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Recruit User Manual - Sites@UCI - University of California, Irvine

1. Diversity Reports Approvals Submit an APPLICANT POOL REPORT or SHORTLIST REPORT for review at different points of the search 53 UE Recruit User Manual 1 On the Reports screen click Applicant Pool or Shortlist Applicant Pool Shortlist Search Report 2 Find the report in the Date Generated column and click the link Submit as new approval The following confirmation box opens Are you sure you want to submit this report for approval This report will be submitted for a new round of approvals Using workflow Applicant Pool Diversity All which includes the following steps 1 Committee Chair if this is not the correct workflow please contact Support Yes submit for approval Cancel 3 There may be a system assigned workflow containing a list of approver s roles in a progression If you think this workflow is incorrect stop here and report this using the Support contact link Otherwise click Yes submit for approval 4 Make sure all roles are assigned names of people in those roles If not specify a person 5 Add any additional steps or alternate approvers if needed If needed use the Comments section to communicate with your approvers Automatic Approver Emails At each step Recruit sends email to approvers that their approval is needed and the submitter receives a copy e The email includes a direct link to the approval screen where approvers may download the
2. ccsccccscccscccsecnsucseecneeessuesseeseecseeneneneeeseesseseseeeaenesaeeauesssssssausssuseaussauesanesaes 56 Creating Search Reports for IRD R Cruitments cccccceccseccseecceecsescceeceuccecaecsesssusssusssnesauesauesanesaes 57 DEAICH REDO AD DlOVAIS serpere eA EAEE EEES REE EE RE 58 Live Updating of Search REPOSTS ccccccecccecceccsecseccseesecceeesecesesseessesseessesseeteenseenenseesestessestesseensesees 58 Existing Report Saved Search Reports ccccccccssceeccusccuecsuscsusssussaeesueecuecauessusssusssuessuessuesaussaussaness 59 TACE OIE O NG e E E E E A 59 Inactivate the Recruitment cccccccccccceecsecsececeucseccucseccuecsesseseeseesaueseeaueseeseesseseessusaussuegessueseesueseeseesans 59 TO Re activate a Re ruitment e ssesisroterieisinreniiiirinren ini e ren En EEEE EEEn EnEn 60 E E E T E A E E E E E A E 61 HOW Applicants IS CROC ION oa eas cased cciceciseesnedlondaeacdaloenecorenrdeedisndsdedsineadadionsiowa dient ota sesuemenleieneedelieareceesieecn 61 FOW References Use RECIUIN ciazacsistavencnisavnnean doveninonesrnsaeinenuasancevadsreoateandatnoraadnieeaererriticssetesteaeens 64 How Approvers Use Recruit ccccccccceccecceeeeeceeceeeseeceeseeceeceececgecaeseeseeseeseeseeseeseeseesaeegesaeeseeseeseeseesaes 65 How Committee Reviewers Use ReCruit cccccccccecceeceeeceeceeeceeesseceesueteeeseeseeeseeeeeesseceesseeteeeeeeseeeaeess 66 TC AI FOO aires ascot tec uc E ten oa ss we ies ess eee o
3. 9 UC Recruit User Manual Click the link Add crosslisted unit Add crosslisted unit Place the cursor in field and select from the drop down list of unit names Click Save Changes Note If the list doesn t show the unit you wish to cross list contact a Recruit Administrator at the Academic Personnel Office for assistance Editing Submission Dates Changing the Recruitment Submission Type Before any applicants apply you may switch the recruitment type between OCF and IRD 1 On the Details page click the inline Edit button beside Dates Dates Edit The Edit Dates editor opens Click the link Change recruitment type You may roll your mouse over the tool tip to learn the difference between the types gt Change recruitment type You ll be required to enter a Close date when changing from an IRD to an OCF You ll be required to enter an Initial Review Date when changing from an OCF to an IRD Once the dates are set click the button Change to Open Close Final or vice versa to make the switch The Details screen will note the new type in the Dates section either Open Closed Final or Review Dates The changed submission dates will display correctly to applicants on the Apply page and on application dashboards You may also use Change recruitment type as a toggle For example if the IRD dates are amiss try changing the type to OCF then back to an IRD and fix the dates accordingly Note Chan
4. See candidates link Affirmative Action Goal Identify the affirmative action goal for the title series in the campus academic affirmative action plan by indicating which groups are underutilized on the campus for the specific job grouping Equity Advisors The Equity Advisor will be named in this section HOWEVER the name will appear only if 1 a Recruit administrator has assigned the Equity Advisor role and 2 the recruitment is for a regular rank series tenured tenured track Otherwise this section will be blank Equity advisor role Use this optional field to write a description of the role the above stated equity advisor will play in this search Advertisements This section is for all documentation related to advertising Committee chairs editors reviewers and approvers can view this section and analysts can edit the section Chairs and editors can also edit the Search amp Recruitment Effort fields and upload ad documents Details Planned Search amp Recruitment Efforts Edit Diversity Asking faculty to contact colleagues to help identify excellent potential underrepresented candidates especially females Advertisements Contacting female members of engineering and computer science professional societies Qualifications Approach potential candidates at professional meetings and conferences and encouraging them to apply for the position Selection Process Actual Search amp Recruitment Efforts Edit Commit
5. 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 system See Appendix B for the default wording of this email sent to References 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 Diasca raad tha Iniwvarciteu af Msalifarnists annfidantislitew nal imr Look over the information for accuracy and then click the Save amp Done button A green success box appears next alerting you of what to do next tac save amp Done Documents amp References 4 Edit The documentation and reference requirements cannot be changed once your first applicant has applied of documents 2 Required 4 Optional Type of references Letters of recommendation of references 1 to 3 Reference viewing right
6. Upload Evidence of Advertisement Ad source File must be a pdf txt or image Choose File ij Advertisements proof pdf Name of Description of uploaded file mage of ad Comment This was placed in Science Today in Fall 2013 Seremiicme Cancel Search Sources This hard coded list corresponds to the choices on the applicants diversity surveys As applicants submit their surveys the number of responses displayed here will change dynamically assisting you in your outreach efforts Qualifications This section is to document the qualifications required of an applicant and should be reiterated in all advertisements for the position Approvers and committee reviewers can view this section Analysts chairs and editors may add edit it Note These fields will no longer be editable after the Search Plan has been approved effectively restricting the ability to retroactively change the recruitment s goals to suit a particular candidate Lock icons appear to cue you and a rollover tool tip explains the lock For minor editing only the lock may be overridden by a Recruit Administrator Details Basic Qualifications Edit Diversity Must possess Ph D at time of application Record of publications in computational neuroscience Advertisements Additional Qualifications Edit Qualifications Record of extramural funding Selection Process Preferred Qualifications Add Committee Selection Process This sect
7. 3 Committee reviewers will no longer see this applicant Visibility Hide Unhide Add Personal Note This is a way to jot yourself a note about an applicant The feature is available to all users who can view the applicants Notes should be limited to those that are job related as they become part of the electronic record 1 Click the link Add in the Personal Note column beside the applicant s name Personal Note dd 2 Type a note up to 255 characters 3 Click Save 4 To view your longer notes click on the ellipses 5 Click the Edit link to edit your note or remove it 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 Paucek Rebeca O ee a Pe Check the Applicant s Log Check the time stamps of all the actions that have taken place on within an applicant s application Click the Log link below an applicant s name Read the log and close it when you are finished Paucek Rebeca lt lt Yo o k pap 36 UC Recruit User Manual 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 Paucek Rebeca a Y Oo ae p gt Progress dots Roll over the color coded dots beneath an applicant s name for quick visual of wha
8. Save when finished 6 Type their name and click Find to confirm that the user is in the alphabetical listing Manage User Roles CView by users gt View by roles Add Role for User B D E F G H I J K L M N O P Q R S T USLV wy xy Yi Zi Al Full Name UCinetID Role Unit Resource Resource Type Bababeygy Simon R SBABABEY Other Professor Ophthalmology Department Edit Remove Proxy Babaian Kara N KBABAIAN Other Professor Urol Locate users by their sign in name on the View by users tab Department Manage User Roles View by users View by roles gt Central AP Analyst Diversity Analyst Equity Advisor Global Administrator SMa EEEo Recruit Analyst Recruit Analyst No Reports Recruit User Recruit User Manager 2 Full Name UCInetID Role Unit Resource Resource Type Chin Jean Ling JLCHIN Recruit Administrator recruit Tool Edit Remove Proxy Locate users by their roles Manage Users NOTE TO OTHER CAMPUSES USING RECRUIT This tool is only available if Recruit is configured 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 Manage User Accounts amp Create User Account Use the Manage User Roles admin tool to manage roles for these users Name User Name Email Department Last Modified Berkeley2 Academic Personnel APUCB oasii berkeley edu Department f
9. The tool is not available on the live production site 2 When prompted give your fake recruitment a name and choose a department Create Fake Recruitment Recruitment name Super Best Job Department Department booya More applicants How many optional 10 These applicants will be in the Meet Basic Qualifications state Create Fake Recruitment Cancel This admin tool may be used when training Analysts to use Recruit Diversity Benchmark Availability Data Find complete numeric diversity benchmark data for the current year When analysts create a new recruitment they select one or more specialties and enter title codes This raw data is used in the Applicant Pool and Shortlist reports to display availability percentages that most closely match the specialty and title Manage Home Page News Use this tool to write edit publish and archive news items on the Home page that users will see after they log in 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 Front Page News Manager Create News Item Active News Subject Published Date Content Creator We Cleaned House 2013 06 11 This Recruit training demo site has been recently refreshed and reset All recruitments that Kimberly Ann Gerrard Edit Archive What s New in Recruit 2013 06 10 For all the new
10. Upload _ Statement of Teaching Optional Upload 2 Misc Additional Optional Upload References amp Letters Add reference amp Neal Boehm Letter not requested Associate Professor of History Yale University Reference comment Launch Document Viewer Shortlisted No Hidden No Finalized No View details Download letter Remove letter Edit Delete Upload Click the Upload link and navigate to the electronic file on your system Or else check the box Document received outside of the UC Recruit application This will create a placeholder document with a notation that the actual physical document is housed outside of Recruit A description field is provided to cue the committee that the material exists and where to physically locate it This action will be logged and time stamped Delete Click the Delete link to permanently remove an applicant s document from their application This action will be logged and time stamped 46 UC Recruit User Manual Manage the References amp Letters Recall when your recruitment was configured references requirements were set to one of the following e None the applicant is not required to provide references e Only contact information the applicant is required to provide their reference s names etc e Letters of recommendation the applicant is required to provide references AND notify their references that a letter of recommendation is reques
11. e Use the Edit School link to change this information at any time Approval Workflows Recruit administrators may design approval workflows for search plans and reports based on best business processes The workflows will then be shown to analysts to ensure approval processes remain consistent and compliant 1 Click Create New Approval Workflow G Create New Approval Workflow gt Approval Permissions 2 Give the workflow a descriptive name This name is shown to analysts before they create the approval submit section Name Search Plan and Advertisement Regular Ranks Faculty FTE Position 3 Use the drop down selector and choose a context Search Plan Diversity Report Applicant Pool Diversity report Shortlist or Search Report Select All to have a catchall workflow when the other workflows you ve designed won t fit for whatever reason Context Search Plan 83 UC Recruit User Manual Choose to apply this workflow to specific schools or choose All Schools to apply globally Schools All schools Only in school For even more granularity choose condition based on Title Codes Title Codes All title codes Only certain title codes Choose the recruitment type Only Senate Only non Senate or Both Senate and non Senate Recruitment Type Both Senate and non Senate Only Senate Only non Senate Click the link on the right side of the screen Add step Add step and choose the role fr
12. 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 Upload Reference Document Please upload a PDF or a supported media file type Learn more about supported file types e Don t forget Send a thank you email and a copy of the confidentiality statement to the reference after uploading their letter Position Professor of Magic Potions amp Arts OCF Applicant Professor Snape Reference Margaret Hoodowser File Choose File no file selected Optional Description 48 UC Recruit User Manual Manage the Applicant s Comments amp Flags Manage Applicant for Super Best Job Psych JPF00440 Margaret Mead Status Basic Qualifications Hidden Completed Selected candidate Update status Meets Does Not Meet Unknown No Yes Overview Information Flags Documents amp No flags have been defined References Add flag Shown to reviewers Add Fla g Comments amp Flags Visit Seminar ee Your comment wil be displayed to the rest of the search committee Add Comment Flags Flags are intended tobea unique set of labels applied to applicants to help categorize them Enter a flag in the box provided and click Add Flag Check the box if you wish to hide the flag from reviewers You may edit or
13. 14 2015 Submitted on Jan 13 2015 v3 00 9 Q Approved amp Download 52 Academic Recruitment Analysis Report Applicant Pool JPF00573 Colossus Researcher Report generated Feb 12 2014 at 3 12pm ABOUT THIS RECRUITMENT Job number JPF00573 Salary control 477372 School School of Rerum Impedit Department Department of Et Quibusdam Availability data Tenured SOE 1991 2005 Campus data 2012 Health Sciences data 2011 Law set data 1983 2002 ALA data Title code 1100 PROF AY Research area Campus Algebra Recruitment Nov 8 2013 Nov 18 2013 period Search and Recruitment Efforts Planned This is the section where we put in the search and recruitment efforts as planned Actual We worked hard and we contacted people at the job fair This wasn t in our original plan because the solar eclipse of the moon wasn t visible 10 miles from the coast do to fog APPLICATIONS RESPONSE RATE Survey Taken Not Taken Total Response Rate Included in report Meets basic 215 0 215 100 0 _ not meet basic 1 Unknown 1 DIVERSITY BENCHMARK AVAILABILITY DATA Specialty Female Native Minority American Total fren rome fome soon foo fese fore foan eo osm _ POOL COMPOSITION ee Minority aa to Total eT i oos em mm aan s ree fioa foo Papon ponali iy UO np AS Nomaaa E S ESTN All percentages rounded to the nearest tenth e g 95 5549 gt 95 6 The availability percentage for Minority To
14. 2 The system should assign approval workflows containing lists of steps If you think this is not the correct workflow stop here and report this using the contact Support link 3 Otherwise click Yes submit for approval Are you sure you want to submit this plan for approval Anew approval will be created for this plan Using workflow Non Senate Plans and Reports which includes the following steps 1 Department Chair 2 Dean 3 Diversity Office If this is not the correct workflow please contact Support Yes submit for approval Cancel 4 The Plan Approval Request screen opens Approval Request Approval requested for a Plan for Colossus Lecturer of Able JPF00535 Download plan amp Notify Approvers v Approvers 0 3 required have approved Step Person Department Chair Required Specify person Dean Required Specify person Diversity Office Required Gwendolyn Kuhns Black lt gwen black uci edu gt amp Add alternate approver t Proxy Addstep Reorder steps gt Comments 0 Specify person Each step must have at least one specified person In some cases the system automatically assigns the person For those steps not assigned 1 Click the link Specify person amp Specify person 2 Enter the person s email address or UCInetID into the box 3 Click Add 26 UC Recruit User Manual Remove specified person ex I typed the wrong user name here let me fix tha
15. Administrators 2 When prompted authenticate with your UCInetID and password UC Recruit User Manual Ez RECRUIT Academic Personnel Systems Welcome to Academic Personnel Recruit Recruit is a part of the Academic Personnel Systems for the University of California Irvine ea Applicants Apply for an academic posit or manage your existing applications References Submit a requested letter o 2 on behalf of an applicant Privacy Policy Accessibility About The News amp Updates Page The Home page with news and updates is the same for all faculty and administrator roles gz RECRUIT Academic Personnel Systems Home Recruitments Approvals Applications Help Hello Paul Zot Anteater Remove Proxy Logout iaai UC Irvine AP Recruit News amp Updates Quick Guides for Nica Analysts Don t Forget the Recruitment Description Faculty Reviewers Department Staff Analysts should place ad copy in the recruitment s description text field when creating a new recruitment plan Once the plan is published the text is displayed to applicants OEOD will not approve search plans without the description field completed Check out the pay PP PP P P P documentation or Published 2014 07 16 contact support Significant Changes Launched July 1 2014 Recruit s new upgrade fully replaces the current paper process that is the search ad plan forms and the interim and final search activities statements Recruit will also handle onlin
16. Assign Disposition Reasons Applicants marked as Meets basic qualifications Edit disposition reasons for selected applicants Edit comments for selected applicants 1 applicant selected 3 applicants available Applicant Status Disposition Reason s Comment Roberts Issac Complete Job talk showed some deficiencies Select Reason in Bulk For large pools it may be faster to mark reasons or comments for multiple applicants at once To do this click this button at the top of the assignment screen Edit disposition reasons for selected applicants Check the reason s from the selection list and click Apply This time reasons will be applied to all applicants in your list at once You may still edit individual applicant s reasons one by one Assign Disposition Reasons Applicants marked as Meets basic qualifications Edit disposition reasons for selected applicants 4 applicants selected 101 applicants available A File warrants additional info via Skype Applicant Status Alternate for position Farrell Brenda Complete B As a result of Skype interview not as strong Will be added to 2 applicants SO undo Duplicates or significantly overlaps existing area of strength in department school college Fay Emil Withdrawn after recommend for interview g y y Interview showed some deficiencies O Will be added to 3 applicants SO undo Job talk showed some deficiencies Lacks sufficient clinical experience 4
17. Herzog Adalberto Complete P Lacks sufficient contributions to diversity cultural competence Lacks sufficient depth breadth of research creative excellence or impact Lacks sufficient leadership experience for position Apply Cancel Mead Margaret Recommend for interview 42 UC Recruit User Manual Statuses and Short listing Which status is considered shortlisted The shortlist consists of all applicant statuses beyond Serious consideration Those include Recommend for interview Interviewed Proposed candidate Offered Accepted offer Declined offer Hired Withdrawn and Campus declined Serious consideration is NOT a shortlist status Updating Applicants Statuses It is imperative that an applicant s status be kept up to date and is current This ensures that the data is accurate at any stage of the recruitment which is critical for approvers of reports as well as ensuring the campus is accurately represented in systemwide reporting Update statuses in real time rather than wait to make the updates when a recruitment is near completion Then when a recruitment is near completion a final candidate should be marked and identified in the recruitment as Offered Hired or Declined as well as reasons for declining a recruitment offer 1 From the Qualified applicant list or the Entire Pool view click the link in the status column belonging to the applicant Note the Status column is on by def
18. Not Meet Shortlisted No Hidden No Finalized No Overview ee Documents Jump to Documents gt Documents amp Applicant Documents References E Curriculum vitae Last updated Apr 16 2013 Comments amp Flags Your most recently updated C V Visit Seminar Letters of Reference amp Neal Boehm Yale University Last updated Apr 16 2013 Comments Jump to Comments Your Comment Your comment will be displayed to the rest of the search committee My 2 cents Kim Gerrard kgerrard uci edu Flags Jump to Flags Display to reviewers Add Flag The Overview section includes 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 Information View or update the applicant s address email username personal web site employment and degree information The Overview section also includes Applicant Status Another way to edit the status or return to the offer proposal 45 Manage Applicant for Professor of Dream Job 1 JPF00508 Americo Kautzer Status Applied Update status u S References Comments amp Flags Visit Seminar Basic Qualifications Unknown Meets Does Not Meet Applicant
19. Other without Or filter for all Inactive recruitments Has Applicants C Show Inactive Reset Your recruitment filters stay the same on this page as you ay move throughout Recruit Click Reset when necessary 14 UC Recruit User Manual Working with the Search Plan Find the recruitment and click either the Search Info link or the JP number Submission Dates jp Pending m Open M Closed but not Final Name Department Submission Dates Actions M Final and Closed aciate Professor Cardiovascular Department DEF Open Make Inactive Kin Gerrard 1 27 2014 6 28 2014 PF00594 AS Dates Details The Details section summarizes the recruitment Committee chairs editors reviewers and approvers can view this section but only analysts can edit it Lecturer JPF00646 Department booya A School of Aliquid BC Description Search Info Reports Applicants 0 Details OPEN Diversity Applicants can apply to the recruitment immediately as it opened on Jun 9 2014 Download Search Plan https recruit ap uci edu 31002 apply JPF00646 Approved 1 1 on Jun 11 2014 Advertisements Published on Jun 11 2014 by Kim Gerrard Unpublish Qualifications General Information Edit Dates Edit Selection Process job JPF00646 Type Open Close Final Committee Department Department booya A School of Aliquid BC Open date 6 9
20. Plan 2 Search Outcome At a glance this documents whether the search was successful failed or canceled You will be prompted to complete the search outcome if you haven t already done so 3 Information about proposed candidates Salary control number assigned senate positions school college department discipline field senate positions anticipated start date percent time level of appointment Senate positions title rank step non senate positions salary non senate positions and candidate s CV will be included in the report 4 Evidence of advertisements The list of all locations where the advertisement was published posted or distributed as part of the search will be included in the report This field is in the Advertisement section of the recruitment s Search Info For senate searches provide verification of ad publication and payment in a national professional journal online or in print 5 Letters amp Memos All letters memos written recommendations etc that have been uploaded into the Documents section of the recruitment s Search Info will be included in the report 6 Interview materials All interview documents or other notes from the interview process uploaded into the Documents section of the recruitment s Search Info will be included in the report 7 Actual Search and recruitment efforts What efforts were actually made to reach groups that are underutilized underrepresented minorities women protected
21. Reasons Pool Diversity Search Outcome The diversity of the pool as the search progresses Watch for any large shifts from one row to the next African Native Minority Pool Male Female American Hispanic American Total All Responses 48 0 52 0 24 4 19 9 18 2 84 7 All Applicants 48 4 51 6 24 7 20 1 18 4 85 1 see candidates Shortlist 48 8 51 2 247 20 1 18 4 85 1 see candidates Affirmative action goal ESS Add Learn more about your unit s AA goals Not specified Equity Advisor ESTERS acd Edward Equity Advisor lt ap no reply recruit ap uci edu gt recruit amp Proxy Equity Advisor Role ES Add The Diversity section includes Specialties and Benchmark Data lists the recruitment s specialties and the corresponding national availability data that is provided via the UC Office of the President to Recruit Note The average takes into account the number of individuals in each specialty so a specialty with many individuals will have a 16 UC Recruit User Manual bigger impact on the overall average than a specialty with fewer individuals Pool Diversity This table enables search committees charged with ensuring a diverse applicant pool to better perform that task e When there are less than 5 responses to the first two rows the percentages are Suppressed e Equity Advisors Diversity Analysts and Recruit Admins have access to personally identifiable gender and ethnicity via their
22. Status g Edit Applied Applicant Information g Edit Contact Information Name Americo Kautzer Email address jalen ernser name Phone number UC Recruit User Manual Shortlisted No Hidden No Finalized No Mailing address 881 Zoie Camp Wilmerhaven Texas 39179 4217 Web address Employment Information Current affiliation Laudantium School Current job title Autem Culpa Degree Information Degree name et numquam Degree institution Ea College Date of degree 2012 04 14 13 56 16 PhD Advisor 1 Emmett Adams MD PhD Advisor 2 Mrs Mckenna Gleason Dissertation Title Quia distinctio recusandae illum et dolores in perspiciatis Documents amp References Manage the Applicants Documents Fully manage the applicant s required 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 wmv m4v mp3 mp4 psd swf tiff Manage Applicant for Professor of Dream Job 1 JPF00508 Americo Kautzer Status Applied Update status Overview Information Documents amp References le eel Comments amp Flags Visit Seminar Basic Qualifications Unknown Meets Does Not Meet Download PDF bundle Application Documents Curriculum Vitae Required Your most recently updated C V Delete file 2 Cover Letter Optional Upload _ Statement of Research Optional
23. after the Final date the Final date will automatically be moved to accommodate it SE Recruit User Manual o Applicants may apply before the Final date even if there is no upcoming review date In this case they will be informed that their application may or may not be considered Title Codes and Specialties Title Codes Academic Title Codes map directly to salary scales and the codes that are input into this field must reflect the wording in all advertisements for the recruitment After the Search Plan is approved the title codes are no longer editable This helps to ensure the scale is not retroactively changed to suit a particular candidate To cue you lock icons appear in the field along with a tool tip when the icon is rolled over In the case of clerical error only a Recruit Administrator may override the lock Type a title code in the box Or type part of the name for example Prof The system will provide a menu of title codes to select There is no limit on the number of title codes Click the x to remove a title code Title codes x 3618 ASSOC LIBRARIAN TEMP STATUS Non senate 3622 ASST LIBRARIAN TEMP STATUS Non senate Start typing a title code to add more title codes or click the x to remove a title code 3 Title codes will be locked after the search plan is approved Hiring Type This section is automatically filled in for you based on the Title Code s chosen Specialties All appl
24. applicant applies ii ai sia teers eee Published on Jul 10 2015 by Xen Eldridge Unpublish Editing the Recruitment 29 UC Recruit User Manual Editing an Approved Plan The flexibility of Recruit allows editing of any area of the plan even after approvals and the PDF will be updated accordingly But be advised once a role has approved the plan there is no re approving it for that role In other words if your Dean has approved the plan and then you make a change Recruit does not provide a way for you to resubmit the plan for approval to the Dean a second time If you wish to change the ad after approvals please contact OEOD Editing a Published Recruitment Once published the final PDF of the approved plan is available for download This is a snapshot in time a historical record of what was approved If you make changes to the recruitment of any kind after it is published the change will not be reflected in the PDF Your own department s business practices should dictate when it is prudent and necessary to edit information that has already been approved and or published just as you would in a paper process Use the inline edit buttons on the Details page to edit information related to the recruitment General Information Edit Edit the position name department title codes salary control proposed salary etc Contact Information Edit Customize how various parties can inquire about the recruitment Des
25. applicas EET e o Cancel 2 Then click Create Search Report Search Report Approvals To initially submit a Search report follow the same instructions as for submitting Applicant Pool and Shortlist reports Live Updating of Search Reports Make any changes to the Search Report as necessary and all approvers will see those changes as soon as they happen 1 Update any of the components of the report as needed 2 Then return to the Search Reports screen and choose Search Report from the reports menu Applicant Pool Shortlist Search Report 3 Click Preview The changes you ve made will be evident 4 Use the Notify Approvers button on the approval screen if you want to send an email about the change that previous approvers should know about 58 UC Recruit User Manual Notify Approvers Existing Report Saved Search Reports Recruit stores all existing search reports in the Saved Reports section The reports maintain their original content approval status and list of signatures gathered If you need to update a saved and previously submitted search report you can simply convert that search report to be live updating and any changes made will be reflected immediately 1 Find the report in the Saved Reports section and click on Update approval 2 The following dialog box opens Are you sure you want to update the report being approved This report will become a current report and wil
26. approved e g Medieval Studies e Department Select your department from the drop down menu If this is a cross listed position multiple departments or schools finish creating the recruitment and edit the department field afterward e Salary control salary range and rank step These optional fields will help with tracking e Search Information o Choose whether this position advertised broadly or specifically targeted o Choose whether this recruitment is newly allocated or if it is being re listed from a previous academic year This is for UCOP and the need to analyze applicant diversity data Search Information den Click the Tool Tip for Search breadth Open search explanation Is this an open general search or a targeted specialized search a Initial search Newly Allocated allocation Is this position newly allocated or is it being re listed from a previous academic year e Optional Information Link 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 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 Open Closed Final Recruitments vs Pool Recruitments There are two distinct types of recruitments Open Closed Final and Initial Review Dates Open Until Filled IRD A
27. be limited to those that are job related as all comments become part of the electronic record e Comments are entered in the box provided and by clicking Add Comment e Owner s names and a time stamp appear to others below the comment e One comment is permitted per applicant You may return and add more text but it is still considered one comment e Owners may remove their comment by clicking Edit Comment and erasing it e There is no limit on the number of characters permitted in the comment field 7 Flags Flags are intended to be a unique set of labels applied to applicants to help categorize them e Flags are entered in the box provide and by clicking Add Flag e Owner s names will be displayed below your flag e Flags are by default displayed to the rest of the search committee e Analysts committee chairs and editors may privatize their own flags and may privatize existing flags placed by others on a per applicant basis 68 Appendix B Notifications Sent to Applicants 1 The application has been started Sent to applicants when they start their application Will be suppressed if the analyst added the application If IRD recruitment includes a notation To ensure full consideration complete by review date If IRD recruitment includes a notation if application was submitted after the review date See sample below Subject UC Recruit Application Started Dear applicant name Tha
28. campus visits notes about meetings etc The documents you upload here will be part of the permanent record and included in the final search report viewable by any approver named Click Upload and choose the file from your computer Give the item a name Add a comment if needed Optionally associate the item with an applicant s name using the drop down selector Click Upload File a aE a Upload Interview Material File must be a pdf txt or image Choose File Documents i estions pdf Name of file Research paper questions Dr Burke Comment These are specific questions related to Dr Burke s research paper Associate file to an applicant optional Burke Winston x CECRI Cancel Disposition Reasons The Disposition Reasons section includes Applicant Disposition Status Panel Use this panel to see which applicants need disposition reasons before running a Search Report Click on one of the links to be taken directly to the disposition reasons assignment page for those applicants who are missing reasons or a comment If you have complete applicants who have yet to be marked as Meets or Doesn t Meet Basic Qualifications there is a link for that as well Any committee member and approver named in the search plan have read not write access to this section Applicant Disposition Status Disposition reasons or comments must be assigned for all complete on time applicants who have not
29. for their departments complete the search plan publish the recruitment assign search committee roles manage the applicant files and generate reports School Analysts have the same access rights as the Department Analyst but on the School level Committee Chairs primarily review and manage the applicants Chairs are able to see incomplete applications mark applicants as qualified or unqualified send bulk email to applicants update applicant statuses etc Chairs also may add edit portions of a recruitment s information information that is part of the Search Plan and or Search Report Committee Editors have the same access rights as Committee Chairs Search Committee Reviewers primarily review and manage the applicants They have viewing rights to completed applications and may comment or flag applicants They have viewing rights to a recruitment s information but unlike chairs or editors reviewers have only read access rights Equity Advisors This role is often part of the approval workflow for the search plan and reports They have viewing rights to view completed applications for a given recruitment and can view and create diversity reports In addition they can download all encompassing applicant diversity data Central AP Analysts have access to download a number of reports to provide to UCOP Diversity Analysts This role is often part of the approval workflow for the search plan and reports They have viewing ri
30. http sites uci edu ucrecruit for recent product updates that may not be included in this edition of the guide LC Trvine s KECKUIT Devel opment Team What You Need to Know Before You Start Operating Systems amp Browsers Recommended operating systems Microsoft Windows 7 8 and Apple Mac OS X 10 Other Recruit s responsive design is compatible with up to date mobile devices Supported browsers Automatic updates are always recommended to ensure a secure and modern browsing experience as certain technologies may lead to a degraded or otherwise suboptimal browsing experience Each of the latest browsers are supported along with backwards compatibility for one full version still supported by the vendor Google Chrome Mozilla Firefox Apple Safari Internet Explorer How to Log Into Recruit To access Recruit you must have a UCInetID UCI s authentication system for the campus community The UCInetID is automatically generated for all faculty and staff when they enter the payroll system however it must be activated If you have never activated your UCInetID instructions are available at https ucinetid2 nacs uci edu activate Log into to Recruit here https recruit ap uci edu A link to Recruit is also available on UCI s Academic Personnel homepage http www ap uci edu All trainees will use Recruit s training site at https recruit ap uci edu training 1 Click on UC Irvine Faculty amp
31. remove other s flags with the Edit Remove links Comments Comments are displayed to the entire search committee They should be limited to those that are job related as all comments become part of the electronic record Enter a comment in the box and click Add Comment Visit Seminar Schedule or edit applicant visits for viewing by the search committee Add abstracts and biographies into the summaries Optionally schedule additional events associated with the visit 1 Click the link Schedule a visit seminar link Manage Applicant for Professor of Dream Job 1 JPF00508 Americo Kautzer Status Completed Update status Basic Qualifications Meets Does Not Meet Unknown Shortlisted No Hidden No Finalized Yes Information No visit or seminar scheduled yet Documents amp References Comments amp Flags S OMMENES amp Flags 2 Add a title summary bio of the applicant and the main event date in the form and click Next e Schedule a visit seminar Schedule Visit or Seminar Step 1 Information gt Step 2 Schedule Visit Seminar Information Title Job Interview Summary Meet and greet Chair and others Sed ut perspiciatis unde omnis iste a natus error sit voluptatem accusantium aperiam eaque ipsa quae ab illo Inventore veritatis et quasi architecto beatae vitae dicta sunt explicabo Nemo Y enim ipsam voluptatem quia voluptas sit 4 Main event date Apr 30 2013
32. the applicant s documents within the browser frame Note 67 UC Recruit User Manual Browser versions and third party PDF readers may affect the use of the viewer Viewer e Download link Click on the hyperlinked filename to download the document to your computer Note this method downloads potentially sensitive information to your machine Use with care Download e Download PDF Bundle The Download PDF Bundle button appears in the Review section on the screen This is the recommended method to view all documents and letters Interstitial pages are placed in between each document with the title and any other information about the document if available Download PDF Bundle 4 Letters of Reference e References names and letters if letters are a requirement appear below the documents section e If the letter has been supplied it is viewable via any of the three methods mentioned above e If the applicant has requested the letter this will be indicated Letter requested but not yet uploaded e f the applicant has not yet requested a letter this will be indicated Letter of Reference not yet requested 5 Review Personal Note This feature is available to all reviewers and not viewable by other committee members Notes should be limited to those that are job related as they become part of the electronic record 6 Public Comments Comments are displayed to the rest of the search committee They should
33. 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 oh My Colleague have read and understand the confidentiality information above Accept amp Continue or cancel 4 References will upload their letters or they may type them in There is no editing capability but references may overwrite their previous letters by logging in as before and replacing their letters Provide Letter of Reference References may upload one file e You will not be able to edit your letter after submitting it but you will be able to provide a new one The files must be pdf s e Applicants can not view your letter in Recruit but will be notified that you have submitted it E The files must be less than OMB in size Letter is for Josephine Applicant applying for My Test Position in Letters are also accepted as plain text eE PEAR KE a Office Donald Bren School of with out any form attin g e A letter cannot be edited after submission Upload letter as POF Type in letter Ge but References can provide a replacement Letter of reference must be a PDF file or other supported media type ACCepted as text e Applicants cannot view the letters in Recruit ssa nes niaieiiinaiss mea aac but will be notified that they have been neue ee submitted Sn e Recruit automatically sends a message Optional Comment thanking the Refe
34. veterans and individuals with disabilities Committees may have added to their original plan during the search This field is required information on all Search Reports 8 Applicant Disposition Reasons All applicants marked Qualified and Unqualified must have disposition reasons Analysts will be prompted to enter this information before creating a Search Report Creating Search Reports 1 From the main Recruitment page locate the recruitment and click the link Reports PF00594 Associate Professor Cardiovascular Search Info Reports e _ tal Oe ee Aan tt te pe ee i ie ae 2 Or click the Reports tab from the Search Info screen or from the top of the list of applicants Reports 3 Choose Search Report from the reports menu Applicant Pool Shortlist Search Report 4 Click Preview to see the report before creating it Make any changes necessary 56 UC Recruit User Manual 5 Before creating a Search Report there must be recruitment specialties and actual search efforts Current Reports Report No current search reports Before creating a Search Report Recruitment Specialties must be selected Adc Actual Search Efforts must be entered Add now 6 Click Create New Search Report amp Create New Search Report 7 Title the report in the space provided Create New Search Report Search reports contain summary information about the recruitment including information about an
35. 2 Us r R l s IN REUN errereen erer nE EENE E nacnscetsyctapinatiaacidateetteiense hanstep eecietsioa tirana deetscin usetsemiexeateeedneatiee nated 3 Part 1 Recruitment Manageme nt cccsccssecseeesseeeeceeeeeeeceeeeneesescenecesonesenseeeseneseneseneseesoes T Create the Basic Recruiment ssriisissera riie ENa EAE T Open Closed Final Recruitments vs Pool RecruitmentS cccccccccceccecceccecceceecnecsesnensesteeeeeteeeeeneeseess 8 Title Codes and Specialties 20 cc ccccccccccccnccsecceecseeneecsecceeeseeseessuensesseeceesseecsessesneessuensusseessesseseessesneesseeees 10 Configure the Recruitment for Online Applications ccccecccecceecceeeeeceeceeeseeceeeseeeeeeueeeeeteeeeeeseeeeeess 11 Find and View RecruilmenlS eee ete eee EE cere ee eee ee EEE 13 Working with the Search PLAN ss siaiscssoccieacecoccacosieacctesacerwmanssecwessausinnaiionbevedoesBaredshasaeesddacdeuveenietunccsaedieeedeteodenes 15 DOTI D a e E E E E E E E OEE nes E EE 19 DIVOS V e e EE E A EE A E E EE A E E E E EA 16 AVETI EN O S a a E E N A E eer ee ee ee ee oe 17 Ua AU I e RE E AA EAA EAE at AAE AA EE A E E E E E 19 EE OE E gg 0 S A N E AEE ee AA E E AA A EE E A E ene ee 19 OTIS Ces a E E E A AE E EEA E E EA AE E A EE O E EAA 20 VOCUM AI ere EE EE E ste E E E E EEE O esc os E E E seer E AEE ES 22 PIS OSI ONT F OI OVS eors ear E EEEE A A as E E E E A 23 ST 8 616 0 O eae eee te ete ne een eae ee ee eee ee ae ee ee A ee eee 25 SER PAMADI OV
36. 2014 Monday cabelas Title code 1100 PROF AY Close date 6 9 2015 Tuesday Type Senate Tenured SOE Recruitment period 365 days Disposition Reasons Salary control 12345 Finaldate 6 9 2015 Tuesday Academicyear 2014 15 Search Outcome Breadth Document Requirements PES Edit Initial allocation Newly Allocated Curriculum Vitae Your most recently updated C V Open search Contact Information Edit Cover Letter Statement of Research Mailingaddress 5072 Considine Turnpike Emardview Delaware 88467 Statement of Teaching Faculty Staff contact Ima A Lyst Misc Additional a lt a Reference Requirements ERTS eat Help contact bawinn uc edu More info http www ourdept jobs uc edu Type Letters of recommendation required 1 Description Edit optional 4 Our department is conducting a search for an individual of Visibleto All reviewers international reputation working at the forefront of interdisciplinary awesomeness with a proven record of Internal Analyst Notes Edit engagement and collaboration with other members of this dj j olin e Similar to prior search in 2013 URL for Applicants A unique URL for the recruitment is displayed in the status box at the top of the screen It s used for job ads postings electronic mailings and links on other websites The Status of the Plan Dynamically changing status boxes appear at the top of the Details screen that help the a
37. A ae ee ene ee ee ee ee eee eee ee 26 SULMIT th Plan TOF AD DIOVANS iicvesipccsescatwaatesaadaccanuieodinstisaonaatnavaewe EO EEA EEEE AEAEE 26 Monitor Approvals In Progress cccccccccccccecceeceecsuesecsecseeseeseeseeseensessensesseesecsecseensesensensessessecseeseeseenees 28 Pu blish the Approved Plame sisis reetis eeaeee A aeS AEE E EEKAN EEEE 29 To Unpublish a Recruitment ccccccccecccecsecceececcuccsececseseensussessuesensuesueseessessessessessusgessuegessueseeseeneeseess 29 E CUA TERONG serae a E E T E A 29 Eding ah Approved Fl an serres enee A EE EE E E E E 30 Editing a Published R Cruitment ccccccccccccsecceeccueseuccusnesccusnescsussenecusseneauenesnsusnsessusseseaucneneausnassansans 30 SS CIA NI e e E A E E ANE E A O E NEE AEA E EE E 30 Editing Department Names Cross listing R CrUitMents ccccccccccececseecseecueecseecseeeseeeseseseesseeeseeeaees 31 Editing Submission Dates Changing the Recruitment Submission Type cccccceceecneccnecseeeeeseeeees 32 Editing Documents Requirements after applicants have applied cccccecsecceecseccnececenecseceeesseeees 32 Part 2 Applicant Pools and Individual Applicants ccccsseseeeeeeeeeeeeeeesesneeneseeeeneees 34 TOONS t Use with the Applicant List steed ercrescrccenta nies cena ne sat a aasinten oi irern a EEEE EELEE NSE EEEa 34 EMAFNCADDIC S ee see E E S eeeentosieeneges 37 Marudi Add AUN Pt EAN crac E aes E E E 38 BaSe TA ONS eE EE
38. Academic Personnel Recruit USER MANUAL Produced by UClrvine s Office of Information Technology November 6 2015 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 early approvals opening recruitments applications 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 UC 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 for 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 Website at
39. C Recruit User Manual How References Use Recruit 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 Irvine 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 uci 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 Welcome to UC Berkeley AP Recruit Submit a Letter of Reference You are logged in as My Colleague if this is not you log out Read amp accept Upload confidentiality statement letter of reference 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 material below the signature block Therefore material that would identify you particularly information about your relationship to the candidate should be placed below
40. Department D Submitted for approval 7 25 2014 by Kim Gerrard Search Plan gt _1_upcoming approval request Applicant Pool The approval request screen Approval Request Approval requested for a Plan for Cardiovascular Professor Extraordinaire JPF00667 Download plan a Leave a comment amp Approve Plan as Dean s Analyst gt Approvers 0 3 required have approved gt Comments 1 Download button opens a PDF of the plan or report Leave a comment button to leave a comment for the analyst and or other approvers v Comments 0 Hint Approvals marked as read will alert you when they change Mark approval as read Cancel Approve button to approve the plan gt Approvers displays the identities of any other approvers named in the workflow The arrow indicates who is the next person in line to approve Roll over the icons with your mouse to see the approval date and time gt Comments expand the comments arrow to read comments left by others 65 UC Recruit User Manual How Committee Reviewers Use Recruit Committee reviewers log in using the UC Faculty amp Administrators link on the RECRUIT homepage gz RECRUIT Academic Personnel Systems Welcome to Academic Personnel Recruit Recruit is a part of the Academic Personnel Systems for the University of California Irvine mesa Applicants Piok Apply for an academic position at UC Irvine or manage your existing applic
41. E 49 UC Recruit User Manual 3 Schedule any associated events that may occur during the visit seminar and click Save amp Done Schedule Visit or Seminar Event Schedule Tuesday April 30th 2013 10 00am 11 00am Meeting with History Dept TBD Edit Remove 2 00pm 3 00pm Housing Office University Hills Edit Remove Add a new event Event Dinner Start Apr 30 2013 E 7 00pm End Apr 30 2013 El 10 00pm jo Location U Club Add Event 4 After saving you are returned to the main Visit Seminar screen This is where you find links to a flyer and a formatted itinerary that you may print and distribute Manage Applicant for Professor of Dream Job 1 JPF00508 Americo Kautzer Status Completed Update status Basic Qualifications Meets Does Not Meet Unknown Shortlisted No Hidden No Finalized Yes Overview Information Information Edit Documents amp Title Job Interview References Summary Meet and greet Chair and others Bio Sed ut perspiciatis unde omnis iste natus error sit voluptatem accusantium aperiam eaque ipsa quae ab illo Comments amp Flags ed p dh Inventore veritatis et quasi architecto beatae vitae dicta sunt explicabo Nemo enim ipsam voluptatem quia voluptas Visit Seminar sit aspernatur aut odit aut fugit sed quia consequuntur magni dolores eos qui ratione voluptatem sequi nesciunt Neque porro quisquam est qui dolorem ipsum qui
42. ES A E AAS 39 DISpOSINON REASONS orroe E EEEE EEE EEEE 41 Stat ses and SMOM lISUMG sssrinin ednina eien AENEA SERES ETER EE EEEE RETE ea 43 Paa MTAP AE USOS e E O E T E ee E eee 43 eet 8 O10 510 OA 21 ea a E ee A E A E AEE E A A A E S 44 PEC ERCIS ON aE A E E A E E EE oe E E E 44 Manage the Applications vrcosscsnccedecsonsessacotndsheosaceevedencsacsanadionislndeecadeiaeuceebaniendsleenonnaskeamontiaacseodeteseaseateeseucees 45 DY SIV AE va EAE A EA AEA EA A 45 OT O aE E EET A E IEE EAEE ae ENEE EEE EE E E E AE 45 POCU ONS E RITENE S aaa a E T E AA A EEA A ee ere eo E E 46 Manage the Applicant s Comments amp FIAQGS ccccccccscccseccseccecesecseeceseecsuecsuccseecsuesseesseeeseesseesseeeseesaaes 49 VSI SDT PAPE E E A E E EE E E E S ue N 49 Po a RE aaa O E EECA 51 Applicant Pool and Shortlist REDONS serraria enean iE NEN RE AE ERA ENANAR 51 FPE ADPIC OO TROD ONE rora eE EE E E ceca ete 51 UC Recruit User Manual TS TI E SE FC OI E IEEE EA OET IE E A A es ga etc interes alana tele paar EE A E 51 oT E a 016 E ne ene ee ee ne eae eae ne eel ee eee ee ee ree 51 Diversity Reports 210 6 0 2 gt eae eee neo ee ee eee rc en eee ee eee 53 EO AI Fao OW BS coasters cc sgn ces ssc ae eer ae E eae se T E E ate eee acca teceeasees 55 GCE REDO ee ne ee ne ee ae re er ee ae ee A E 55 Search Report Components 0 ccccccceccnecceececseecsucsensesseesseeseensecsuensessuensesseessessuensesseenetseentesseeniesaeees 55 Creating Search Repotts
43. Multipurpose Bldg University of California Irvine 92697 2225 Finally look over the information for accuracy and click the Save amp Done button Information g Edit Recruitment name My Test Position Department International Programs University Programs Academic year 2013 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 Basic Recruitment Completed The basic particulars are done but you will need to configure it further If you re ready to input the required document and reference information choose Yes Configure for Online Applicant Management in the confirmation box Or you can stop here and configure this at a later date 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 Now You can configure this position at a later date by using the Configure for Online Applicant Management link on the Recruitment list No Done for Now Yes Configure for Online Applicant Management Configure the Recruitment for Online Applications Its time to defin
44. School of Physical Sciences LAnalyst signature University of California XYZ 6 Access your application 71 UC Recruit User Manual Sent to applicants who were added by an analyst when the analyst activates the application to allow the applicant to log in Subject UC XYZ Recruit Access Your Application Dear applicant name The application that was created in your behalf is ready for your inspection and or management Position Name Assistant Professor Atmospheric Chemistry Department Chemistry School School of Physical Sciences To access your application log on within 72 hours by using the following link Link to log in This will 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 LAnalyst signature University of California XYZ 7 Notification of a new optional document request Asks an applicant to log in and provide a document that was added after the recruitment opened Sent to all applicants complete or incomplete A date to provide the document is provided Subject UC Recruit Optional Document Requested Dear applicant name You are being sent this email because you applied to the following position at the University of California Irvine Recruitment Professor of Lorem Ipsum Department Department D Please note that the hiring department has requested that you provid
45. UC Recruit User Manual Support Tools Campus Settings Site Settings Q Find Applicants Manage Front Page News Approval Workflows Browse and filter all applicants Create and edit front page news items Configure default approver lists Q Find References sa Manage User Roles pJ Permission Options Browse and filter all references Edit assign and remove user roles Configure what permissions roles have Q Find Approvals W Manage Academic Unit Hierarchy Features Browse and filter all approvals Create and rename academic units See which features are enabled on this site Proxy as User Redis Info Assume the identity of a user See statistics on the Redis server backing this site Create Fake Recruitment Create a fake recruitment for training or other purpose Diversity Benchmark Availability Data View availability data for 2014 2015 Menu shows administrative tools that are available depending on user s role Find Applicants Search for applicants past or present in Recruit Find Applicants Change Columns Q Zion Search Originated Applicant Analyst added Username Email M Added by analyst M Not added by analyst Nam Nooba Physics Professor O ed by yS Okuneva Zion No rylee1 lea champlin biz Manage Filter Reset Find References Search the Reference logs This information is used to determine if e The token has been input incorrectly e The letter has not yet been requested The applicant has rev
46. a dolor sit amet consectetur adipisci velit sed quia non numquam eius modi tempora incidunt ut labore et dolore magnam Main Event Time Tuesday April 30th 2013 Schedule Edit Timeline Tuesday April 30th 2013 10 00am 11 00am Meeting with History Dept TBD 2 00pm 3 00pm Housing Office University Hills Printer Friendly Versions Links open in a new window Flyer e Itinerary e Delete this entire visit seminar The completed visit seminar information 50 Part 3 Reporting Applicant Pool and Shortlist Reports Analysts may create two types of diversity analysis reports and solicit approvals by key people whom they will identify through a roles list Typically Department analysts create diversity reports and submit them for approvals However central campus Diversity Analysts and campus Equity Advisors may also create shortlist reports for their own use The central campus Diversity Analyst also has the option to override the default dataset based on title code hiring type to create a report using different availability data The Applicant Pool Report The Applicant Pool report may be thought of as an interim report It shows aggregated results from the diversity data collected from applicants who completed their applications took the survey and have been marked as Meets Basic Qualifications Their responses are compared against national averages This report is intended to be reviewed and approved before any
47. ail bla bla ick Diversity Survey Applicants read about the Diversity Survey and click the link Submit diversity survey and complete the short survey Applicants may submit their Diversity Survey at any time even after the recruitment is officially closed The purpose for the requested information is to meet the University s legal obligation as a Federal contractor The information you provide will be kept confidential and will remain in the Office of Equal Opportunity and Diversity See note below Privacy Notification The state of California Information Practices Act of 1977 requires the University to provide the following information to individuals asked to supply personal information about themselves Information is requested in compliance with Revised Order No 4 issued pursuant to Executive Order 11246 and with other applicable Federal Diversity Survey amp Academic Applicant Data Request Invitation to Self identify Demographic Information The Categories isted below are consistent with federal reporting requirements A definition of the categories is linked to the values listed below Please select the category that you most identity with of for which you believe most people would identify you Should you have Questions about these categories please Go mot hesitate to contact the Office of Equal Opportunity and Diversty 103 Mutipurpose Science amp Technology irvine CA 92697 1130 Phone 949 824 5594 Ema ceod uci edu Th
48. alifications Unknown Does Not Meet Note You can revert a Qualified applicant back to Unknown if you discover required documents have been deleted from the application If the required document is re uploaded the applicant will automatically move back to Qualified Unqualified applicants view The Unqualified Grey category contains applicants who have been marked as Does not meet basic qualifications Qua lified Read Visibility Basic Qualifications Disposition Reasons Read Unread Hide Unhide Meets Unknown Send Bulk Email Assign Reasons Unknown O Personal Note Applicant Highest Degree Current Position Status Last Upda Add Stark Jane a incidunt Officiis Dicta School Withdrawn Oct 2 201 Unqualified Odio School f Manage Log amp Download Entire Pool Applicants marked Does Not Meet appear on the grey tab To move an applicant back to Unknown or to mark them as Qualified 1 Puta check in the empty box in the applicant s row 2 Click Meets or Unknown Basic Qualifications Meets Unknown 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 Disposition Reasons Disposition reasons are an important component of the final Search Report and reasons must be assigned to ALL appl
49. alified applicants Your approval still stands However if you wish to view or comment on the changes please visit Link to approval screen If you have any questions please contact the user who requested the approval Analyst s name email To change how you are notified about approvals click here Link to change notifications 19 UC Recruit User Manual Notifications Sent to Analysts Notification of approver s comment Email is sent to the submitter of the item Plan reports etc when an approver leaves a comment Subject UC Recruit Approval Comment Associate Professor of Chemistry JPF00123 Hello John Faculty left a comment on the following approval Recruitment name Associate Professor of Chemistry JPF00123 Approval request for Search Plan Please be more specific about your planned search recruitment efforts To view or comment on this approval please visit Link to approval screen for this recruitment search plan Message generated by UC Recruit To change how you are notified about approvals click here Link to change notifications Notification of completed approvals Email is sent to the submitter of the item Plan reports etc when all required approvers have signed off Email also informs recipient of the next steps to take Subject UC Recruit Approval Complete Associate Professor of Chemistry JPF00123 Hello Your request for approval is complete Recr
50. an Date obtained 1999 PhD Advisors Not provided Dissertation Not provided Account Information Username rhondachase Change username Password Not displayed Change password My Files Applicants upload the necessary files using the Upload Now link If an applicant needs to mail in documents via U S Postal mail the Show link displays the department address f My Dashboard Upload Cover Letter Statement of Research Statement of Teaching Misc Additional Alternate Submission Informatior Show My References When Contact Information Only is required providing the reference s name amp information satisfies the requirement 62 UC Recruit User Manual When letters are a requirement the applicant will be expected to provide the contact information AND request the letter A completed application is not contingent on the receipt of the letters In other words applicants have fulfilled the requirement for letters once they have requested them Applicants may re notify their references at any time even after the recruitment is officially closed Applicants can see when letters have been uploaded but will not be able to view them Awaiting 1 response from reference Reference has been notified The applicant has fulfilled this requirement my pal ast notified on Sep 17 2013 12 25pm Required Request letter of reference again Edit reference Delete Not yet provided by reference em
51. and are allowed to see them Recruit Administrators only All diversity reports are created and managed by a central administrator Update Application Visibility Incomplete and late applications are visible to Admins Analysts Chairs and Editors Allows committee chairs and editors to see applicants with incomplete or late applications Admins and Analysts only Committee chairs and editors will only see applicants with complete on time applications Upaate 85 UC Recruit User Manual Features See which of Recruit s optional features are enabled Contact the Recruit team at UCI to enable any features you would like to enable Administrative Reports Start with Reports in the top menu bar Home Recruitments Approvals Admin Reports Help Reports are grouped by those required by UCOP and the Applicant amp Diversity Reports UCOP Reports UCOP Reports gt Applicant amp Diversity Download Data Report Type Faculty Search Report Recruitment descriptions Core search committee composition Applicant pool composition Only meets basic qualifications applicants All applicants Shortlisted applicants applicants with the status of Invited for interview or later Hired applicants applicants with the status of Hired Recruitment amp Retention Report O Offers offer data including reasons why offers were declined Options Academic year 2013 2014 H Recruitment t
52. ant s row You may select multiple names and click the master checkbox at the top of the row Click the button at the top of the list of names Meets or Does Not Meet to move the applicant to the appropriate category vi a Y S Basic Qualifications Meets Does Not Meet Qualified applicants view Applicants found in the Qualified Green category are those who have been marked as meeting the basic qualifications These applicants diversity data will be used in the diversity analysis reports produced later 40 UC Recruit User Manual Qualifie d Read Visibility Basic Qualifications Disposition Reasons Read Unread Hide Unhide Unknown Does Not Meet Send Bulk Email Assign Reasons Unknown O Personal Note Applicant Highest Degree Current Position Status Last pa Add Thompson Margarett voluptas velit Perferendis School Complete Oct 28 Unqualified O Maiores Research Division Manage i Log amp Download Entire Pool Add Simonis Fay sunt nam Voluptatem Molestiae College Complete Oct 28 O Nesciunt Institute Show Hidden 0 Manage Log Download Add Predovic Sammie vitae eligendi Omnis Research Division Complete Oct 28 Status Pn Est School Not complete Manage Log Download 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 2 Click Unknown or Does Not Meet Basic Qu
53. ation example 5 Click Add notification message To see a sample of the notification visit the Help Docs by clicking the link View notification example 6 Compose your message in the box provided and click the button Notify applicants 7 Click Save Changes Save changes 8 The newly added optional document cannot be edited changed after being added 9 Verify the new optional document appears in the list of requirements on the Details page If a notification email was sent the applicant s log will document this with a timestamp Email sent UC Recruit Optional Document Requested 33 Part 2 Applicant Pools and Individual Applicants The Search Plan has been approved published and applicants have begun applying Locate the applicant pool from the Recruitments page Home Recruitments Approvals Help Locate the link beneath the name of the recruitment IPF02197 Assistant Professor in Mechanical Engineering Search Info Reports Applicants 186 Note For analysts editors and chairs the number in parenthesis is the total number of people who have applied For reviewers the number represents completed applications Tools to Use with the Applicant List Column Sorting Click directly on most column headers to sort the applicant list Search Box Zero in on the applicant you are looking for by typing in a search word and pressing return Change Columns Add or reduce the information abo
54. ations References Submit a requested letter of reference on beha elp Visit the help documentation gt Privacy Policy Accessibility About A Faculty Reviewer s Quick Guide is available for download in the sidebar on the Home page Need Help Quick Guides for e Approvers e Faculty Reviewers e Department Staff Check out the documentation or contact support Recruitments leads to all those which the reviewer has been assigned access Home Recruitments Approvals Help Reviewers may link to the approved search Plan and also to the applicant pool The number in parenthesis is the total number of completed applications PF02452 Associate or Full Professor Computational Neuroscience Search info Applicants 48 Applicant Pools Most of the same tools are available to Reviewers See previous section Tools To Use With the Applicant List For reviewers the applicant pool opens to the green Qualified view This view represents all completed applicants who have been identified as meeting the basic qualifications The analyst editor and or committee chair mark the qualified and unqualified applicants 66 Assistant Professor of Dream Job Search Info Applicants 5 amp Download This Data Download Names amp Addresses M Change Columns Read l Qualified Read Unread Unknown Personal Note Applicant Add i Unqualified B i Entire Pool Add Hsieh Kai o Status 4 Complete Serious conside
55. ative relevant and verifiable criteria Contact UCI s Office of Equal Opportunity amp Diversity for any help deciding which applicants meet or do not meet basic qualifications Entire Pool view The entire pool tab color coded blue lists all applicants Committee reviewers will see only completed applicants You may mark applicants from the Entire Pool view Say for example a PhD is a basic qualification Look in the Highest Degree column then 39 UC Recruit User Manual Find a completed applicant only completed applicants qualifications can be judged Put a check in the empty box in the applicant s row You may select multiple names and click the master checkbox at the top of the row Click Meets Unknown or Does Not Meet to move the applicant to the appropriate category aa ll dea Basic Qualifications Meets Unknown Does Not Meet The Entire Pool view respects any filters the user has 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 button Remove all Filters Quali fied Read Visibility Basic Qualifications Read Unread Hide Unhide Meets Unknown Does Not Meet Send Bulk Email Unknown Personal Note Applicant Highest Degree Current Position Status a Add Johns Wilbert et esse Alias College Not complete Unqualified O Eius Ut Institute Manage L
56. ault but if its missing add it with the Change Columns button For a definition of the status roll your mouse over the help icon wu CQ Add kiku_maruda_17004 Maruda Kiku phd Complete Nov 3 2015 2 36pm yale 0000 Manage Log amp Download 2 Then click directly on the status The update form opens Make a selection and click Update status Update status for Kiku Maruda Billion Dollar Professor JPFOO894 Complete current R Not complete Serious consideration Recommend for interview Interviewed Proposed candidate Offered Accepted offer Declined offer Hired Withdrawn Update status Cancel 3 Note Statuses are selectable only in a forward moving progression If a mistake has been made and you wish to roll back contact a Recruit administrator to unlock the statuses 43 UC Recruit User Manual Proposed Offers When updating to Proposed Candidate Offered or Accepted Offer the proposed offer section expands Proposed offer Appointment 1 Remove Department Blah Department Recruitment title 1724 ASST PROF IN RES HCOMP Step Percent time 3 100 Anticipated start date Starting salary Mar 1 2016 105 000 00 Discipline Bark beetles Add another appointment e If the recruitment is cross listed between units departments schools etc use the drop down menu to select the main unit to associate with the applicant e f multiple title
57. bligation as a federal contractor Link to Diversity Survey Thank you for successfully submitting your application Position Name Adolescent Psychology Assistant Professor Department Psychology amp Social Behavior School School of Social Ecology Username Applicant s username Status Submitted Login Link Link to applicant login You may continue to modify your application until Date After Date no further updates are allowed If you have any questions about your online application or the process please contact us Link to contact form UC Recruit Team University of California XYZ 3 Thank you for completing your application and survey reminder Sent to all completed applicants who have not taken the survey Sent 4 5 days before the recruitment s edit deadline a final date or review date Subject UC Recruit Application Confirmation and Survey Request Dear applicant name We request that you complete the following survey by Date This survey helps UC meet our obligation as a federal contractor Link to Diversity Survey Position Name Associate Professor Biochemistry Department Biochemistry School School of Biological Sciences Username Lapplicant s username Status Submitted Login link Link to applicant login You may continue to modify your application until Date After Date no further updates are allowed If you have any questions about your online appl
58. ch Outcome Qualifications What is the initial outcome of this search Are any applicants identified as proposed candidates Selection Process Committee Proposed candidate One or more a Failed no candidate The sea Documentation Canceled T Disposition Reasons Search Outcome asear 2 Make a selection Proposed candidate Failed no candidate or Canceled You may add notes about the outcome of the search Initial Search Outcome What is the initial outcome of this search Are any applicants identified as proposed candidates Proposed candidate One o Failed no candidate The search di Canceled 3 If no candidates have been updated to a proposed status and Proposed candidate is selected Recruit will remind you to go to the applicant list and update the statuses Alert There are currently no applicants with a status of Proposed Candidate Before creating the search report be sure and update all x applicant statuses to show which applicants are proposed candidates Manage applicants now 20 UC Recruit User Manual Search Plan Approvals After all necessary information based on the department s search business practices is provided the analyst submits the search plan for approval s Submit the Plan for Approvals 1 Return to the recruitment s Details section and click the link Submit it for approval PYT When this recruitment plan is ready submit it for approval
59. codes have been assigned to the recruitment use the drop down menu to select the title code to associate with the applicant e If offers have multiple appointments for example 50 Full Professor of Physics 50 Associate Professor of Statistics then click the link Add another appointment And complete the section Add another appointment When satisfied with the information entered click Update status The offer information is editable by returning to update the status Decline Reasons Sometimes a shortlisted candidate backs out When updating an applicant from Proposed Candidate Offered or Accepted Offer to Declined or Withdrawn choose a reason from the list provided Reasons given for declining Family Reason Child Care Elder Care Family Reason Spousal Partner Career Opportunity Cost of Living Salary amp Benefits Professional Support Other Unknown 44 UC Recruit User Manual Manage the Applications Analysts chairs and editors all have the ability to manage the applications although the analyst and editor generally do the tasks that are involved Click the Manage link below the name of each applicant Paucek Rebeca Y o ae ae 1 Overview Click Manage beneath an applicant s name and the application s Overview screen opens Manage Applicant for Professor of Dream Job 1 JPF00508 Americo Kautzer Status Applied Update status Basic Qualifications Unknown Meets Does
60. cription Edit Update this public facing important field Dates Edit Edit the open close final dates add review dates or change submission date type Document Requirements Edit Requirements are fully editable until applicants appear in system Reference Requirements Edit Requirements are fully editable until applicants appear in system Internal Analyst Notes Edit Add and edit any special notes Special Editing Additional Review Dates Your initial review date has passed and you need to add another review date On the Details page click the inline Edit button beside Dates Dates Edit Click the link Add new review date If this link doesn t show then the previous review date has not passed and you will have to wait to specify additional review dates 30 UC Recruit User Manual Edit Dates Open date October 13th 2014 Initial review date November 30th 2014 Public shown to applicants Private hidden from applicant G Add new review date gt Final date Dec 31 2015 a The recruitment will no longer be available to applicants after this date Type in a new review date in the box provided By default the new date is Public meaning you want all applicants to be are aware of the review date when they apply ee g tN ee en ee Sample Scenario In the example shown to the ay Gana tind Gab right the new review date April 17 2015 acts as the last modification date for a
61. d over Lette Download tement of Research Download Letters of Reference 1 5 required Holly Unlikely etter requested but not yet uploaded The Parts of the Application Return to List of Applicants Review Babetatlatnr Personal Note Not shared with the committee imit personal notes to those that are job related All personal notes become part of the search record and may be accessed through a public records request or during an audit Add a Personal Note Public Comments The entire committee sees these ments to those tl ob rela Limit comme ccessed through a public records or during an audit Your Comment Add Comment Mel Layos mlayos uci edu Betty Committee Reviewer ap no reply recruit ap uci edu Updated Jan 15 2015 at 10 46ar Betty thinks her comment is the best Charlie Committee Chair ap no reply recruit ap uci edu Updated Jan 15 2015 at 11 20 Charlie thinks his comment is the best Flags he entire committe E Gs CELE Display to reviewers Add Flag 1 Visit Seminar If a Visit Seminar has been scheduled by the analyst editor or chair the summary and schedule will appear at the top of the review screen 2 About The applicant s employment degree and other personal information is found in this section 3 Documents This section contains the applicant s required or optional documents There are THREE methods to reviewing the documents e Viewer The Viewer button opens
62. d in the search plan can view this section but only analysts may add edit members Committee permissions The designation between Core members and Additional members helps to satisfy annual reporting requirements for the Office of the President regarding applicant pools and search committee demographics Identify the core committee as part of the Search plan e Core Committee Chairs will see all applicants regardless of whether the applications are complete or not and like analysts Chairs have complete management rights over the applicant s files Chairs also are able to make changes to many parts of the various fields in the recruitment s setup sections e Core Faculty Editors have the same access rights as committee Chairs and are able to assist the analyst in managing the applications e Core Reviewers have read only rights to only completed applications However Admins can use the Edit button to grant Reviewers disposition permissions allowing reviewers to disposition completed applications Add Chairs Add Editors Add Reviewers are technically not part of the committee but may be called in to help review the applications They have the same access rights as their counterparts Setting up the Search Committee Quick Add 20 UC Recruit User Manual The Add button is a quick way to add members one at a time Click the Add button in the Core Committee part of the page o Choose a role and th
63. e a new optional document Optional document title You have until Date to provide this document Log into your application here Link to log in More information from the hiring department Custom text provided by department when requesting new letter If you have any questions please contact the hiring department directly Link to contact form Thank you for your interest in the University of California Irvine Analyst signature University of California XYZ 8 Notify applicant of password reset Provides for an applicant who has forgotten their password to reset it 12 UC Recruit User Manual Initiated by applicant using Forgot your password tool on the Apply page UC Irvine Recruit Password Reset Dear applicant name You requested to reset your password for UC Irvine s Recruit system Please visit the following link in order to complete this task Link to reset confirm password Note that this link will expire within 72 hours of your reset request Thank you for using Recruit Link to Recruit apply page Notifications Sent to References 1 Request a letter of recommendation from the reference applicant initiated Asks the reference to log in and submit a letter Applicant can re send request until the final date or review date Subject UC Recruit Letter of Reference Requested Hello Reference name AppLicant s name is requesting a letter of reference fro
64. e approvals for these activities All recruitments that were created prior to 7 1 are automatically published We recommend that analysts upload a scanned copy of your previously approved AP 80 forms into the documents area Published 2014 07 01 All users know they are logged into Recruit by looking to the right on the menu bar This is also how users log out of the system Hello Paul Zot Anteater Logout The top menu choices will differ depending on the user s role in Recruit If you only see News amp Updates you have not been assigned any role and should contact recruit uci edu for help Home Recruitments Approvals Help User Roles in Recruit Recruit Administrators and User Managers are the primary supporters for end users and they will manage most role assignments Committee chairs editors reviewers and approvers are assigned their roles on a recruitment by recruitment basis by the department analyst who is in charge of administering the recruitment The role you are assigned in Recruit determines the tasks you can perform UC Recruit User Manual 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 Recruit User Managers act as gatekeepers assigning editing and removing user roles for others Department Analysts administer all aspects of the recruitment from start to finish They create the recruitments
65. e codes specialties etc This simultaneously builds the survey on diversity an important component of Recruit 1 Click Recruitments in the top menu bar Home Recruitments Approvals Help 2 Click the button Create New Recruitment Plan Create New Recruitment Plan 3 Read the Basic Overview page and then click the Next button Create Recruitment Basic Basic Overview Next 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 4 Fill in the basic information about the recruitment Recruitment name Professor Extraordinaire Description Our department is conducting a search for an individual of international reputation working at the forefront of interdisciplinary awesomeness with a proven record of engagement and collaboration with other members of this discipline Responsibilities include a teaching load split between graduate and undergraduate courses regular admini
66. e information you provide wil be kept confidential and wil remain in the Office of Equal Opportunity and Oiversity Gender Male How did you hear about the position Female HERC Higher Education Recruitment Consortium Decline to state inside Higher Education Website UCI Website Ethnicity Professional Organization Voluntary Self identification of Disability BLACK AFRICAN AMERICAN not of His Posted Announcement A person having origins in any of the black ri Why are you being asked to complete this form Chronicle of Higher Education Because we Go business with the government we must reach out ta hire and provide equal opportunity to Qualified people with daabilties To help us measure how well ASIAN of PACIFIC ISLANOER you to tell us if you have a disability or if you ever had a disability Completing this form is voluntary taut we hope Mut you will choose to fill k out If you are applying for a j Professional journal Bulletin De kept private and will not be used against you in any way A person having origins in any of the origina oie ae ae a H you sready work for us your answer wil not be used against you in any wey Because person may become disabled at any Orme we are required to ask af of our emph Wippine Islands and Samos The indian su Other formation every fve years You may voluntanty sed adensty as Neving a disability on ths form without fear of any purestment Because you did not erety as having a d A person having origins in a
67. e the required and optional documents and references 11 UC Recruit User Manual Note After ana S pplicant 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 Documents Add Reorder Document Optional Comment or Description Type Actions Curriculum Vitae Your most recently updated C V Required Edit Delete Cover Letter Required Edit Delete Statement of Research Optional Edit Delete Statement of Teaching Optional a it Delete Statement addressina how nast and or potential contributions to diversitv will advance UCI s Commitment to Inclusive References Type None Only contact information Letters of recommendation Number 1 to 3 Show references to All reviewers Restrict reference viewing to certain members of the search committee Documents Requirements 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 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 IMPORTANT After the first appl
68. en start entering the person s first or last name email address or campus ID into the search box Click the Add Button after selecting a role and a finding a user The name will be added in the appropriate section Details Add members Manage existing members Diversity Core Committee Add Advertisements Charlie Committee Chair lt ap no reply recruit ap uci edu gt Edit v Qualifications Edna Committee Editor lt ap no reply recruit ap uci edu gt Edit selection Process Andy Committee Reviewer lt ap no reply recruit ap uci edu gt E dit Committee Betty Committee Reviewer lt ap no reply recruit ap uci edu gt Edit Documentation Additional Access Add Disposition Reasons None Add one now Search Outcome Elissa Huel lt jared_beer huels name gt Edit None Add one now Setting up the Search Committee Adding members in bulk 1 can add faculty from entire Schools and Departments at once To add members using an extended search click the Add members button In this view you Add Members to Search Committee To add people to the search committee Add any employee by selecting their name email address or UCInetID Add entire department Full Associate and Assistant Professors by selecting school and department Add individual faculty by selecting school department and person Students must be employees to be added to the search committee Search fora person lt h by ma
69. ential information is sought the University does its utmost to protect the identity of such sources Thank you for your time LAnalyst signature University of California XYZ 3 Reference thank you Thanks the reference for providing a letter Initiated by the reference s upload action Informs reference that the letter will become part of the applicant s appointment file if an offer of employment is extended Subject UC Recruit Thank you for your contribution Dear Reference name 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 analyst s name and email LAnalyst signature University of California Campus XYZ 14 UC Recruit User Manual Notifications Sent to Approvers Approver s notification Approvers who are next in line in the workflow receive the email If a step is approved before it is the current step the email is suppressed Approvers are never emailed twice for the same request If there are multiple people listed in a step alternates all receive the email simultaneously The email template for optional approvers have slightly different wording Your approval is requested instead of required When a current step is appr
70. equired or able to re approve 1 First gather any documents and make all necessary changes to correct the report 2 On the Reports screen click the Applicant Pool or Shortlist section 93 Click the corresponding button to create the new report The new report will appear in the Date Generated column To replace report already in transit with the corrected report click the link Update approval Choose the replacement report from the drop down menu Add a reason for the update o E Click Yes update report Are you sure you want to update the report being approved Replace with C eane To a Jan 14 2015 at 2 43pm Approvers will now download the new report e Acomment will be added in your name to note the change An email will be sent to those who have already approved so that they can verify the change Please note the reason for the update This will be used in your comment and in the email to existing approvers eho ee eet Cancel Search Reports Search Report Components The following is a list of the components to be bundled into a Search Report Much of this information will have been input as part of the Search Plan Be as thorough as possible to ensure approvals 55 UC Recruit User Manual The recruitment details General information including the recruitment name department name and recruitment period etc will be automatically pulled into the Search report from the
71. es Documents must 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 e 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 e Applicants who have forgotten their passwords may change it on the apply page by clicking the link in the login box Forgot your password e Applicants may apply for multiple positions however each position requires its own ApplicantID unique username and password Contact Us links appear in several locations before and after applicants are logged in General and technical questions are sent automatically to recruit uci edu All others are sent to the recruiting department e Online Help docs are available to applicants both when they are logged in or not logged into their accounts The Applicant s Dashboard Once all requirements are fulfilled the application is completed and then becomes visible to the committee reviewers The Application Status on the Dashboard displays Submitted Recruit will send a confirmation email when the application is complete See Appendix B My Dashboard v MylInformation wv MyFiles My References Diversity Survey Application Status Submitted Recruitment Sta
72. ghts to view completed applications for a given recruitment and can view and create diversity reports In addition they can download all encompassing applicant diversity data 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 sample applicant files to help emulate the online application process Approvers are the newest roles in Recruit and are responsible for overseeing the Search Plan Diversity Reports and the final Search Report Approvers are either system assigned or assigned by analysts on a recruitment by recruitment basis Listed below are the Approver titles that may be chosen for a workflow Committee Chair Faculty Principal Investigator Affirmative Action Reviewer Department Chair Department Director Equity Advisor Dean s Analyst Dean University Librarian Diversity Office Central AP Office Academic Senate Budget Office Vice Provost Provost Executive Vice Chancellor Chancellor Table of Contents How OSE ThS Manual escenes sarees weet ban atiasmnceentone eae ae an seca eaeteed sete dedenieaseeceecee 2 What You Need to Know Before YOu Start cc cccccccccecccecceeeceeceeeeeeseeeeeeseeeeeseeceeeeeeseeeseeteeseeeseeseeseeeges 2 Operating Systems amp BIOWS GIS esserci sionis EErEE ER EAEEREN EEE TER RENEE E REEE EE ER ESEA RETER 2 PIOW TO E00 INO RETU orinar E NEEE A E EE E EE EEEE E
73. ging the submission type could have an impact on the applicants Please consider carefully before making the switch and consider notifying existing applicants using Recruit s bulk email feature Editing Documents Requirements after applicants have applied After your first applicant has applied you can only add optional documents Adding an optional document should not be done lightly as it affects all current applicants complete or incomplete It is highly recommended that you use Recruits built in email notification to alert existing applicants about the change 1 2 Return to the Details section of the recruitment Click the inline Edit button beside Document Requirements If a lock icon appears next to First Applicant this indicates that there are already applicants Editing requirements will be restricted to adding only optional documents 32 UC Recruit User Manual Document Requirements Edit 3 Scroll to the bottom of the edit form and click Add another optional document Add another optional document 4 Analert reminds you that there are applicants Name the new optional document and expand the link to add a description A The recruitment already has applicants so new files must be optional Applicants will have until 1 5 2017 to provide new documents New Thing Required Optional C Add description Remove Notify applicants Do not notify amp Add notification message View notific
74. hoose for pool recruitments when there will be multiple people hired Recruit informs applicants that in order to receive full consideration by the committee they must complete by a specific review date Initial Review Date Open Until Filled D Open date July 1 2015 Applicants cannot apply until this date Initial review date Oct 31 2015 M Applicants must complete their applications by this date to be considered Final date June 30 2016 Ce The recruitment will no longer be available to applicants after this date Key features of Initial Review Dates Open Until Filled o The first Initial Review Date marks the closing of the first pool of applicants Once the recruitment is approved the IRD cannot be changed this is designed to keep the advertisement and submission dates in sync o Committee Reviewers will see the completed applications within a review period o The applicant can t modify applications that are completed before a review date once that date has passed o Committee Reviewers can choose not to view applicants from previous pools previous review periods o After the current review date has passed the analyst may create additional review dates in order to capture a separate pool of applicants o Review dates can be marked private and thus won t appear to applicants o The last date when applicants can apply is the Final date If the analyst creates an additional review date that is
75. i ISInetID Search Or Search faculty by department Select School z Select Department Save amp Done Cancel 2 Designate each person s role in the committee using the drop down selector Click Save amp Done when finished Search for a person Search 0r Search faculty by department Claire Trevor School of the Arts B Arts Dance Select Person I Go Listed on AP 80a Name Title Department Role Chair Department Arts Dance Only Full Associate and Assistant Professors Additional Reviewer Editor Faculty Reviewer Full Professor Arts Dance Editor Faculty Additional Members Associate Professor Arts Dance No access PIGNA seal Additional Editor Staff Associate Professor Arts Dance No access H Y Additional Reviewer i No access To edit click Change role or Remove below the names OR click Manage existing members 21 UC Recruit User Manual Manage existing members Documentation This section is for analysts chairs or editors to archive and retrieve various materials associated with the recruitment Accepted file types Files must be PDF TXT or images Details Search Plan Documents EZEIN Upload Diversity File Comment Advertisements You haven t uploaded any search plan documents yet upload one now Qualifications Selection Process Letters and Memos Upload Committee File Applicant Comment i email from Chair to Dean Baile
76. icant access 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 Notifying the applicant that an application has been submitted in their behalf sends the login information and Survey instructions Before the email is sent verify the email address for the applicant is correct Activate applicant access Send an email to Manually Added at another bla bla An incorrect email address could allow somebody else to access this person s application To the best of my knowledge the email address another bla bla belongs to Manually Added information is correct Activate access Cancel SEFC OClUEVihaler harel ars The first order of business is to differentiate applicants who meet the basic qualifications from those who don t This reduces the time the committee spends on reviewing applications This is also needed in order to produce an accurate Diversity Report that meets the requirements of the U S Department of Labor Office of Federal Contractor Compliance Programs OFCCP IMPORTANT Always use objective non compar
77. icant has applied changing the requirements Is extremely restricted It will only be possible to add optional documents See the section Editing a Recruitment Editing Document Requirements After Applicants Have Applied References Requirements You may choose to have your applicants provide self solicited reference letters OR reference contact information with their application OR nothing at all 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 e 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 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 12 UC Recruit User Manual
78. icant pools must be compared against national availably averages Specialties are used when generating the applicant pool reports a core feature of Recruit Start typing a specialty into the box The system will provide a menu of specialties to select You may select up to 5 specialties Click the x to remove a specialty Specialties Librarian Librarian All Start typing a specialty or click the x to remove a specialty If you can t find a specialty needed Specialties with smaller availability numbers are purposely folded into larger ones so if you can t find what you re looking for choose a more general category FYI Data sources vary o Specialties beginning with Campus will use data derived from the NSF Survey of Earned Doctorates NORC o Specialties beginning with Health Sciences will use data derived from the Association of American Medical Colleges AAMC o Specialties beginning with Law will use data derived from the Association of American Law Schools AALS Contact Email amp Department Mailing Address Complete your contact name and email address Verify your department mailing address shown to applicants 10 UC Recruit User Manual ecr nalysts administrators and the online search committee will use this address Contact Email epartment Mailing Address e mailing address that applicants and references may use Address Criminology Law amp Society 271
79. icants both qualified and unqualified Work with your search committee to help with disposition reasons 41 UC Recruit User Manual To assign disposition reasons for Qualified applicants click the tab marked Qualified This displays all applicants that have been marked as Meets basic qualifications If no names appear please return to the help section Meets Basic Qualifications and read the documentation for marking the qualified applicants To assign disposition reasons for Unqualified applicants click the tab marked Unqualified Disposition reasons for unqualified applicants will justify why those applicants did not meet the basic qualification and therefore were not considered as viable candidates for the position Put a check in the boxes beside the applicant names that you want to mark disposition reasons for Click the button Assign Reasons which appears at the top of both of these pools in the corresponding colored band Disposition Reasons Disposition Reasons Assign Reasons Assign Reasons The assignment screen opens with your selection of names in a list Select Reason One By One Place your cursor in the applicant s adjacent box and select a reason from a choice list Multiple reasons are permitted Use the comment field if needed Reasons and comments are saved automatically Click Done to return to the respective applicant pool New and updated disposition reasons and comments are saved automatically Sena
80. ication or the process please contact us Link to contact form 70 UC Recruit User Manual UC Recruit Team University of California Irvine 4 Deadline approaching completion reminder Sent to all incomplete applicants 3 days before the recruitment s edit deadline a final date or review date Subject UC Recruit Application Completion Deadline Approaching Dear applicant name Thank you for starting an application for position at the University of California XYZ To ensure full consideration please complete your application by Sep 18 2013 Your username Lapplicant s username Login link Link to applicant login Recruitment Name XYZ Department Pediatrics School School of Medicine If you have any questions about your application or this recruitment please contact us Link to Contact form Thank you for your interest in the University of California Irvine UC Recruit Team University of California XYZ 5 Application is in the system Sent to applicants who were added by an analyst provided the analyst asks for the system to notify the applicant Subject UC Recruit An application has been submitted on your behalf Dear applicant name An application has been established on your behalf for the position noted below and is on file at the University of California Irvine Position Name Assistant Professor Atmospheric Chemistry Department Chemistry School
81. ield later to enumerate all efforts taken to reach a broad and inclusive applicant pool This information is required to generate all of the recruitment s reports Ad Documents Upload your ad drafts and final ad copy here Files must be a PDF TXT or an image The comments field may be used in any way that may be helpful for your approvers Navigate to your file on your computer optionally add a comment and click Upload file Upload Ad Documents File must be a pdf txt or image Choose File jAdvertisements ad pdf Name of Description of uploaded file Text of ad copy Comment Draft 1 Please review Serene Cancel HERC Categories Select a HERC category to ensure the best visibility for your job posting in HERC Higher Education Recruitment Consortium Ad Sources Simply list the various places where your recruitment will be advertised Ad source Name Journal of English Literature Cancel Add ad source Ad Evidence For OFCCP Federal audits copies of actual ads will be needed This information should be included in the recruitment s Search Report Return to this area when you can provide proof that an advertisement was placed Ad sources must be entered in order to upload evidence Choose your ad source from the drop down menu Navigate to your file on your computer optionally describe the file and add a comment if you want Then click Upload file 18 SE Recruit User Manual
82. ion is for analysts chairs or editors to document the job related criteria and the committee s plan for the selection of candidates What will the committee base their decisions on Approvers and 19 UC Recruit User Manual reviewers have read not write access to these fields Details Selection Criteria Edit Diversity Strong record of publications in computational neuroscience Strong record of extramural funding Advertisements Selection Plan Edit Qualifications l The committee chair and committee members provides a list of their top 10 candidates The committee meets and decides on a consensus list of 15 candidates for further review In a subsequent meeting the top 5 candidates are identified by each Committee committee member The consensus top 5 are then selected for interview Selection Process Documentation The Selection Process section includes 1 Selection criteria This area is to provide a detailed description of the selection criteria to be used in evaluating candidates in priority order 2 Selection plan Document how the search committee will evaluate the applicants and select the shortlist and finalist Phone interviews in person interviews etc Committee This section is where analysts assign committee roles on a recruitment by recruitment basis so when the members log into Recruit they will have the proper access to recruitments and applicants Any committee member and approver name
83. k away from this screen your filters will persist 3 Committee reviewers do not have the Hidden filter Show Ss Show Set a filter to show applications that have been hidden from the committee M Hidden 0 e Check the box and click the Filter button at the bottom of the panel Status ef Complete Status This filter allows you to pick and choose which applicants to display based on the applicants various statuses e Make your selection M Serious consideration M Selected candidate e Click the Filter button at the bottom of the panel Review Window June 12th 2013 Review Window Slider Mechanism available only for IRD recruitments July 6th 2013 Adjust the sliders if you want to see only those applicants who applied by a certain August 6th 2013 review date If you want to see everyone move the two thumbs as far apart as you can as illustrated here Think of it like opening the window to see the widest a possible view Remember Committee Reviewers see only completed applicants gt Last Updated gt Applied On Dates gt Completed Date e Choose Last Updated Applied On or Completed Date e Choose a date range On or before On or after On or Between e Choose a date e Click the Filter button at the bottom of the panel e Adjust the columns to see the results of the date filters Filter Reset Le OO ee NPL LIOR I eA NOTE The following actions will trigger the time date stamp change in the La
84. l be live updating The report already submitted for approval 2 2 as the Search Report will be updated this will continue the existing round of approvals with the updated report e All comments and approvals will remain e Approvers will now download the new report e A comment will be added in your name to note the change An email will be sent to those who have already approved so that they can verify the change Please note the reason for the update This will be used in your comment and in the email to existing approvers LEAT EGG oLa cancel 3 Type the reason for the update The reason will become part of the electronic record found in the comments section on the approval screen 4 And click Yes update report 5 The report becomes the current report and will be converted to be live updating Approvers will now download the new report 6 An email will be sent to those who have already approved so that they can verify the change The End of the Search Inactivate the Recruitment The search is complete when a candidate has formally accepted the offer and the person is processed into the payroll system At this point analysts should inactivate the recruitment This effectively hides 59 UC Recruit User Manual the entire recruitment applicant pool comments etc from all reviewers For security reasons this end of search task is especially critical if your search committee was designated as All Depar
85. limited 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 Recruitment Page Filters Use the filter panel to fine tune your list of recruitments Submission Dates Submission Dates Check which recruitments you want M Pending displayed By default you will see all regardless of the F Open submission date status Closed but not Final a Final and Closed Dates This filter displays all recruitments based on their open p close or final dates Dates gt Open Date gt Close Date Academic Year This filter shows all your recruitments by their gt Final Date academic year By default the two most recent academic years Academic Year will be checked M 2013 2014 W 2012 2013 Recruitment Type Do you want to display only recruitments that pera have been configured for online applicants or only basic F Online recruitments By default both will be checked Basic pee Hiring Type Decide whether you display recruitments with eae ee Tenured title codes or those without By default both are checked W Other Academic Positions Other Filter for those recruitments with applicants vs those
86. m you for a position at the University of California XYZ in the Name of department Applicant Name Name of applicant Applicant Email Lapplicant s email Applicant Notes Custom text provided by applicant Position Name Adolescent Psychology Assistant Professor Department Psychology and Social Behavior School School of Social Ecology UC Irvine At your convenience please consider providing this letter electronically by using the following information Easy Login Link Link to direct upload after reading Confidentiality Statement If the Easy Login Link isn t working try logging in with the following information URL link to Recruit s reference login page Email the reference s email Token unique identifier alpha numeric string 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 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 utm
87. n the actual message received by the applicant will appear to come from that person 3 UC Recruit User Manual 5 To personalize the template you may insert variables into the subject line or message body for example ApplicantName Username ApplicantCompletedDate RecruitmentName etc 6 Click Preview Email Click Send Email when ready This action is immediately noted in the applicant s log A second log item notes when the message leaves the queue and is handed off to the campus email server 7 Inthe rare case when an applicant s email address is wrong this will not be noted in the applicant s log The campus email server should be configured to deliver failed messages to the sender analyst chair or editor so they can correct the email address and attempt to contact the applicant once more 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 those for Deans h Locate the recruitment s list of applicants 2 Click the button Add applicant located on the horizontal bar at the top of the list Download This Data Download Names amp Addresses Change Column Add applicant gt 3 Fill in the form Applicant s contact information degree information current employment etc First name Joe Email Mailing address 1901 Beach Biva Q ta Ma
88. nalyst know what they need to do next The prompt guides the analyst through the search plan approval process and all the way to the end of the search The following show various states for a recruitment submit it for approval PENDING APPROVAL 15 UC Recruit User Manual READY TO PUBLISH Publish now Review current applicants EES Applicants are making final edits Review current applicants ET Applicants can no longer make changes Review applicants This recruitment is inactive Make active Diversity Committee chairs editors reviewers and approvers can view this section and analysts can edit the section Chairs and editors can also edit the Equity Advisor Role field Note Look for icons that serve as indicators telling you whether the information is part of the Search Plan or Search Report Roll over the icon with your mouse to reveal the helper text as shown here This information appears in the recruitment s search plan of Details Diversity Specialties and Benchmark Data E Edit The diversity of candidates available in each specialty identified Diversity Advertisements Qualifications African Native Minority Specialty Male Female American Hispanic American Total o Selection Process Campus Human development and i 24 9 75 1 6 6 3 4 i 0 5 16 0 family studies Committee Campus Art education 23 6 76 4 6 7 3 1 0 7 Documentation Average 24 6 75 4 6 6 3 3 t 0 5 Disposition
89. new group of applicants and Recruit will send reminders to them New review date Apr 17 2015 ia to finish up a few days prior If they complete their Public shown to applicants Private hidden from applicants application after their review date their application _ ee dashboard will display the fact that they may not be reviewed or considered for the position Editing Department Names Cross listing Recruitments Sometimes academic positions are shared between units Departments Schools Divisions etc and this is often described in the advertisement Recruit supports this resulting in e the recruitment is displayed beneath the name of the home department and also beneath the cross listed unit s on Recruit s Apply page e the applicant s dashboard displays the name of the home department and also the cross listed unit s e the Offer Proposal form displays each unit for the analyst to indicate the allotment of salaried time for selected candidates This information will be part of the Search Report Analysts may cross list between units for which they have access For example School analysts may cross list between any departments within their school 1 A lead analyst first creates the recruitment This recruitment now belongs to a home department 2 Return to the Details section of the recruitment 3 Click the inline Edit button beside General Information General Information Edit 31
90. nistrator or Diversity Analyst access is required for this activity 1 Click the Diversity Download Data tab on the Reports page UCOP Reports Applicant amp Diversity Download Data Applicant amp Diversity Survey Data Filter Search Criteria 2 Filter by Academic Year by selecting from the dropdown menu 87 UC Recruit User Manual 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 Note If you do not add any filters then all data will be downloaded This could take a while 88
91. nk you for starting an application for Recruitment name at the University of California XYZ To ensure full consideration please complete your application by review date Your username username Login link Link to applicant login Recruitment Name recruitment name Department department name School school name gt Note that at this time no additional review dates have been scheduled so your application may or may not be considered by the search committee You may continue to modify your application until Date After Date no further updates are allowed If you have any questions about your online application or the process please contact us Link to contact form Thank you for your interest in the University of California Irvine UC Recruit Team University of California XYZ 2 Thank you for completing your application Sent to applicants a few hours after they complete their application Will be suppressed if applicant was manually completed by the department Includes any modification dates If IRD recruitment includes warning that modifying after a certain date could disqualify them from consideration Includes a reminder to take the diversity survey if the system detects it has not been taken L2 S kS S Subject UC Recruit Application Complete Dear applicant name 69 UC Recruit User Manual Please complete a one page survey to help us meet our o
92. nnie Contact Information oeGsomewnere edu onica CA 54321 Last name Added Verify email Add Applicant All fields are required ee nie Degree Information Highest degree Phd Institution Date obtained 1989 BO cere pt tn fella ON pall ON pn oe pring lf aa sel tn jp a POO ine fen a Current Employment Information Affiliation university UCLA Job title oan i Ara PNA a AA ne re ee ee ees ee 4 Optional At the bottom of the form check the box to send a notification to the applicant that an application has been established on their behalf See Appendix B Application is in the system x Notify applicant that application is in the system 5 Finally click the button Add amp Manage Now Nov 27 2013 Date received Application Information V Notify applicant that application is in the system Add amp Manage Now Add amp Add Another Add amp Done Cancel 38 UC Recruit User Manual Granting Access to the Applicant This important action sends another email to the applicant that grants the applicant access with login and Diversity Survey instructions See Appendix B Access your application 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 2 Look over the applicant s information and click the button Activate appl
93. ny of the original A person of Mexican Puerto Rican Cuban AMERICAN INDIAN or ALASKAN NATIVE Deciine to state How do I know if have a disability You are considered to Nave a disability if you Nave a physical oF Mercal mpairmert of Medical Condition that Osara Dy Inks a major life activity or if you Neve a Pistor impairmert OF MESKa CONGTON HISPANIC Invitation to Self identify Veteran sities include but are not limited to The University of California is a Government contractor s of Spanish origin descent or cumure shouk t pr che Coture shous VEVRAAL which requires Government comtractors to tak ace marat per rrene eaiieamadinanianene not nex ri ifx 4 akis Lal d om necessarily be Sed in the Misparvc c campaign budge veterans 4 Armed Forces service med d 9 p Cancer HIWIAIOS Mutiple sceross M5 imparments requiring the use of a wheeichar we not of Hispanic Origin gt View list of veteran clasufications Owbdetes Schvropevrene Missing imos o patay missing imos intelectual Asabiy previously Caled mental retardation Epilepsy Muscuur dystrophy A person having origins in any of the original Do you believe you belong to any of the ca ar ak ee Yes identify as one or more of the classificatic Yes Mave a disability or previously had a disability No am not a protected veteran No don t have a disability I don t wish to answer I don t wish to answer Reasonable Accommodation Notice 63 U
94. og amp Download Entire Pool Add Grimes Heber PhD Enim College Complete Enim School Show Hidden 0 Manage Log amp Download Add Burke Winston PhD University of Connecticut Complete Status Sit School Not complete Manage MLog amp Download All applicants will be found on the Blue tab Unknown applicants view As soon an applicant applies Recruit places them in the Unknown category color coded Orange The Unknown view respects any filters the user has 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 button Remove all Filters Read Visibility Basic Qualifications Qualified Read Unread Hide Unhide Meets Does Not Meet Send Bulk Email Unknown Personal Note Applicant Highest Degree Current Position Status Last Upda Add Grimes Heber PhD Enim College Complete May 13 201 Unqualified E Enim School Manage I Log amp Download Entire Pool Add Burke Winston PhD University of Connecticut Complete May 13 201 O Sit School Show Manage I Log amp Download Hidden 0 8 g Applicants who have not yet been marked appear on the Orange tab To mark applicants as Qualified or Unqualified from the Unknown view Find a completed applicant only completed applicants qualifications can be judged Put a check in the empty box in the applic
95. oked the request for a letter e The applicant has deleted the referee Find References 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 Change Columns Download as CSV Q Ernser Search Reference Email Token Applicant JP Token Status Ruben Ernser mackenzie haag kuvalis net 1bcf1cb02207af992db9127cd6047281 Winston Burke JPF00160 Active Letter uploaded Found 1 match in search for Ernse 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 Assume the role of any user in Recruit Proxy as Proxy as User Cancel 80 UC Recruit User Manual Create Fake Recruitment This tool makes it easy to quickly create a published recruitment for training purposes It is only available on the training site The tool automatically assigns 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 o_o Log into your campus Recruit training site
96. om the drop down selector When you uncheck the required box it makes a step optional Add step Role Dean s Analyst V Required Click Add Step when finished adding the steps The workflow will be applied to all future approval requests that meet this criteria Editing an Approval Workflow Edits will not change any approval workflow that is currently in use oa a o Click Edit below the workflow name Make changes to the context and conditions Steps may added or deleted Reorder steps by dragging the icon into place Save the changes To remove the workflow completely click the button Delete this workflow Assign Specific Persons to Steps See the instructions for using the admin tool Manage User Roles Use the tool to assign specific people to their roles so that they are automatically pulled into the workflows that you have designed Approval Workflow Permissions This admin tool restricts Analysts from modifying the workflow design 84 UC Recruit User Manual 1 Click Approval Permissions Create New Approval Workflow Approval Permissions J Allow or restrict the analysts ability to reorder or add steps to an approval workflow When restricted analysts will not see the links Reorder steps or Add step in any workflow Restrictions will take effect immediately affecting any in progress approvals Allow analysts to M Reorder steps In this scenario analysts will be able to re
97. one is put on the shortlist The Shortlist Report The Shortlist diversity report shows the same results that are in the Applicant Pool Report plus the aggregated diversity data for the short listed applicants Those who are designated as shortlist report approvers will have access to all information on this report See samples of both types of diversity reports below Creating the Reports 1 From the main Recruitment page locate the recruitment and click the link Reports PF00594 Associate Professor Cardiovascular Search Info Reports i AATNI Aa A NN AEN tan i pe ee i ie NAA 2 Or click the Reports tab from the Search Info screen or from the top of the list of applicants Reports 3 On the Reports screen click the type of report you wish to create Applicant Pool Shortlist Search Report 4 Click Preview to see the report before creating it Make any changes necessary 51 UC Recruit User Manual 5 Click the button to create the report you need Create New Applicant Pool Report Create New Shortlist Report 6 A summary appears Click Create Report when ready Create New Diversity Report Recruitment Properties Recruitment Professor of Arithmancy Job Department Salary control Specialties Title codes Report type Diversity data set Applicant Pool Statistics meets basic does not meet basic basic qualifications unknown on shortlist Create Report Cancel JPF00617 Depa
98. or Berkeley Oct 17 2011 12 26PM BLACK Gwendolyn Kuhns gkuhns gwen black uci edu Department for UCI Oct 06 2011 12 44PM Chin Jean Ling jichin jean chin uci edu Department for UCI Oct 06 2011 12 44PM Create edit and delete user accounts when Rectuit is configured for Local Auth 82 SE Recruit User Manual Manage Academic Unit Hierarchy Use this tool wnen 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 Manage Academic Unit Hierarchy MN School AA Departments add Wonder Department Edit A School of Aliquid BC AAA Departments Add Department booya Edit Department of Ex Commodi Edit 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 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
99. order steps but not be able to add new steps Add steps p You may also fine tune abilities based on a specific role Pick a role from the selector box When an ability is restricted analysts will receive an error message Restrictions take effect immediately affecting any in progress approvals Restricted Roles For Chancellor allow analysts to Add this step By unchecking both boxes analysts will be restricted from adding the Chancellor or assigning specific people to this step Assign approvers for this step Restrict Select any other roles step to restrict Save changes Cancel 2 Save changes when satisfied with your settings Permission Options Customize what other permissions are available to the system s users Who can publish a plan Who can create and manage diversity reports Who can view incomplete and late applications Publishing Plans as Recruitments New plans begin in a draft state to allow review before publishing to the wider world Who can publish a plan All Recruit Analysts if you can create a recruitment plan you can publish it to the world Recruit Administrators only All recruitments are published by a central administrator Diversity Report Management Diversity reports contain demographic information on a recruitment s applicant pool Who manages them All Recruit Analysts Recruit Analysts are responsible for creating and managing diversity reports
100. ort will be shared with your search committee chair or PI to determine if you have a good pool of applicants to begin reviewing or if you should do further outreach to increase the number of applicants and the diversity of the pool To submit a report Go to Link to Applicant Pool reports screen Click Create New Applicant Pool Report and fill out the form Click Create Your new report will appear in the List timestamped with today s date Click Submit as new approval on your new approval Verify that the approvers listed are the ones you expect Click Yes submit for approval Fill in the names of any approvers that need to be specified The first approver will be notified shortly Return to the approval page often to make sure no one has any trouble You will be notified when each signature is attained and when the approval is complete Supporting Recruit s End Users Recruit technical supporters those with Administrator access will see inquiries with these subject lines Subject UC Recruit Question Technical Subject UC Recruit Question General Subject UC Recruit Reference Question General Subject Recruit Contact Us Analysts will see inquiries sent to their department The subject line displays the name of the recruitment Administrators will receive a copy of these messages but they are intended for the department to respond to Example Note Always check the footer of the email Rec
101. ost to protect the identity of such sources 73 UE Recruit User Manual At your convenience please consider submitting a Letter of reference using the information above Thank you for your time University of California XYZ 2 Request a letter of recommendation from the reference department initiated Asks the reference to log in and submit a letter This ability is only available if the reference requirements are set to Contact only Department may re send at any time Subject UC Recruit Letter of Reference Requested Dear Reference name You are invited to submit a letter of reference for applicant name for the position of recruitment name at the University of California XYZ At your convenience please consider providing this letter by emailing it to department address 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 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 confid
102. oved and if the next step is marked as optional all potential approvers for the next mandatory step are sent the email Submitters of the item Plan reports etc receive a cc of these emails gt gt Subject UC Recruit Approval Request Associate Professor of Chemistry JPF00123 Hello Approver name Your approval is required for Recruitment name Associate Professor of Chemistry JPF00123 Approval request for Applicant Pool Report Your role Committee Chair To view approve or comment on this request please visit Link to approval screen If you have any questions please contact the user who requested the approval Analyst s name email To change how you are notified about approvals click here Link to change notifications Approver s notification Updated Reports Approvers who have previously approved a diversity or search report are sent an email if the report has been updated The notification is an FYI and not a request for a re approval Subject UC Recruit Approval Update Associate Professor of Chemistry JPF00123 Hello Approver name A document you have approved has been updated Recruitment name Associate Professor of Chemistry JPF00123 Approval request for Search Report Your role Equity Advisor You approved 9 3 2014 at 12 27pm The reason for the update is because we hadn t marked the disposition reasons for the unqu
103. pplication Submission Dates Set up recruitment as Open Close Final Initial Review Date Open Until Filled Open Close Final Recruitments Choose this for one time searches that will complete when the vacant spot is successfully filled UC Recruit User Manual Open Close Final Eo Open date jun 30 2013 Ea Applicants cannot apply until this date Close date mar 1 2014 Ea Applicants cannot apply after this date Final date Mar 15 2014 Ha The recruitment will no longer be available to applicants after this date Key features of Open Closed Final o The Open date is when applicants can begin applying Open dates remain editable by the analyst at any time All recruitments must be open for at least 30 days o The Close date is when new applicants are no longer accepted The Close date will be locked once the Search Plan is approved in order to help ensure that the close date remains true to the advertisemenit s o The Final date is the deadline allowing existing applicants to modify their files This date must be greater or equal to the Close date Final dates remain editable by the analyst at any time o All completed applications are viewable to the search committee regardless of Close or Final dates IRD Open Until Filled Choose this for searches in which pools of applicants are gathered and evaluated separately at different times Choose if you think a candidate might be chosen before the recruitment closes C
104. ration See O Early Amadeus o M Proposed candidate Review Window J Add Payne Diaz Begonia June 12th 2013 o July 6th 2013 August 6th 2013 November Sin ZU UC Recruit User Manual My Recruitments Marian Nedelchev amp Highest Degree Current Position Status phd Yale Complete Yale PhD University of Colorado Proposed candidate UCB phd Harvard Complete Yale PhD University of Southern Illinois Serious consideration UConn Found 4 matches To review individual applications reviewers click on the name of an applicant in the list The following view opens Jim Shorts Prof extraordinaire SIU Basic Qualifications Unknown Status Complete Last updated jan 20 2015 at3 03pm_ Mark as Read Visit Seminar Tuesday January 20th 2015 Contact Ace Analyst with any questions about this visit seminar Meet the candidate Lorem ipsum fermentum aptent blandit sociosqu tempus pharetra eros venenati auctor vel conubia taciti porttitor sollicitudin tempus amet viverra odio euismod urna felis curae Bibendum quam nostra augue scelerisque accumsan tenubia nullam ut tellus egestas vehicula facilisis Tuesday January 20th 2015 10 00am 11 00am Kick off 909 Steinhaus Hall About Degree MFA at Yale 1990 Professor Chase Email address jshorts blah bla Website http jimshorts wordpress com Phone 949 245 1234 Address 12345 University Av Carbondale 89098 Documents viewer Curriculum Vitae Download Require
105. rence for their contribution Dear Search Committee This email is editable by the Analyst when they are configuring the recruitment for online ee applicant management The Reference provides a letter of recommendation 64 UC Recruit User Manual How Approvers Use Recruit These instructions are for any faculty or staff who are named as approvers for a SEARCH PLAN DIVERSITY REPORT or a SEARCH REPORT There are two quick ways to reach the approval screen 1 Look for an email from Recruit Subject UC Irvine Recruit Approval Request name of recruitment e For the exact wording see Appendix B Notifications Sent to Approvers e Approvers are prompted to log into Recruit with a direct link given in the email e The approval screen appears where the user will view approve or comment on the item e Approvers may opt out of future notifications using the link in the email 2 Orbypass the email and log into Recruit directly e Navigate to https recruit ap uci edu and click UC Irvine Faculty amp Administrators e Once logged in the Home screen will display the link to any pending approvals approval request is available for your review gt e The link opens a personalized To Do approval dashboard filterable by the type of approval Click on the name of the recruitment to open the approval request screen Search Plan Your role Dean s Analyst Cardiovascular Professor Extraordinaire
106. report comment and approve e When Recruit detects an approval the next in line is notified e After the last step approves Recruit sends a notification to the submitter with next steps to take e Approvers may choose to opt out of email notifications Additional Email Notifications Optionally use the Notify Approvers button for further communications along the workflow For example use this to Prod the approver who s taking too long warn the pending approvers about what s coming their way or highlight a change that previous approvers might need to know about All emails include a direct link to the approval screen where approvers may download the report comment and approve When the system detects an approval the next in line will be notified See Appendix A How Approvers Use Recruit and Appendix B Notifications Sent to Approvers 54 UC Recruit User Manual Updating Approvals Scenario The analyst has submitted a report for approval but an approver along the way finds a mistake The analyst can correct any kind of report and pick up where it was left off in the workflow What updating the approval does e New approvers in the workflow will download the new replaced report e A comment on the approval screen will be added to document the change All original comments are retained too e Email notices inform previous approvers that the report they approved was updated Previous approvers will not be r
107. rtment DEF 477372 Campus Algebra 1100 PROF AY Shortlist Y Shortlist Applicant Pool 11 1 1 will not be included in report Consider reviewing before creating a report 0 Report Type Drop down menu shows either Applicant Pool or Shortlist Applicant Pool Statistics This region displays the number of completed applicants who have been marked as Meets Basic Qualifications and have submitted their survey on diversity These survey takers will be the only applicants in aggregated results making this report in compliance with the US Department of Labor If the count is zero you must go back and mark the applicants who meet the basic qualifications The count for shortlisted applicants is shown in this region too Note For Basic recruitments those that have not been configured for online application management a field is provided for the Analyst to type in the number of applications received outside of Recruit Applicant Pool Statistics online applicants 0 applicants 27 7 A success message confirms the report has been created Success 8 Applicant Pool and Shortlist sections indicate the status of the reports e The Date Generated column keeps a running tally of all reports created throughout the search The Download link opens a PDF of the report e Color coded boxes indicate the status of the particular report s approvals Jan
108. ruit UC Irvine Recruit Applicant Question for Assistant Professor Ballet you receive The system provides time stamps and other helpful sender information for supporters to address the email There are numerous locations where an applicant can find the Contact Us link in the footer on the top of help pages etc One point of contact is beneath the recruitment name on the Apply page where a person who is not logged in can send a question Figures A D TT UC Recruit User Manual Contact Us My name Joan Applicant My email joanapplicant kasprovw edu Recruitment MN Recruitment Test My Question C Recruitment specific gt Technical Support General Question Missing Recruitment Your question or comment will be sent to technical support or the administrator for the recruitment Note Please provide the recruitment department school information for faster assistance am interested in your position but notice that it is closing tomorrow am just getting my materials ready today and was wondering if you could accept them late Figure A The Contact Us form to use with a question directed to the department person is not logged in Contact Us My name Joan Applicant My email joanapplicant kasprovw edu Recruitment MN Recruitment Test My Question Recruitment specific C Technical Support gt General Question Missing Recruitment Your question or comment will be sen
109. s All reviewers Email Settings Edit Applicant help email icastane uci edu Reference Thank You To Email address for the reference email From See Cee ei ae Subject Thank you for your contribution for Applicant name for Calit2 Kookoo s at UCI Hello Thank you for submitting a letter of recommendation Your letter is now available on line for viewing by the faculty search committee Find and View Recruitments 1 Click the Recruitments in the top menu bar Home Recruitments Approvals Help Viewing Rights to the Recruitments e Department analysts see all recruitments created under their department name e School analysts see all recruitments created in every department within their school e Committee Chairs and Editors see all recruitments they have been given access to 13 UC Recruit User Manual e Committee Reviewers see all published recruitments they have been given access to A new recruitment remains in a Draft state until it is approved amp published Draft recruitments are not visible to applicants or committee Reviewers IPFOO594 Associate Professor Cardiovascular a Search Info Tools to Find Recruitments Use the toolbar at the top of the columns Create New Recruitment Change Columns Download as CSV Q Search 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 de
110. s neces oeoan cane N secsencuee 66 APD ETOD D tetmnn se eee eee ee eee ne ee ee ee a ere ee ee ere ee eee 69 IYOUTIG AMON S Sent tO APPIICaNIS ti ccccateetanac reese a EAE 69 INOUMCATIONS Sent to Referents oii ir vaticdenrssiccsssea nnacwsaenedncaasnwasieiteapcieeisien S E E AN 73 Notifications Sent to FiO ON OY CNS rece csarska tnt eraen ar E AEE AE 75 Notifications Sent to Analysts eaniissadi vsccssvoncriatoennra ceavendenweewianaich shaw rvexiaderucnielebailaaennalbeasdasieerhuakinisareenieiaawents 76 SuUPPONIN Recruits EMG USEIS erecenasuneraniin i sar n EEE A ER AR TT Appendix C assssnssnsnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnn nanna ennnen nnne 79 Special Tools for Recruit AAMINIStrAtOIS c cece cece eccc eee eecceeeeeeceeceeeseeceeeseeeeeeeeeceeeseecseeseetseeseeeeeseeeaeeges 19 Administrative Repos renais ER EEEE EEEREN EEEE EN 86 Faculty Search Repor renereerenernorra EEEren E EERE EErEE EER EERE ondbaaudeu nsGieranencdsietantete 86 Recruitment and Retention Report vic cctsecvcsasescacancentecniseencesbacieapalbegeisidendiczenacaieeceucssbesciverearedeersesteluce 87 Applicant amp Diversity Download Data 00n0a0ananannananannannnnnnnnnnnnnannnnnrnrnnnnnnrnrnnrnrnrnnrnrnrnnnnrnrnnnnrnrnrnnne 87 Part 1 Recruitment Management Create the Basic Recruitment The analyst begins by creating the Basic recruitment inputting the position name application submission dates titl
111. s on Recruit s updates and enhancements visit our blog at http sites uci edu ap Kimberly Ann Gerrard Edit Archive f Archived News Subject Published Date Content Creator Testing 2013 08 09 testing Kimberly Ann Gerrard Edit Unarchive This admin tool s interface shows current and archived news posts along with a Create New Item button Manage User Roles This tool 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 or see anything in Recruit until they 81 SE Recruit User Manual have been given a role This tool 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 Add Role for User 2 Search for the person by name email or UCInetID 3 Select a user role from the drop down menu 4 Choose a resource type from the drop down menu Note Most of the time select either Department or School Committee roles will be assigned by the Analyst as part of the search Plan Choose Tool when assigning roles across the system 5 Click
112. ses outlined above 47 UC Recruit User Manual Reference Details Name Mai Colleague Emai maicolleague somecollege edu Affiliation Chair Phone number Mailing address 12345 Somewhere Blvd Chicago Il Done Edit reference Delete a reference or a letter in any of the 3 cases outlined above A confirmation warning appears Are you sure you want to delete reference Mai Colleague for marian marian e This action cannot be undone e Any files associated with this reference will be deleted Yes Delete No Don t Delete In recruitments with review dates IRDs deleting a required document such as a CV or letter of reference from a completed application will mark the applicant as Incomplete Replacing the documents will move the applicant into the current search pool This cannot be undone See confirmation warning below Are you sure you want to delete the Curriculum Vitae for David Lindgren Deleting this file will make David Lindgren s application status incomplete They will be removed from their review window They will not be visible to the search committee even if you later replace the file e This action cannot be undone Yes Delete the File and Mark Incomplete No Don t Delete However if the required document is deleted after the applicant is shortlisted the applicant will not be marked as Incomplete and they will remain in their original search pool Upload a letter into the applicant
113. st Updated column 7 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 Filtering the list of applicants Mark as Read This is a way for you to check off applicants that have been reviewed The feature is available to all users with applicant viewing rights but the checkmarks are private and not viewable by one another 1 Locate the applicant or applicants in the list and put a check in the empty box in their row 2 Then click the Read button in the row at the top of the list of names Read Read Unread 3 A green indicator will appear in the applicant s row JS 35 UE Recruit User Manual 4 lf an application is updated since you marked it as read an alert icon will cue you O Hide Unhide an applicant Only Analysts Chairs and Editors have this tool Recruit never deletes an application but Hide comes close This may be useful if an applicant has applied to the wrong position or applied twice Use this tool with caution When you hide an application its hidden from everyone else too 1 Locate the applicant in the list and put a check in the empty box beside the name 2 Then click the Hide button in the row at the top of the list of names
114. stion etc to be logged for the electronic record Leave a comment Automatic Approver Emails Automatic email notifications are sent to approvers and cc d to analysts submitting the plan The notifications include a direct link to the approval screen where approvers may 27 UC Recruit User Manual download the plan comment and approve See Appendix A How Approvers Use Recruit and Appendix B Notifications Sent to Approvers Here are other details about how the approval emails work Approvers who are next in line in the workflow receive an email The arrow points out the step A copy is also sent to the analyst who submitted the approval If a step is approved before it is the current step the email is suppressed If there are multiple people listed in a step alternates all receive the email simultaneously The email template for optional approvers have slightly different wording Your approval is requested rather than required When a current step is approved and if the next step is marked as optional all approvers for the subsequent mandatory step are sent an email SCS hS Notify Approvers Approvers are automatically notified when it is their turn to approve but you may prod the approver who s taking too long warn the pending approvers about what s coming their way or highlight a change that previous approvers might need to know about 1 Click the No
115. strative departmental duties oversight of the program and the ability to assume a leadership position within the area Qualifications PhD with two years of teaching experience and a strong commitment to undergraduate teaching graduate supervision and administrative service Displayed to applicants when viewing the details of this recruitment Approved search area Modern Contemporary Japanese Literature and Culture Area for which the FTE was approved e g Medieval Studies etc Department Department of Assumenda Libero Academic year 2014 2015 Cannot be changed after recruitment has been created Salary control 02120 Yn NR NL Gn fgg pg PO ppg pa Nea NPR Rrra PPro rrp e Recruitment name The recruitment name should match the ad e Description The description appears to applicants on the corresponding apply page Insert the full ad text Include the Equal Opportunity Affirmative Action Employer tag line EEO Include the URL for Applicants that the system will auto assign This description text will also be used when the recruitment is posted to HERC org and InsideHigherEd com The Description UC Recruit User Manual field locks after the search plan is approved keeping the analyst from changing the public face of the recruitment while still allowing Recruit Administrators to make updates if needed e Approved search area Optional editable field to document the area in which the FTE will be
116. t To remove a name you have specified 1 Click the Remove link beside the person s name 2 Note Analysts cannot remove an users that were automatically assigned by the system Assign alternates ex I Know he s on sabbatical let me fill in the interim chair If you name an alternate approver only one person needs to approve In other words both signatures are not necessary 1 Click the link Add alternate approver amp Add alternate approver 2 Enter the person s email address or UCInetID into the box 3 Click Add Augment steps with additional steps ex we also need the Principal Investigator s vote 1 Click the link Add step Add step 2 Choose a role from the list and place into position within the workflow Add Step Who can approve this step Committee Chair Equity Advisor Faculty Principal Investigator Department Chair Department Director Dean eee J 3 Once added don t forget to specify a person for the new step amp Specify person Reorder Steps ex lets not bother the Dean until the Principal Investigator says yes 1 Click the link Reorder steps X Reorder steps 2 Place your cursor over the icons and drag the step into place 3 Click Save changes Download Plan Take a look at the PDF of the plan This is what your approvers will be reviewing amp Download plan Comments Attach a comment que
117. t requisites are done and what is still needed in order to be a complete application When a requisite is fulfilled the corresponding dots fill in solidly Paucek n Yo o as af a 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 n Not shown to reviewers X Manage Log Download applicant is not yet completed Email the Applicants Use a template to compose a single message to send to one or more applicants Only Analysts Chairs and Editors have this tool 1 First put a check in the empty box beside all of the name s of applicants you wish to contact A check in the top header box will select all names 2 Then click Send Bulk Email in the row at the top of the list of names Send Bulk Email 3 Atemplate opens Email Applicants To 2 applicants From Joan Dept Analyst lt joananalyst uci edu gt Subject Thank you ApplicantName Variables Click on a variable to insert into the subject Applicant firstname Applicantlastname Applicant fullname Completion date Recruitment name Username Body Hello Thank you for taking the time to meet with us The committee has determined that the position will be offered to another candidate 4 The From line defaults to the logged in user the Analyst Chair or Editor If this line is edited the
118. t to technical support or the administrator for the recruitment Note Please provide the recruitment department school information for faster assistance intend to apply to the position Super Best Job After apply will be able to return and update my application Figure B The Contact Us form to use with a technical question person is not logged in Contact Us My name Joan Applicant My email joanapplicant kasprovw edu Recruitment MN Recruitment Test My Question Recruitment specific Technical Support C General Question gt Missing Recruitment Your question or comment will be sent to technical support or the administrator for the recruitment Note Please provide the recruitment department school information for faster assistance Am going to need references Figure C The Contact Us form to use with a question that is general The technical staff will receive this person is not logged in 78 UC Recruit User Manual Contact Us My name Joan Applicant My email joanapplicant kasprovw edu Recruitment MN Recruitment Test My Question Recruitment specific Technical Support General Question Cc Missing Recruitment gt If the recruitment 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 recruitment Reasons a recruitment may not be sho
119. tal includes multiple race ethricity responses 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 NaAm Mult The average takes into account the number of individuals in each specialty so a specialty with many individuals will have a bigger impact on the overall average than a specialty with fewer individuals UC Recruit User Manual Academic Recruitment Analysis Report Shortlist JPFO0100 Facts Hopreherdert Gutusaen Mecrutmedt 201 2012 eewwtet 26 6 To eo he About This Recruitment PT0 omn Shee of Oca Cepertren of Laboricean Ontectun Tongod SON 1989 2000 Campan Gata 209 bath Sciences Aria 2010 am aata 11 Py ay Caro Accowting d May 204 22 29 ROI Search and Recruitment Efforts ee per wees bog bor Genge Applications Response Rate Deroy Tater Wel Thim Tote Meepomer Asie aAA ahi Meets tana 7 100 0 hot Ipowded in report Cites feat amet aa Qasam at ukoan Diversity Benchmark Availability Data e ADO p D Mo D Fee A a OT a OS erat o ty tee center sabarna veali paan ha bh here Peu oe ape
120. ted 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 B Notifications Sent to References department initiated Send a letter request to references in cases 1 and 2 outlined above 1 First add the reference using the Add reference button 2 Next click the link Send letter request References amp Letters amp Mai Colleague Add reference Letter not requested My Colleague Chair amp No references provided View details Send letter request Upload letter Edit Delete 3 The following email template opens All fields are editable Send Letter Request Te Mai Colleague lt maicolleague somecollege edu gt Request for letter of reference for Adrian Applicant XYZ Recruitment Body Dear Mai Colleague You are invited to submit a letter of reference for Adrian Applicant for the position of XYZ Recruitment at the University of California Irvine Log in information Thank you for your time zee Analyst Dept Address University of California Irvine Confidentiality statement Send request Cancel View the details of any reference and edit this information This capability is possible in all 3 ca
121. tee Actual search amp recruitment efforts were followed as specified Documentation under the Planned Search amp Recruitment Efforts section Evidence of advertisements sent out about the position are Disposition Reasons included in the Ad Evidences section The mailing lists for the Women in Math Psych and the Women in Cognitive Sciences were targeted to help increase the number of female applicants for this position Search Outcome Ad Documents Upload File Comment Computational Neuroscience Ad original advertisement short and long versions Edit Delete HERC Category FSS or Edit Social Behavioral Sciences Ad Sources EPOD Add e Observer Journal for the Association for Psychological Science APS L7 Various psychology computer science and engineering related websites L7 OO i ti HO 17 UC Recruit User Manual The Advertisement section includes Planned Search and Recruitment Efforts This section is to describe all planned efforts to reach a broad and inclusive applicant pool Note Information is required to submit the Search Plan and the field becomes locked after approvals Locking helps ensure that the efforts will not change based on what happens during a search To cue you lock icons appear in the field along with a tool tip when the icon is rolled over For minor editing only the lock may be overridden by a Recruit Administrator Actual Search amp Recruitment Efforts Return to this f
122. tify Approvers button Notify Approvers 2 Type the message and choose whom to send it to Notify Approvers Your message will be sent via email to the specified approvers and saved as a comment Remember that approvers are automatically notified when it is their turn to approve Message Email text a link is included automatically Send to All approvers Previous approvers Current approver Pending approvers oleae lia Cancel 3 Click Send Email Monitor Approvals In Progress Use the top menu Approvals link to monitor approvals in progress 28 UC Recruit User Manual Home Recruitments Approvals Help Hello AP Department Analyst 3 Remove Proxy Logout New approvals dashboard for all analysts Home Approval Approvals i Change Columns OPtion to change what you see here All Requests Last Approved Last Type Name Approvers Requested On On Approved Search Plan Testing a Basic Row 14 JPF00547 Chair Jan 15 2014 Jan 15 2014 6 months Approval details 1 1 Seaggh Info 3 08pm 3 08pm ago Applicant Pool Report Get to the details here Marian Nedelchev Marian Nedelchev Shortlist Report Search Plan Basic Recruitment nothing fancy Row 11 PF00514 Chair Jan 15 2014 Jan 15 2014 6 months Approval details 1 1 Search Info 4 32pm 4 43pm ago Marian Nedelchev Marian Nedelchev Type M Search Plan Search Report Status Applicant Pool Switcheroo Recruitment T
123. tment Faculty 1 Click Recruitments in the top menu bar and find the recruitment on the page Home Recruitments Approvals Help 2 Click the link Make inactive JP Name Department Submission Dates JPF01603 ASST PROFESSOR IN PHYSICAL CLIMATE Earth System Science Open Recruitment Details Diversity Reports Search Committee Applications 95 9 19 2011 6 30 2012 The Make Inactive link effectively archives the recruitment To Re activate a Recruitment If you need to see old recruitments it is not difficult to bring them back Actions Make Inactive 1 Using the filter panel place a checkmark next to Show Inactive and click the Filter button 2 Now locate the recruitment tn the list 3 Click the link Make Active in the Actions column This recruitment is available once again to manage as before and the intact applicant pool is visible to the reviewers 60 UE Recruit User Manual Appendix A How Applicants Use Recruit Browsing applicants locate the recruitment on Recruit s apply page https recruit ap uci edu apply Preferably they click the direct link which is provided wherever the position is advertised They create their ApplicantID unique username and password e They fill in their contact information highest degree information current employment information etc After clicking Create Account they are brought to their Dashboard e They provide files and referenc
124. tom reasons dialog box opens Click Add custom reason Manage custom reasons isons removed from t t will also be removed from any applicants w isons edited here will a be inged on any applicants with that re Add Cancel Add custom reason EVRENE Cancel Type a customized disposition reason and click the Add button beside it Add up to 5 custom reasons Save Changes The custom reason appears at the top of the list of disposition reasons To edit click Manage custom reasons Ej Manage custom reasons N OUSE Suppress disposition reasons Analysts may suppress any of the reasons to trim the list if needed After the first applicant applies only the Recruit administrator may suppress reasons 24 UC Recruit User Manual 1 Click Manage suppressed reasons 4 Manage suppressed reasons 2 Uncheck a reason to suppress 3 Save Changes 4 To edit the disposition reasons click Manage suppressed reasons Search Outcome This section allows analysts to specify the initial search outcome whether the search was successful at identifying any candidates so that information can be included as part of the search report Any committee member and approvers have read not write access to this section 1 Click Select the initial outcome of this search Details Initial Search Outcome Diversity Select the initial outcome of this search Advertisements Initial Sear
125. tor 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 O Hired candidate composition 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 3 Choose Recruitment Type Regular Rank Non Regular Rank or All Rank 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 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 Applicant amp Diversity Download Data e Create a spreadsheet showing all diversity survey responses for a given academic year e The filter able report will show all applicants for a given recruitment including applied completed shortlisted and non shortlisted e As this report is so encompassing it possibly will not match the per position diversity report data e Recruit Admi
126. tus Awaiting 1 letter of reference Last day to make changes was Friday Mar 20 2015 by 11 59pm Pacific Time Want to apply to another position See below No further changes may be made to your application as it has been sent to the committee Need Help Learn more about UCI Help documentation UCI Homepage Contact position support Today UCI news and events UCI employment information Want to apply for another position v Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act You must create a new separate Application D for each position you apply to 1 Logout from this position 2 Click Browse other recruitments or log back in to see the list of open recruitments 3 Locate the position to which you would like to apply and click the Apply to this position link 4 Create a new account with a different user name for the new position 61 UC Recruit User Manual My Information The applicant s contact information current employment information highest degree information and account information is editable by the applicant using the Update buttons Contact Information Name Rhonda Chase Email somewhere fake edu Phone 980 789 5676 Website _http rhondachase wordpress com Address 1234 Street Way Vida CA 29798 Current Employment Information Update Affiliation University U of Minn Title Assistant Professor Highest Degree Information Highest degree Phd Institution U of Mil
127. uitment name Associate Professor of Chemistry JPF00123 Approval request for Search Plan To view this request please visit Link to approval screen Your next steps Publish the recruitment so that applicants can start applying Monitor incoming applications and mark each as meets basic qualifications or does not meet basic qualifications Assign disposition reasons to applicants who do not meet basic qualifications Submit the applicant pool report for review and approval by the search committee chair at least one week before the close date to assess if additional outreach is needed before closing the recruitment Message generated by UC Recruit To change how you are notified about approvals click here Link to change notifications Applicant Pool Report Needed Email is sent to the creator of the recruitment and the person who configured it for online Often this is the same person otherwise known as the analyst in charge of the recruitment The date the reminder is sent and the wording of the message differs from campus to campus The following is the message sent at UCIrvine 76 UC Recruit User Manual Subject UC Recruit Applicant Pool Report Needed Super Best Job JPF00673 Hello Analyst Name Super Best Job CJPFQ0673 is about to close On Nov 17th 2015 just 8 days from now no new applicants will be allowed to apply That means that it 1S time to submit an applicant pool report This rep
128. ut the applicants 1 Click the button at the top of the list of names Change Columns Change Columns 2 Check the boxes to determine what to display on your screen Then Save Columns Select columns to display Details Submission Dates History VJP Submission Dates O Creation Date Salary Control O Open Date O Created By V Name O Close Date Configured For Online By v Department M Final Date V Last Updated 1 URL O Review Dates O Tenured or SOE O Academic Year Save Columns Restore Defaults Cancel Download Applicant Data This is a useful tool to create lists of applicant names addresses and other column criteria to take to a meeting or use for mail merges Recruit will build a comma delimited file consisting of the applicant applications list and the data fields that have been pre selected from the column options 1 Click the button Download This Data for all column data displayed 2 Or for a simpler list click Download Names amp Addresses 3 Depending on the web browser 34 UC Recruit User Manual 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 1 Use Reset when you want to restore the applicant list to the default state 2 If you clic
129. wed some deficiencies e Lacks sufficient clinical experience e Lacks sufficient contributions to diversity cultural competence Lacks sufficient depth breadth of research creative excellence or impact e Lacks sufficient leadership experience for position e Lacks sufficient potential for successful attraction advising and mentoring of students trainees postdocs Committee Documentation Disposition Reasons e Lacks sufficient research achievement potential Lacks sufficient teaching achievement potential Search Outcome e Other please specify e Publication record shows some deficiencies e References were weak e Specialization or area of expertise for position or department needs shows some deficiencies Manage suppressed reasons For applicants marked as does not meet basic qualifications Add custom disposition reasons e Application was incomplete materials submitted were not the required materials e Candidate withdrew e Degree was not in the advertised field s if specific field s were required Did not meet stated basic clinical requirements Did not meet stated basic research requirements Customize disposition reasons Analyst may customize the lists per recruitment if the default reasons do not meet their needs After the first applicant applies only the Recruit administrator may customize the lists 1 Click the button Add custom disposition reasons Add custom disposition reasons 2 The cus
130. withdrawn Application period Review date Disposition status Jul 2 2015 Sep 1 2015 Sep 1 2015 14 applicants are missing disposition reasons Hide details a Meets basic qualifications 12 applicants are missing reasons Does not meet basic qualifications 1 applicant is missing reasons Unknown qualifications 1 applicant must be marked as Meets or Does not Meet basic qualifications Jun 1 2015 Jul 1 2015 Jul 1 2015 There are no applicants in this review window Hide details a Meets basic qualifications There are currently no applicants who require disposition reasons Does not meet basic qualifications There are currently no applicants who require disposition reasons 23 UC Recruit User Manual Disposition Reasons List This section displays the system s default reasons used to assign to applicants and the ability to customize them Disposition reasons justify why applicants didn t move forward in the hiring process and is an important component of the final Search Report Any committee member and approver named in the search plan have read not write access to this section Disposition Reasons Diversit vane For applicants marked as meets basic qualifications Advertisements f RF Add custom disposition reasons Qualifications e Alternate for position e Duplicates or significantly overlaps existing area of strength in department school college Selection Process e Interview showed some deficiencies Job talk sho
131. wn e Itis possible that applications are being accepted in a different form other than through this website e The open application period may have lapsed Figure D Applicants who cannot locate a position on the Apply page are given instructions to contact the department for assistance Contact Us Please see our Common Questions below for quick assistance From Reply To kgerrard gmail com Need Help With V Application References for IRD Future General Question eq other positions UCI Technical Support eg upload problems ese e Your question or comment will be sent to Recruit support or the administrator for the position e A copy of this message and a reply if necessary will be sent to kgerrard gmail com Common Questions How do request a letter of reference from one of my references Requesting a letter of reference is necessary only if a letter must be submitted Use the Request Letter of Reference link to send a request to one of your references If this link is not available the department will contact your references as appropriate Figure E Mail is routed to the proper person when the applicant chooses from the drop down menu person is logged in Appendix C Special Tools for Recruit Administrators 1 Click Admin in the top menu bar Home Recruitments Approvals Admin Reports Help 2 The list of available administrative tools depends on your role access rights 19
132. wo JPF00568 Chair Jan 17 2014 Mar 27 2014 3 months Pending Report Approval details 1 2 Search Info gt Dean 11 20am 2 27pm ago M Approved see who s approved and Kim Gerrard Charlie Committee who hasn t in this column Filter Reset Search Plan OCF Recruitment Test Emails PF00588 Chair Jan 17 2014 Jan 17 2014 6 months Approval details 1 1 Search Info 4 37pm 4 37pm ago Marian Nedelchev Marian Nedelchev Publish the Approved Plan Publish a recruitment to make it available to applicants to apply and to the search committee to review 1 When a plan is completely approved a Publish link appears in the Details screen status box E All approvers have approved Publish now 2 Confirm that you would like to publish the recruitment Really publish Don t forget to publish Unpublished recruitments mean that the recruitment will This will convert this plan into a recruitment lang uish and you won t receive any The search committee will see the recruitment immediately appl icants l e Applicants can apply to the recruitment immediately as it opened on Jul 28 2014 Cancel Yes publish To Unpublish a Recruitment This flexibility built into Recruit allows an analyst to pull the recruitment back to a plan Unpublishing does not remove any approvals so if changes are made analysts may need to solicit re approval off line An Unpublish link appears at the top of the Details page and is available up until the first
133. y Mortimer In regards to candidate Documentation E dit Delete Disposition Reasons phi tag Letter Johnson Wyatt Offer letter detailing terms of appointment it Delete Search Outcome Interview Materials Upload Not sure what to upload Learn more about interview materials File Applicant Comment Chalk Talk Questions for Candidates 3 chalk talk topics provided to the senior candidates Edit Delete The Documentation section includes Search Plan Documents Store any miscellaneous documents associated with the search that needs to be kept for the electronic record Letters amp Memos The documents you upload here will be part of the permanent record and included in the final search report viewable by any approver named 1 Click Upload and choose the file from your computer Enter the name of the letter memo Add a comment if needed Optionally associate the letter memo with an applicant Click Upload File Upload Letter or Memo Oe a File must be a pdf txt or image Choose File SJ Documents memo pdf Name of letter memo Dean s letter to the Chair Dec 9 2013 Comment Lorem ipsum dolor sit amet consectetur adipisicing elit sed do eiusmod tempor incididunt ut labore Associate file to an applicant optional Welereniiiame Cancel 22 UC Recruit User Manual Interview Materials Include materials such as interview questions committee notes from interviews interview schedules for on
134. y applicants with the status Selected Candidate or later including any files uploaded to the Documentation tab Name of report Create Search Report Cancel 8 Then click Create Search Report 9 Your new report will appear in your listing as the Current Report 10 Using the Edit button beside it Analysts may rename Search reports up until the final approval is received sr test 2 Edit y enaing View approval request Creating Search Reports for IRD Recruitments Before creating a Search Report for recruitments with review dates IRDs there must be recruitment specialties actual search efforts and the initial review date must have already passed Current Reports Report No current search reports Before creating a Search Report Recruitment Specialties must be selected Add nov Actual Search Efforts must be entered Add now Initial Review Date must have passed 1 Choose the review date window you wish to appear in the report If any applicants are missing 57 UC Recruit User Manual disposition reasons click on the link to return to the disposition status panel and assign as needed Create Search Report Search reports contain summary information about the recruitment including information about any applicants with the status Proposed Candidate or later and any files uploaded to the Documentation tab Report name Include applications who completed on or before jul 3 2015 6
135. ype Regular Rank K Configure Report First All administrative reports available Choices depend on your particular admin role Faculty Search Report O 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 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 3 Choose Regular Rank Non Regular Rank or All Rank from the drop down menu 86 UC Recruit User Manual Core search committee composition e Download a report containing diversity data on unnamed core 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 Recruit Administrator or Central AP Analyst access is required for this activity 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 Administra

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