to the following position at the University of California Riverside Recruitment Professor of Lorem Ipsum Department Department D Please note that the hiring department has requested that you provide a new optional document lt Optional document title gt You have until 12 18 2012 to provide this document Log into your application here lt Link to log in to applicant dashboard gt More information from the hiring department lt Custom text provided by
51. landitiis praesentium Dat Thursday October 18th 2012 my 1 cho PN About this applicant Documents Degre eo oF 2 Committee Comments amp Flags Yale se Document Viewer gt 1980 Curriculum Vi glia PhD Required for final considerati Pah Revieors Cover Letter Required Yes it s good Agree with other comment Dr Smith Dr Jones Statement of Research Required Dissertation Misc Additional Kimberly Ann Gerrard kgerrard udi edu Add Comment Comment The Application of Computational Modeling izati one more Required ee oe additional 7 i OJ Raymond Christian Vadnais rvadnais uci edu Current Empaymean Updated October 01 2012 03 26 PM pesi Pr Letters of Reference Impressive documents but only one reference a 1 to 3 required Email address Address ELR Add Flag j 678 Dogwood kimgerrard yahoo com Figure 1 68 Reviewing an applicant s file 1 Visit Seminar elf a Visit Seminar has been scheduled the summary and schedule will appear prominently in the middle section of the review screen 2 About this applicant left side e The applicant s employment degree and other information is found in this section 3 Documents center section e The center of the review screen contains the applicant s required or optional documents There are THREE methods to reviewing the documents Viewing Method 1 recommended Click the button Download PDF Bundle at the top right of the page This recommended method downloads a
52. mecdoca st Suc edu Add mambers Manage existing members Quick Add a5 a Choos rote Act Figure 1 20 Committee members selection and role assignment Roles for Committee Members e Committee Chairs will see all candidates regardless of whether the applications are complete or not Chairs have complete management rights to the applicant s files though these tasks are generally left to the Analyst and Editor e Editors have the same access rights as Chairs and are able to assist the Analyst in managing the applications e Reviewers have viewing rights to see all completed applications unless the analyst chair or editor purposely hides them The designation between members helps to satisfy annual reporting requirements for the Office of the Aseet regarding applicant pools and search committee demographics Listed on AP 80a Editor faculty Reviewer Additional Members Additional chair Additional editor staff Additional reviewer No access Figure 1 21 Adding roles for committee members The Add Members button will open an extended search box Fig 1 22 Here you can search by name rather than by UCR Net ID Or add an entire department s faculty as reviewers as shown in Fig 1 23 Click Save amp Done when finished Add Members to Search Committee T MO oneete tw The SOITA comattES Cea eee LE OR A Brai marnan S a eee Genesee using ther nama enat sckivess or ear AE GRO Ge OE ANNOIA Shuderts mutt
53. n tera ye Figure 4 7 Use Manage Academic Unit Hierarchy to add new Departments or Schools Adding a New Department e Find the School listed on the page and click the link Add Department e Name the department 44 AP Recruit User Manual e Provide an identifier This is typically the payroll home department code e Click Add e Use the Edit link to change this information at any time Adding a New School e Scroll to the bottom of the page and click Add another school e Name the school e Provide an abbreviation This arranges the sorting of schools on the Apply page e Provide an identifier any string of up to 32 characters e Click Add e Use the Edit School link to change this information at any time Manage Front Page News Fig 4 8 Use this tool to write edit publish and archive news items on the Home page after login These posts are visible to all users except applicants and references Post training dates planned downtimes holiday support notices application enhancements special instructions or other announcements Recruit Administrator access is required for this activity Front Page News Manager Usa the Front Paga News Manager Gmin tool bo create edit Gubirsh and achive sees Reems on tha front page Date Posted Last Modified By Ar tora Training for New Analysts Fed 13 2012 Kiernoerty Ann Gerrard End
54. nce with California law and University policy your identity will be held in confidence The material made available will exclude the letterhead the signature block and material below the signature block Therefore material that would identify you particularly information about your relationship to the candidate should be placed below the signature block In any legal proceeding or other situation in which the source of confidential information is sought the University does its utmost to protect the identity of such sources At your convenience please consider submitting a letter of reference using the information above Thank you for your time University of California Riverside 2 Request for Letter of Reference initiated by Analyst To Joe Reference From UCR No Reply lt ap no reply recruit ap ucr edu gt Subject Dear reference You are invited to submit a letter of reference for applicant name for the position of recruitment name at the University of California Riverside At your convenience please consider providing this letter by emailing it to Please read the University of California s confidentiality policy regarding external letters of recommendation Although a candidate may request to see the contents of letters of evaluation in accordance with California law and University policy your identity will be held in confidence The material made available will exclude the letterhead the signature block and mat
55. ng rights to completed applications for a given recruitment and may comment on them and flag applicants Equity Advisors college school have access to view an application for a given recruitment department school or tool and can manage create amp view diversity reports for a given department school or tool UCR specific Central AP Analysts have access to download a CSV of applicant pool gender ethnicity data Diversity Analysts OFSAA have viewing rights to completed applications for given recruitment department school or the entire campus They may also view and create diversity reports and can download a CSV of all diversity survey responses Trainer is a role that gives permission to create fake recruitments for use in the Recruit training site This timesaving Admin tool also creates a pool of fake applicants along with mock files that help to emulate the online application process Create the Basic Recruitment The Recruit Analyst begins by creating the Basic recruitment This data creates the Survey on Diversity an important component of Recruit 1 Click Recruitments in the top menu bar Home Recruitments GG cations Help Figure 1 3 The Analyst s menu bar Other users menu items may differ depending on their roles 2 Click the button Create New Recruitment E Create New Recruitment 3 Read the Basic Overview page and then click the Next button Create Recruitment Basic Basic Overview Ne
56. oad This Data Download Names amp Addresses Change Columns Add applicant 2 Fill in all required information about the applicant contact information degree information current employment information and the date the application was received Fig 1 33 Add Applicant First nama joan Highest Gegred Pha Last hama Dos institutin Resgers b a i jocet Ag gra Date obtained 2097 Verify ecw poet digma con Current Employment Information Malieg address 1901 Beach Bivd Sante Monica Ca 34321 AMiavon or UCLA uiversfly Ob tite Assistant Professo Figure 1 33 An analyst may add an applicant to the pool by filling out the form 3 Decide if you wish to notify the applicant that they have been added This optional action sends an email to the applicant that an application has been created on their behalf It does not send login instructions See Appendix A When an Analyst Adds the Application Notification 1 4 Click the button Add amp Manage Now Application Information Date received November 5 gt 2011 F Notify applicant that application is in the system Add amp Manage Now Add amp Add Another Add amp Done Figure 1 33a Bottom section of the Add Applicant form Granting Access to the Applicant This important action sends another email to the applicant that grants the applicant access with login and Diversity Survey instruction
57. onal document 5 After clicking the Add button the new optional document appears in the list of requirements Create and Manage the Search Committee The Department Analysts assigns committee roles on a recruitment by recruitment basis so when the members log into Recruit they will have access to review the applications 1 As an Analyst click Recruitments in the top menu bar Home Recruitments pplications Help 16 AP Recruit User Manual 2 Find the recruitment and click the link Search Committee Fig 1 19 Pe Name Department Submission Dates Actions Li JPFUUZU Super Best Job Pathology amp Laboratory Medicine Open Make Inactive Recruitment Detolis Uy versity Reports Zearch Commies anol cations 2 Fane Doe Analyst 7 31 2010 6 1 2014 janecooanalyso uci ecu JPFOOL 73 Medical Co Director Transfuson Medicine Pathology amp Laboratory Medicine Final and Closed Make Inactive fecruitiremnt Details Ouwecsity Reports Search Committee Applications 0 Marissa SAPLALA 4 23 2009 5 31 2009 Figure 1 19 The Search Committee link TT T 3 There are two methods to add members to a search committee Fig 1 20 1 Use the Add members button for an extended search for names or 2 Type in the UCR NetID in the Quick Add box and _Select a role from the adjacent drop down menu Super Best Job My Recrutmenta lane Doe Ana yst Recruitment Detgis Diversity Repor Search Committee View Applicarits ja
58. oom Dmanicad This Dota Oowninad Names amp Addresses Change Coumm j O l f oc Aecrutrrert Deals Yeon Apstiects f Uranown 5 s i u j lt reall ed Completed Moy 24 2012 Li 3her entre Poo alw WM Appaed pP Meets Nasc Sowan Tyson May 24 2012 1 1 dha pata Qualiicahors a Sharttat RKA Apoecatees Withinin Kling vesta Appitation Withdrawn May 24 2017 1i Jibm bad Qatet P Lest Updeted hopit On RalAotors Figure 1 67 Review the Applications Click the hyperlinked name of any applicant and their application will open Fig 1 68 36 AP Recruit User Manual Josephine Applicant _Return to List of Applicants Status Serious Consideration Basic Qualifications Meets Recruitment My Test Position Information amp Computer Science Deans Office Donald Bren School of Information and Computer Sciences Last updated October 01 2012 11 53 AM Visit Seminar Applicant Review Download PDF Bundle A visit seminar has been scheduled for this applicant Contact the analyst responsible for this Private Notes 6 recruitment with any questions about this visit seminar Marian Lvubomirov NEDELCHEV mnedelch uci edu This information will not be shown to the rest of the search committee Title Meet the Candidate Ee Summary Lorem ipsum dolor sit amet consectetur adipisicing elit sed do eiusmod tempor Bio At vero eos et accusamus et iusto odio dignissimos ducimus qui b
59. pplicant Managemen link on the Recruitment tist No Done for Now Yes Configure tor Oreine Applicant Management Figure 1 9 The confirmation screen once the Basic recruitment has been created Read the Online Overview page and click the Next button 2 Define the required and optional documents as well as the number and type of requested references Fig 1 11 IMPORTANT After an applicant has applied to this position you cannot change reference requirements or required documents but you may add optional documents if you need to collect additional data from applicants See section below Update a Recruitment 10 AP Recruit User Manual eo Note After an applicant has apphed to this position you cannot change reference requirements or required documents but you may add optional documents if you need to collect additional data from applicants Documents Aca Reorder Document Optional Comment or Description Curriculum Vaae Your most recently updated C V Cover Letter Optional Statement of Research Optional Statement of Teaching Optional Misc Additiona Optiona References contact f 3 wedta s A fewiewrtrs Figure 1 11 Define the requirements Documents Define the required or optional documents to be provided by the applicants The applicants will see any description you decide to provide 204 characters limit Add Define any additional documents make them required or optional and add
60. re are numerous locations where an applicant can find the Contact Us link The first point of contact is on the Apply page where anyone can send us email and direct their question accordingly Fig 5 1 Fig 5 2 Fig 5 3 For position specific questions please use the Contact link associated with the position on the Your question or comment will be sent to Recruit support or the administrator for the position Note Please provide the position department schooi information for faster assistance I tried logging in to update an application with what I believed were my ID and password and neither one worked I had applied for position Assistant Anthropologist Figure 5 1 The Contact Us form for Applicants with a technical question not logged in Y datclol slalom aa ROR Ue mel dee 2 Missing Position For position specific questions please use the Contact link associated with the position on the Your question or comment will be sent to Recruit support or the administrator for the position Note Please provide the position department school information for faster assistance Hello I plan to apply to this position Would I have to provide reference letters with my application and how Or do you just require names and contacts of references Thank you Stephanie Someone Figure 5 2 The Contact Us form for Applicants with a general question not logged in 03 AP Recruit
61. reason from the resulting choice menu Fig 1 54 Yes Change status Figure 1 54 Select a reason why the offer was declined Definitions of statuses are clearly defined to the Analyst and search committee by rolling over the status name with the mouse This appears in a number of places throughout the application Fig 1 55 Recommended that an offer be made to the applicant Figure 1 55 Roll over definitions for statuses Create Diversity Reports Applicants are directed to take a short survey on gender and ethnicity via their online application process Recruit sends out several email reminders to complete the survey See Appendix A Notifications Sent to Applicants For roles with access to Diversity Reports you may create the reports as often as youd like At UCR this is available to Equity Advisors School College and Diversity Analyst OFSAA 1 Click Recruitments in the top menu bar and find the recruitment on the page Home Recruitments OG ations Help 2 Click the link Diversity Reports Fig 1 57 Per Department Submission Dates Actions JPFOO205 Super Best Job Pathology amp Laboratory Medicine Open Make nective Rec uatireant Details CE Ronart See ch Committee Applications 19 Jane Doe Analyst 7 31 2010 6 1 2014 lanedoeansiystGuc edu Figure 1 57 The Manage Diversity Reports link 32 AP Recruit User Manual 3 The Diversity Reports Screen opens Fig 1 58 If you have pr
62. region e For Basic only recruitments there is a fill in box available to type in the number of applications received outside of the system 5 Click the button Create Report to generate the Diversity Report Fig 1 59 Create New Report Rocretimere Properties For Basic recruitments those that have not been oteren configured for online application management a field is DERE n provided for the Analyst to type in the number of onsiz sit zi applications received outside of Recruit Fig 1 60 Applicant Pool Statistics applicants teti Pusi Slafiilita Figure 1 59 The Create New Report screen Figure 1 60 Fill in of applicants for survey only use of Recruit 6 Back on the Diversity Reports screen click the Download link to view the report Fig 1 56 above 7 This opens a PDF showing the aggregated results of the Survey on Diversity for this particular 33 AP Recruit User Manual recruitment Fig 1 61 Academic Recruitment Analysis Report For Fosilon JPFOO160 Dignissimos Totam Saepe Recruitment Reoorl Generated Mar 27 2013 at 1 250m Foe rmrion ODAJA Jod Nurini PF00160 Samy Contre a7vTar2 Number Oretson Schoo of Temporiius Awum Deparment Departrart of Titum Earum freatiatelty Data Toruted SOG 1900 2004 Cangas Gita 201 1 Healt Soares data 211 Ser Low dnia Til Coches 1100 PROFESSOR ACADEME VEAR Mesanrct Aces Lamgus Aligsten Cng Daia Bap 27 20532 APPLICATION G R
63. reporting requirements by the Office of the President Updating the status of an applicant starts with the Update Status button at the top of every applicants application Fig 1 50 1 Click Update status Manage Applicant For Professor of Dream Job 1 JPF00508 Americo Kautzer Status Completed Update status Figure 1 50 Update the applicant s status using the button at the top of their application 30 AP Recruit User Manual 2 Select the next logical status by pressing the left button or press the right button to choose another Status New Status Change to Serious consideration Choose another status 3 When Choose another status is pressed select a status from the list Note this list only shows available statuses in a forward progression If a mistake has been made and you are unable to roll back you will need to contact Academic Personnel Office to unlock the statuses New Status Serious consideration Applicant should be considered for the shortlist Invite for interview Applicant has been invited for an interview Cinlene wit O Interviewed Applicant has been interviewed ffo h a Selected candidate Recommended that an offer be made to the applicant vary depending on the current Offered An offer of employment has been made to the applicant status of the O Accepted offer The applicant has accepted the offer of employment applicant Declined offer The applicant has decline
64. ruitment Close Date Range Recruitment Final Date Range Applicant Survey Submission Date Range Download Data Figure 4 11 Setting up criteria for the Diversity Survey Data report Appendix A Notifications Sent to Applicants 1 Notification that application was started To Hilda Haythere From UCR No Reply lt ap no reply recruit ap ucr edu gt Subject UC Riverside Recruit Application Started This is an email generated by AP Recruit Please do not reply to this message as no one is able to respond to messages sent to this address Dear Hilda Haythere Thank you for applying to the University of California Riverside Position Name Psychology Assistant Professor Department Psychology School College of Humanities Arts and Social Sciences Username onlinehilda Login link https recruit ap ucr edu apply You may continue to modify your application until Dec 01 2011 After Dec 01 2011 no further updates are allowed If you have any questions about your online application or the process please contact us https recruit ap ucr edu apply contact 2 48 AP Recruit User Manual 2 Application completed notification Suppressed if the applicant is manually completed by Analyst To Hilda Haythere From UCR No Reply lt ap no reply recruit ap ucr edu gt Subject UC Riverside Recruit Application Complete Dear Hilda Haythere Please complete a one page survey to help us meet our obliga
65. s See Appendix A When an Analyst Adds the Application Notification 2 Granting Access 1 At the top of the applicant s screen click the link Activate now Notice Applicant cannot access this application until it is activated Activate now 24 AP Recruit User Manual 2 On the applicant s information screen click the button Activate applicant access Fig 1 34 Manage Account Information Applicant Information Applicant Paper Joe Mail In Recruitment Assistant Professor of Dream Job ApplicantID Information Notified that No application was added Added on Nov 03 2011 at 5 55pm Received on Nov 03 2011 Activated No Activating access will send the applicant an email with instructions on how to log in and manage their application The email will be sent to paperjoe somewhere edu Activate applicant access Figure 1 34 Notifying the applicant that an application has been submitted in their behalf sends the login information and Diversity Survey instructions Manage an Application Only Analysts Chairs and Editors have the Manage link below the name of each applicant The Analyst and or Editor roles usually do the tasks below An Application s Overview Click Manage beneath an applicants name and you will see an overview of the application Fig 1 35 Pita Nome d a teste of Baon be F ormin Americe Kautzer ates Applied usii ias beck ainan Usbeown Overview Figur
66. s apply to an IRD recruitment they are made aware of the importance of applying before the review date in order to receive full consideration by the committee AP Recruit User Manual Application Submission Dates Open close fina Open until filled IRD gt t Open date Jul 25 2013 Applicants cannot Initial review date Oct 1 2013 Applicants must Final date Dec 31 2013 ine recruitment ve Figure 1 5B Open date The date the recruitment opens This is when the recruitment is posted to applicants on Recruit s Apply page Initial review date Marks the closing of the first pool of applicants Once the recruitment is posted the IRD cannot be changed this is designed to keep the advertisement and submission dates in sync After the IRD has lapsed you may establish more review dates in order to extend the review period See Specifying Additional Review Dates Final date The last date when applicants can apply If you add an additional review date that is after the final date the final date automatically moves forward to accommodate it Search Information Fig 1 5C e Choose whether this position advertised broadly or specifically targeted e Choose whether this recruitment is newly allocated or if it is being re listed from a previous academic year a ta ae tl i ee j Click the Tool Tip for ot explanation Search Information Search breadth Open search Is this an open general search or
67. s link on the RECRUIT homepage Welcome to Academic Personnel Recruit AP Hecrul ia pat of ihe Academe Perina Syoteoes for the Liarsprsity of Cobfomia Mrersiije Appicamts References WC Riverside Faculty A Agmrrstrators amp Figure 1 64 39 AP Recruit User Manual A two page Faculty Reviewer s Quick Source Guide is available for download when logged in 9 Need Help Primary help is found in the Help link in the menu above Read the Faculty Reviewer s Quick Source Guide Please Contact Us with any comments questions or concerns departments individual res Figure 1 65 Reviewers have only three menu items at the top of the page Reviewers click on Applications Home Applications Helg Those recruitments to which the Reviewer has been given access are listed with direct links into the applicant pools The totals indicate only completed unhidden applicants Applications Lieb Recruitment name Your kole Committees Contact Department eg Action JP00097 Adolescent Psythotogy Assistant Professor Chair Orrick Jones Peyerrology amp Social Behavior Jan 13 2011 at Applicants 14 kgerrare gma com Dec 31 2011 JPFO0203 Super Best Job Reviewer Jane Doe Analyst Social Science Feb 1 2010 jarecocansyst uct edu Nov 30 2011 Figure 1 66 Clicking the hyperlinked name of an applicant opens the application to review Nam Earum Exercitationem Recruitment Dr Kip torca chore Otero weartet lt
68. sitions however each position requires its own ApplicantlD unique username and password 8 Contact Us links appear in several locations before and after applicants are logged in General and technical questions are sent automatically to aprecruit ucr edu All others are sent to the recruiting department 38 AP Recruit User Manual The Applicant s Dashboard Once all requirements are fulfilled the application is completed and then becomes visible to the committee reviewers The applicant s various tabs turn green and the Application Status on the Dashboard displays Submitted Fig 2 1 Recruit will send a confirmation email when the application is complete See Appendix A Recruitment Status Accepting modifications to existing applications and new applicants You may modify tee appcaton umik Gectemeer 1 teh 2011 Mew applicants sccepted unt September 0th DNL v Need Help amp Leam more about UC Frequent k jesgtiorn U Nomepeges tielp documentatan Uitversity of California Cominct position support UC employment informoteen Want to apply for another position ve hee A L ROGGUt Mom Mhi 2 L Cate te po i Figure 2 1 A completed application as it appears to the applicant My Information The applicant s contact information current employment information highest degree information and account information is editable by the applicant using the Update links Fig 2 2 Contact Information
69. tee will no longer see this applicant Howe Gust oa qb e NOTE This link becomes a toggle and you may Unhide if you need to undo this action Check the Applicant s Log Check the time stamps of all the actions that have taken place on within an applicant s application eClick the Log link below an applicant s name Read the log and close it when you are finished Howe Gust ab amp Log Download the applicant s documents Obtain a PDF bundle of all an applicant s documents with one click Click the Download link found beneath their name hy is r 7 Hil 21 AP Recruit User Manual A Cue to Know When an Applicant is not visible to the Reviewers Roll over this icon to quickly determine why that applicant is not being shown to the search committee Howe Gust a id Not shown to reviewers Manage Hide Log Download applicant is not yet completed Marking Applicants as Meets Basic Qualifications As of July 1 2013 an analyst editor or chair will be able to mark applicants as Meets or Does Not Meet basic qualifications This action ensures the reporting on the applicant pool diversity is in compliance with the Office of Federal contract Compliance Programs Department of Labor OFCCP Unknown applicants As soon as applicants apply they are in the Unknown category color coded Orange Fig 1 29 An analyst chair or editor then reviews their files and selects whether they
70. tem See Appendix A for the default wording of this email sent to References 11 AP Recruit User Manual Help Email Address for Applicants Email kpersona uci edu From Email Address e This name and email address is used when UC Irvine AP Recruit sends an email to References thanking them for their submitted letter Applicants when their application is manually created and or activated Applicants to ask them to complete the diversity survey when the applicant is manually finalized From Name Kimberly Persona From Email kpersona uci edu Reference Thank You Email Subject Thank you for your contribution Body Hello Thank you for submitting a letter of recommendation Your letter is now available on line for viewing by the faculty search committee ivraroituyu nf Mslifarniats aAnnfidantislitew nal irw Figure 1 12 Contact information and reference template screen 4 Look over the information for accuracy Fig 1 13 and then click the Save amp Done button Documents amp References _ ort The documentation anc refern feQuiremer of documents 1 Required 4 Optional Type of references Letters of recommendation of references I to 3 Reieence wewilng rots All reviewers Email Settings bar Appicant heip emat ejlarson udci edu Reference Thank You To Emal address for the reference omai From Elizabeth J Larson ejlarson uci edu Subject Thank you for your
71. tion as a federal contractor SE GSE BORN SEL RO ASAE SURUES Thank you for successfully submitting your application Position Name Psychology Assistant Professor Department Psychology School College of Humanities Arts and Social Sciences Username hildahay Status Submitted Login link https recruit ap ucr edu apply You may continue to modify your application until Dec 01 2011 After Dec 01 2011 no further updates are allowed If you have any questions about your online application or the process please contact us httos recruit ap ucr edu apply contact 2 UCR Recruit Team 3 Application completed notification sent to non survey takers 5 days before the last day to modify suppressed if the applicant is manually completed by Analyst To Fred Fryer From UCR No Reply lt ap no reply recruit ap ucr edu gt Subject UC Riverside Recruit Application Confirmation and Survey Request This is an email generated by UC Recruit Please do not reply to this message as no one is able to respond to messages sent to this address Dear Peter Applicant We request that you complete the following survey by Oct 30 2011 This survey helps UC meet our obligation as a federal contractor https recruit ap ucr edu survey take 1 Position Name Associate Professor Biochemistry Department Biochemistry School College of Natural and Agricultural Sciences Username maxmax Status Submitted Login link https recruit ap ucr e
72. ton Remove all Filters If the list is over 100 be patient as the screen may take a moment or two to load because it does not paginate Full Professor Experimental Particle Physics Recruitment Details Diversity Reports Search Committee View Applicants Download This Data Download Names amp Addresses Change Columns Add applicant Qualified Read Read Unread Basic Qualifications Meets Unknown Does Not Meet Unknown _ Personal Note Baen Applicant Cy Qualifications PP heh J Add Basic Heller Jarred ad Qualifications a PN re Entire Pool Unknown i ce ey eee a J Figure 1 32 The entire pool view You may also mark Basic Qualification from this screen 1 Puta check in the empty box in the applicant s row You may select multiple applicants 2 Click Meets Unknown or Does Not Meet Basic Qualifications Meets Unknown Does Not Meet 23 AP Recruit User Manual What does the search committee see Reviewers will have the same color coded categories They will see all applicants who are completed and categorized accordingly However reviewers will not have the ability to mark the applicants as Meets Does Not Meet or move them to a different category Manually Add an Applicant Occasionally Analysts may need to create an application on behalf of someone For example this may be useful for high level searches such as Deans 1 At the top of the applicant list click the button Add applicant Downl
73. tter of recommendation Special Tools and Reports for Recruit Admins Administrative Tools 1 Click Admin in the top menu bar Home Recruitments Applications Reports Help 2 The list of available administrative tools depends on your role access rights Fig 4 1 Recruit Administrative Tools amp Find Applicants Browse and filter all applicants amp Find References Browse and filter all references amp Proxy as User Assume the identity of a user amp Manage User Roles Edit assign and remove user roles i Manage Academic Unit Hierarchy Create and rename academic units 42 Manage Front Page News Create and edit front page news items Create Fake Recruitment Create a fake recruitment for training or other purpose Figure 4 1 Menu shows administrative tools that are available depending on user s role 42 AP Recruit User Manual Find Applicants Fig 4 2 This tool browses and filters all applicants listed in Recruit Recruit Administrator access is required for this activity Orea Jf 84301 by aye g Vel aes by seen i Ne peroary eergertaerd yeteas con Syerstrat Jerasaty Ageoctate Professor Biothenmnatry wis ID Anetysl edited Username tmel Marne Position Aline vou pepe ese jee eocteart J ergo rerd rhos oom Aggy cari Paeperters joe Acwxiate Frofeneer Brochreretry Mere Berin M tie yer veces ay weebtate uci ety wel es Ryan Proteznr Hanaga Hariro her Pisno
74. ty Survey Applicants read about the Diversity Survey Fig 2 5 and click the link Submit diversity survey They fill out the 3 question survey Fig 2 6 ican mart aat ie Acabem Aggzrcect Dees Beguest The porma for the ceqqesetedt eWerrester fo nern the Liewweretys Saw ctigeten bs a Faterai certrectoe The Perreetion pee prowl el he bapt corfetere avi etl remen n tte Ohir oi Spas Oppent and firt y See rede brew Privacy Notifestism The itate gt Cafiorte istarmaetis Suerte Act regares tte ineemrerty io porade Tma oheeerg eforpeter tz m ri sse mim sre thet ta sappiy rfsrratan stout beet acters 3 The Uwe ef Calorres Irvew a a Aeara correta esd erore rast coreg wih Afereetwe Aces regeeters wrest Arrunt te bende irmer 61264 Netter Deom Erpe Me 4 Setha SOI if Wee AALS Act of 197 ed Series O12 ow Pee laa fog ieioea Aasiat Aa Am Figure 2 5 Applicant s Diversity Survey screen 40 AP Recruit User Manual Academic Applicant Data Request Gender Ethnicity Information ere wer fester repertire r iif or Pee wef wiry Delos Pusse pee De note belay fer mere infirreeton Gender Ethnicity drase MACK APHICAN AMCRDCAN mut of ptis SSAN of POSITI ISLANDII AME OCAN IMIIAM ar ALASKAN NATIVE HISPemit uv Hapa Recruitment Information How did you heer abowt ihe postica Hare EUean he SALL i i gije Higher Piarahon Wetette Figure 2 6 The Diversity Survey displayed to the applicant How References Use Recruit
75. update Chase Rhonda somewhere Gya hoo com Not provided Not provider 1234 Street Wey Vida CA 296 a Current Employment Information update Carnal Professor from 1890 Director from 1902 Highest Degree Information update Ph D Yale 1992 Not provided Not provided Account Information hasa Manse veerrane Figure 2 2 Applicant s My Information screen My Files Applicants upload the necessary files using the Upload Now link Fig 2 3 39 AP Recruit User Manual Vitae y ap ated Cv Upload Now Statement of Research Upload Now Statement of Teaching Upload Nov Misc Additional Upload Naw Department Mail Address amp Alternate Fite Submission information zan Figure 2 3 Applicants My Files screen My References Fig 2 4 When Contact Information Only is required providing the reference s name amp information satisfies the requirement and the tab turns green When letters are required providing the reference s name amp information AND requesting the letter satisfies the requirement and the tab turns green A completed application is not contingent on the receipt of letters In other words there is no deadline on when letters need to be uploaded amp My First Reference Letter of reference not yet requested Oh reference Delete v a qui k ta tt ofr fe F NE b Show isfarnocs dstaili Figure 2 4 Applicant s My References screen Diversi
76. ust the slider if you want to see only those applicants who completed their July 6th 2013 application by the most recently passed review date These are the applicants who July 8th 2013 have been told on their application dashboard that they will be reviewed July 16th 2013 Final date Dua Dates Last Updated e Choose Last Updated Applied On or Completed Date Between b e Choose a date range On or before On or after On or Between Dat m e Choose a date gt Applied On e Click the Filter button at the bottom of the panel gt Completed Date e Adjust the columns to see the results of the date filters Filter Reset NOTE The following actions will trigger the time date stamp change in the Last Updated column 1 Any change made to the documents provided 2 Any change made to the references removal contact info changed etc 3 When a reference letter has been uploaded into the system 4 Any change made to an applicant s personal information 5 If you manually complete the applicant and if you revert back again Figure 1 28 Filtering the list of applicants Mark as Read This is a way to quickly put a checkmark next to applicants that have been reviewed The feature is available to Analysts Editors Chairs and Reviewers The checkmarks are private and unique to your view only 1 Locate the applicant in the list and put a check in the empty box beside the name of the applicant 2 Then click the Read button in
77. utiss 4 The News amp Updates Page cccccccccssecssecceeeccseeceucecseeceeeceueeceeecsueessueesueeseueeseeessusessueesueesueeseeessueesaees 5 Roles and Assignment Of Roles cccccccsscccsseeceeeceuceceecceeeceusecuecsueecsuseseueseuseseusesseessusesseesseeessusensss 5 Create the Basic ReEcCruitMent ccsccsssssssscnsccnseccessenseccsnecessenseccenecessenseeenscensensecnenscanscnssnses 6 Configure the Recruitment for Online Applications ccsseecsseeeeeeeeeeeeeeeeeseneeeees 10 Find and View a ReCrultMe nt ccccccesccsecnscensensceescnsenseenscnseesscascessonsonssessonssnssensenseeseoaes 12 Other Methods for Finding R CruitMent ccccceccccecceceeeceeeeceeeeseeeeeseeceseueeeseueesseeeseeeesaneesseeeesaaees 13 WETS SS TT NS scarce snes te acct tant este tacts be watts E tents Seca E banat tabane teintenaenes 13 Wee cicek Ba ENN g E esses E E A E eeaencaercaueceacct 14 Specifying Additional Review Dates cccccceccccsecccseeeeceeeeseeeeseeeesseeeeseecessaeeeseusesseeeeseeeessneesseeeesanees 14 Adding an Optional Document wicoassaccosesseenesntsnevagenscunacetenncegenscunaasteaeccoetahedeaadeaascaebsdadeseieaamsaceacewaseteaenes 15 Create and Manage the Search Committee ccscscccssseccesseeceneeecesseseeneesenseesenseeseasesees 16 Roles for Committee Members ccccecccececeeecseecseeceeenseeceeeeeeeenseeeeeeneeneenaeenseeeeeegeeeaeeaneeeaesaneenaes 17 Wor
78. xt gt Information Begin the recruitment by inputting data to create the Survey on Demographics e First post information about the position the title posting dates job information URL etc Note if this is a cross listed position multiple departments contact us before getting started e Second define the Specialties areas e Third enter the contact information for yourself or another administrator e Fourth confirm that all the information entered is correct Title Codes amp Specialties Contact amp Notes Review Get started by pressing the Next button Figure 1 4 The Basic Overview screen AP Recruit User Manual 4 Fill in the basic information about the recruitment Fig 1 5 Basic Information Recruitment name Professor of Dream Job Description Our department is conducting a search for an academic with an emphasis on critical a Hide practices related to what we need in this position a We are seeking an individual of international reputation working at the forefront with a proven record of engagement and collaboration with members of this discipline Responsibilities include a teaching load split between qraduate and a Department Test Department Note if this is a cross listed position contact us before continuing Academic year 2012 2013 4 Salary control 12345 Optional Figure 1 5 Fill in the form to create the basic recruitment o Recruitment name
79. y is possible in all 3 cases outlined above Reference Details Name Mai Colleague Emai maicolleague somecollege edu Affi at on Mailing address 12345 Somewhere Blvd Chicago Il Done Edit reference Figure 1 39 e Delete a reference or a letter in any of the 3 cases outlined above A confirmation and warning will appear Are you sure you want to delete reference Mai Colleague for marian mariaa This action cannot be undone e Any fies associated with this reference will be deleted Figure 1 40 e Upload a letter into the applicant s file if the letter arrives outside of Recruit via U S Post or via email in any of the 3 cases outlined above Please remember to thank the letter writer and send a copy of the confidentiality statement which you will find via a link on the upload screen Fig 1 41 2 AP Recruit User Manual Uplead Reference Document i Ei torgeti Send a re ORDEN TD GTD the r Pasha MN Recretrmeet Contant Miio Oniy Apohcane Mersan manan Betws Mai Cobsague Mis Eme lipvieenat Dearnziinn Figure 1 41 e Send a letter request to references in cases 1 and 2 outlined above 1 First add the reference using the Add reference button Fig 1 42 References amp Letters Add reference B No references provided Figure 1 42 2 Next click the link Send letter request Fig 1 48 amp Mai Colleague Letter not requested My Colleague Chair View details Send letter r

Academic Personnel Recruit - Computing & Communications

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Academic Personnel Recruit - Computing &amp; Communications

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Academic Personnel Recruit - Computing & Communications