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Academic Personnel Recruit USER MANUAL

1. ese 75 Aann VE REDO O E E E E E EEEE E EEEE E ERI EE Uds 79 POCUIOV Search REDOT iriser Tens en rein ENEE EO OOE AE OEE ENNE EE AEO EE ETSE 79 Recruitment and Retention Report arrserirerii orisirisi irek eua NENTE ENE KUETE EOE TEESE OR Ea eS 80 Applicant amp Diversity Download Data eese eene nennen nnne nnns sans ssa anneau s ases esas essa ases seen ns 80 Part 1 Recruitment Management Create the Basic Recruitment The analyst begins by creating the Basic recruitment inputting the position name application submission dates title 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 Applications 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 Title Codes amp First post information about the position the title posting dates job information URL etc Specialties Note if this is a cross listed position multiple departments contact us before getting started e Second define the Specialties areas Contact amp Notes e Third enter the contact information for yourself or another administrator e Fourth confirm that a
2. 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 79 UC Recruit User Manual e 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 Administrator or Central AP Analyst access is required for this activity 1 Choose Applicant pool composition 2 Choose between Only meets basic qualifications applicants All applicants or Applicant pool shortlisted applicants 3 Choose the academic year from the drop down menu e Download a report of all hired applicants in a given academic year e Recruit Administrator or Diversity Analyst access is required for this activity 1 Choose Hired candidate composition 2 Choose the academic year from the drop down menu Recruitment and Retention Report Offers e Download a report of those applicants who hav
3. How Approvers Use Recruit and Appendix B Notifications Sent to Approvers Submitting New Reports Scenario The search is intended to generate multiple hires for the position The analyst may create any new report and then submit it for a new round of approvals 1 On the Reports screen click the Applicant Pool Shortlist or the Search Report tab 2 Click the corresponding button to create the new report The new report will appear in the Date Generated column 3 Click the link Submit as new approval The following confirmation box opens 53 UC Recruit User Manual Are you sure you want to submit this report for approval What this does This report will be submitted for a new round of approvals e RECRUIT sends email Using workflow Applicant Pool Diversity All which includes the following notifications to approvers those who have not voluntarily opted out 1 Committee Chair of notifications steps if this Is not the correct workftow please contact Support e Approvers will download the new report leave a comment and approve Yes submit for approval Correcting Reports and Updating the Approvals Scenario The analyst has submitted a report for approvals 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 1 First gather any documents and make all necessary changes to correct the report On the Reports scree
4. Notifications Sent to Approvers Here are other details about how the approval emails work 4 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 Ifa 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 4 The email template for optional approvers have slightly different wording Your approval is requested rather than required 4 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 4 Recruit doesn t nag Approvers are never emailed twice for the same request It remains up to the analyst to monitor approvals in progress and check for comments left by approvers 28 UC Recruit User Manual Monitor Approvals In Progress Use the top menu Approvals link to monitor approvals in progress Home Recruitments Approvals Applications Help ana Yon Approvals Cant V gci00 on Opt out of 4 emails here iB Change Columns Change Notifications L Q Name if and Click this tab for up To ood approvals Type Name Approvers All Requests Search Cardiovascular Professor Extraordinaire PF00667 wv Dean s A Type Plan Approval details 3 3 Search Info v Universit M Search Plan v nere Budget C Mot to the
5. Subject Recruit Contact Us 70 UC Recruit User Manual 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 ject Recruit 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 Contact Us My name Joan Applicant My email joanapplicant amp Kasprovw edu Recruitment MM Recruitment Test My Question Hecruitment specific Technical Support General Question Missing Recruitment ror me aaminisirator for the recruit ition for faster assistance am interested in your position but notice that it is closing tomorow am just getting my materials ready today and was wondering IT 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 joanappicants RKasprovw
6. 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 Read the Online Overview page and click the Next button Define the required and optional documents as well as the number and type of requested references atm After an applicant has applied to this position you cannot change reference requirements or required documents but you may add optional documents if you need to collect additional data fram 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 Edit Delete Statement addressing how past and or potential contributions to diversity will advance UCIs Commitment to Inclusive Excelence Optional Edit Delete Statement of Contributions to Diversity Misc Additional Optional Edit Delete References Type None Only contact information Letters of recommendation Number 1 3 4 5how 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 prov
7. UC Recruit User Manual Administrative Reports Start with Reports in the top menu bar Home Recruitments Approvals Applications 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 Offers offer data including reasons why offers were declined Options Academic year 2013 2014 H Recruitment type Regular Rank 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 e Recruit Administrator or Central AP Analyst access is required for this activity 1 Choose Recruitment descriptions 2 Choose the academic year from the drop down menu 3 Choose Regular Rank Non Regular Rank or All Rank from the drop down menu
8. The custom reason appears at the top of the list of disposition reasons To edit click Manage custom reasons 4 Manage custom reasons LUPUS UE 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 1 Click Manage suppressed reasons 2 Uncheck a reason to suppress 3 Save Changes 4 To edit the disposition reasons click Manage suppressed reasons Search Plan Approvals After you provide all necessary information based on your search business practices submit the search plan for approval s Submit the Plan for Approvals 1 Return to the recruitment s Details section and click the button Submit plan for approval Recruitment Plan Approval Not submitted for approval Submit plan for approval 2 On the confirmation box Click Yes submit for approval Are you sure you want to submit this plan for approval A new approval will be created for this plan Yes submit for approval Cancel 3 The system may assign approval workflows containing lists of steps When this has been done a chain of approver s roles will be displayed see next image below 4 Click Yes submit for approval If you think this is not the correct workflow stop here and report this using the contact link 26 UC Recruit User Manual Are you sure you want to submit this plan for approval An
9. a p iii Progress dots Roll over the color coded dots beneath an applicants name for a list of what requirements are in and what is still missing Paucek R qb o LY 3 i 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 gt Not shown to reviewers Howe Gust X Manage i Log Download applicant is not yet completed 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 1 Locate the recruitment s list of applicants 2 Click the button Add applicant located on the horizontal bar at the top of the list 36 UC Recruit User Manual Download This Data Download Names amp Addresses Change Columnf Add applicant 3 Fill in the form Applicant s contact information degree information current employment etc Add Applicant AB ida ane requined Contact Information pu e a aimee etd ge lee dha ae i T Pt ca e i A ca First nume Last name Degree Information Emai Verify email Highest degree Jp institution Date obtained Current Employment Information AMin amher My HBg any ee e Te 7 mg u a 2 aM m LT mu aT a m au uu LT ee a x Notify applicant that application is in the system o Finally
10. click the button Add amp Manage Now vu iai ai pa am rm oso aa e t pu Tee Pa nm a a Application Information Date received Now 27 2013 Notify applicant that application is in the system Add amp Manage Now Add amp Add Another And amp Done Cancel Bottom section of the Add Applicant form Granting Access to the Applicant This important action sends another email to the applicant that 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 grants the applicant access with login and Diversity Survey instructions See Appendix B Access your application 1 Atthe 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 applicant access 3d UC Recruit User Manual 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 pa
11. http academicaffairs ucsd edu aps apol index html All trainees will use Recruit s training site at https apol recruit ucsd edu training UC Recruit User Manual 1 Click on UC San Diego Faculty amp Administrators 2 When prompted authenticate with your UC San Diego SSO and password i e REC RUIT Academic Personnel Systems FERMAT fi Tap A oP P PR ESI Welcome to Academic Personnel Recruit Recruit is a part of the Academic Personnel Systems for the University of California Irvine 7 References UC Irvine Faculty amp Administrator ti bep document on Privacy Policy Accessibelity About The News amp Updates Page The Home page with news and updates is the same for all faculty and administrator roles li B REC RUIT Academic Personnel Systems k P UNIVERS BSITY of CALIFORNIA LRVINI Home Recruitrrenitz Approvals Applications Help Hella Paul Zot Anteater Remove Proxy Logout Need Help Quick Guides i Approvers Faculty Reviewers Department Staff Check aut thi documentation ar contact support LRR Y UC Irvine AP Recruit News amp Updates Analysts Don t Forget the Recruitment Description 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 CEOD will not approve search plans without the description field completed Significa
12. s apply page https apol recruit ucsd edu apply Preferably they click the direct link which is provided wherever the position is advertised e hey 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 hey provide files and references 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 ApplicantlD unique username and password e 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 Dashboa
13. Analyst as part of the search Plan Choose Tool when assigning roles across the system 5 Click Save when finished 6 Type their name and click Find to confirm that the user is in the alphabetical listing Manage User Roles Li Ww X Y z A Ucinetii Resource Type SBABABE Y Othar Protesscr Ogphaiaimolog p rmen Lircice y users tab Other Proiesscr E Kann M KBUAEBLAILAF n Locate users by their sign in name on the View b View by users ral AP Analyst I Anabyst No Reports Raui Wer Reguit Use Manager Qo Full Hama UcinetiD Role Unit Resource Resource Type Chin Jean Ling JLCHIN Recruit Acirn nistrator recruit Tool Edi Bement Prom ee ERR RR al rn rm nl NR t n a aa a a Neen a cen ee see a de e a Locate users by their roles Manage Users 75 UC Recruit User Manual 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 Use the Manage User Roles admin tool to manage roles for these users Name User Name Email Department Last Modified Actions Berkeley2 Academic Personnel APUCB oasii berkeley edu Department for Berkeley Oct 17 2011 Edit Delete 12 26PM BLACK Gwendolyn Kuhns gkuhns gwen black uci edu Department for UCI Oct 06 2011 12 44PM Chin Jean
14. Applied Update status Basic Qualifications Unknown Meets Doni Not beet Shortlisted No Hidden Ma Finalized We Applicant Status pda Applied Applicant information D i Comments amp Flags Contact information I Visi minar Mame Americo Kautzer Email address jalen enser name Phone number Mailing address B81 Zole Camp Wilmerhaven Texas 39179 4217 Wen address Employment Infnrmation Current affiliation Laudantium School i pihe Autem Culpa ee nare t numquam uton Ea College Me of degree 2012 04 14 13 56 16 Emmet Adams MD or 2 Mrs Mekenna Gleason issertation Tithe Quia distinctio recusandae illum et dolones in perspiciatis Manage applicant The information screen Documents amp References Manage the Applicant s 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 Munage Appbeast fet Poleiro of Genes Job an IP OOod Americo Kautzer Status Applied Update srarus Basic Quasfications Unknown Gees Does Nor Meer Shortlisted Mo Hidden M Finalized No Denwn nad POF undis Launch Document Viewer Documents amp References Application Documents Curriculum Mire Required Your most meceni updat Delete hie a Cover Letter Opticnad Upload L i Statement of Research Option Ugioad L S
15. Behavior Schools School of Social Ecology Username Applicant s username Status Submitted Login links Link tOo applicant login You may Continue to mocitfy 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 Cto contact Corm UC Recruit Team University of California XIZ 3 Thank you for completing your application and survey reminder Sent to all completed applicants who have not taken the survey 4 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 JH exor Fryer We request that you complete the following survey by Date This survey helps UC meet our obligation as a federal GQOM Enso EOS Link to Diversity Survey Position Name Associate Professor Biochemistry Department Biochemistry Schools School of Biological Sciences Username applicant s username Status Submitted Login links Link to applicant login You may continue to mocify your application until Date 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 levine 4 Deadline approaching completion reminder 4 Sent to all incomplete applicants 3 days before the r
16. Cancel Download Applicant Data This is a useful tool used to create lists of applicant names addresses 339 UC Recruit User Manual 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 e Click the button Download This Data for all column data displayed e Or for a simpler list click Download Names amp Addresses e Depending on the web browser e the file will download to the usual download area on the user s computer OR e the file will open automatically in Excel OR e the browser will present a message asking the user to either OPEN or SAVE it The Filter Panel Use the advanced filter panel to fine tune your list of applicants 1 Use Reset when you want to restore the applicant list to the default state 2 Ifyou click away from this screen your filters will persist 3 Committee reviewers do not have the Show Hidden filter Sow 7 777 Show Set a filter to show applications that have been hidden from the committee f Hidden 0 e Check the box and click the Filter button at the bottom of the panel SIUS Status This filter allows you to pick and choose which applicants to display based I Complete on the applicants various statuses Mi Serious consideration e Make your selection M Selected candidat
17. Documentation Ad Documents Upad Disposition Reasons i File Comment HERC Category CEID tdi International Affairs Studies Ad Sources 7779 add UCI Employment Opportunities lj Americal Political Science Association ejobs G B International Studies Association z Ad Evidences Upload File Ad Source Ad ran Mar Apr Chronicle of Higher Education Editt Delete Search Sources 9 Source 0 HERC Higher Education Recruitment Consortium O0 Inside Higher Education Website The Advertisement section includes short copy for web ad Comment 1 Planned Search and Recruitment Efforts As part of the Search plan describe all planned efforts to reach a broad and inclusive applicant pool Help caption is included in this field 2 Actual Search amp Recruitment Efforts Return to this field later to enumerate all efforts taken to reach a broad and inclusive applicant pool The information here will be included as part of the Search report Help caption is included in this field 3 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 19 UC Recruit User Manual Upload Ad Documents File must be a pdf txt or image Choose File P Advertisements ad pdr Name of Description of
18. Fecruement 2011 2012 Report generated Feb 12 2014 at 3 12pm d A t a m About This Recruitment ABOUT THIS RECRUITMENT A9 Oed da Job number JPFDOST3 array Salary contol 4AT7372 eo ea F Cmepayeaeed i rna Rn School of Rerum impact Teme CM UU OODO Capa daa AD wea Terres data Tribi aa aaa TAD iat Pra OW ar Tenured SOE 1901 2005 Campus data 2012 Health Sciences dala 2011 Law c dala 1983 2002 ALA data Carun Acron 1100 PFIOF AY Mun D4 2097 ACD 002 Search and Recruitment Effort Campus Algebra l i Nov B 2013 Nov 18 2013 rey s Berge Search and Recruitment Efforts This is the socion where we pul in the search and recruitment efior is Applications he Response Rate We worked hard and we contacted people at the job tair This wasnt in Pan Ce FCR CU Faspescefum cun original pian becas the solar eclipse of the moon wasnt visis 10 dagli m rabat miles irom the coast do to fog ae APPLICATIONS BESPONSE AATE T iad m Survey Taken Hol Taken Total Response Aale ison nih eine 100 09 eV qt o pr Tas E r MEL io o BR haa DIVERSITY BENCH MARE AVAILABILITY DATA Tuan a d 7 Specialty Alrican Marysrity American Taia omm aota jwa sm 23 25 fams joms Jums em POOL COMPORBITION Tots Applicant Pool by Gender Yon Agerieot Posi vy Race Emisi rm _ Tamm mew a zoom em ur we me ues ur foo e Pape gnum op LIC Pira AP Farro cr Pad 12 20
19. Ling jlchin jean chin uci edu Department for UCI Oct 06 2011 12 44PM Create edit and delete user accounts when Recruit is configured for Local Auth Manage Academic Unit Hierarchy Use this tool when Departments Schools or Divisions change their names or the data feed needs correcting Warning Incoming data feeds could overwrite any manual entries Currently this tool offers no way to delete and must be done by a programmer Manage Academic Unit Hierarchy MN 5chool AA 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 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 76 UC Recruit User Manual
20. Recruitment MN Recruitment Test My Question Hecrultment specitic Technical Support General Question Missing Recruitment F 1 zin r Tyrmmarn ulii ma anit thy tar nbi ziir rt r Tt rTalia jatrotry Truy f i ram l TTTYERPIT Our ques or commi Will De sent to te c Lee the administrato r thi HO rultmi 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 71 UC Recruit User Manual Contact Us My name Joan Applicant My email joanapplicant amp 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 rhe recruitment aepartment 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 Contact Us My name Joan Applicant My email NA PPC anh kasprovw ecdu Recruitment MN Recruitment Test My Question Recruitment specific Technical Support General Question Missing Recruitment If the recruitment you are looking for is not shown s Contact the hiring department direct
21. 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 Applcant Pool Statistica 50 UC Recruit User Manual 4 Backon the Reports page Applicant Pool Shortlist and Search Report tabs separate the various reports e Color coded boxes at the top indicate the status of the particular report s approvals e The Date Generated column keeps a running tally of all reports created throughout the search e he Download link opens a PDF of the report The samples below show the two types of diversity reports Applicant Pool report left and the Shortlist report right Academic Recruitment Analysis Report Applicant Pool Academic Recruitment Analysis Report Shortlist JPFO00573 Colossus Hesearcher JPTOD HOO Panda Faprehenie Gatunamn
22. applicant Click Upload File Upload Letter or Memo Dapo File must be a pdf txt or image Choose File TO Documents memo pdt Name of letter memo r T ra Fh 4 F i 1 Dean s letter to the Chair Dec 9 201 comment Associate file to an applicant optional Interview Materials Include materials such as interview questions committee notes from interviews interview schedules for on 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 a 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 ooo0c 24 UC Recruit User Manual Upload Interview Material File must be a pdf txt or image Choose File O 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 pm Disposition Reasons This section displays the system s default disposition reasons that will be used later to assign to applicants Disposition reasons justify why applicants didn t move forward in the hiring process and will be an important component of the final Search Report Any approver named in
23. applied PF02197 Assistant Professor in Mechanical Engineering Search Info Reports Applicants 186 Locating the applicants from the main Recruitments page Reaching the Applicant List from the Applications page Reviewers Committee reviewers will use their top applications menu link to see all recruitments in their purview The number in parenthesis is the total number of people who have completed their application ag Rerum Recruitment Administrator Grady Schaefer Department of Aut Aut Open ADE D i eveline ga lord biz 1 24 2013 12 28 2013 T i UP SS Locating the applicants from the Applications page Tools to Use with the Applicant Lists Column Sorting Click directly on most column headers to sort the applicant list Search Box Zero in on the applicant you are looking for by typing in a search word and pressing return Change Columns Add or reduce the information about the applicants e Click the button at the top of the list of names Change Columns Change Columns e Check information you want to display on your screen e Click the button Save Columns Select columns to display Details Submission Dates History Ww IPs Submission Dates O Creation Date O Salary Control O Open Date O Created By v Name C Close Date O Gontigured For Online By Department Final Date sf Last Updated OURAL T Review Dates O Tenured or SOE D Academic Year Save Columns Restore Diefautts
24. department initiated Asks the reference to log in and submit a letter 4 This ability is only available if the reference requirements are set to Contact only 4 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 confidential information is sought the University does its utmost to protect the identity of such sources 68 UC Recruit User Manual Thank you for your time Analyst signature University of California XYZ 3 Reference thank you 4 Thanks the reference for providing a letter Initi
25. 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 2 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 Recruitment name Associate Professor of Chemistry JPF00693 Approval request for Search Plan To view this request please visit Link to approval screen Your Next STEDS s Publish tche recruitment 6S0 tchat applicants Can start applying xMonitor incoming applications and mark each as meets basic qualifications or does not meet basic qualifications NSSTOQnodrsposrtrson reasons to applicants who do mob meet basic GQualiricalions 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 Irvine AP Recruit To change how you are notified about approvals click here Link to Change notifications 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
26. not change any approval workflow that is currently in use Click Edit below the workflow name Make changes to the context and conditions oteps 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 ns a 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 Restrict Analysts from Reordering Adding Workflow Steps This admin tool ensures that the analyst cannot modify the workflow design Restrictions take effect immediately affecting any in progress approvals 1 Click Approval Permissions Create New Approval Workflow Approval Permissions J 2 By default analysts may reorder the workflow steps or add steps Restrict either one of these abilities by unchecking the corresponding boxes Click Save changes Approval Permissions 6 Changes made here immediately affect all approvals Allow analysts to Reorder steps M Add steps Permission Options Customize which permissions are available to the system s users Who can publish a plan Who can create and manage diversity reports 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 78
27. 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 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 Department Faculty 1 Click Recruitments in the top menu bar and find the recruitment on the page Home Hecruitments Applications Help 2 Click the link Make inactive JP amp Name Department Submission Dates Actions JPF01503 ASST PROFESSOR IN PHYSICAL CLIMATE Earth System Science Open Recruitment Details Diversity Reports Search Committee Applications 95 5 19 2011 6 30 2012 The Make Inactive link effectively archives the recruitment Re activate the Recruitment If you need to see old recruitments it is not difficult to bring them back 1 Using the filter panel place a checkmark next to Show Inactive and click the Filter button 2 Now locate the recruitment in 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 55 UC Recruit User Manual Appendix A How Applicants Use Recruit e Browsing applicants locate the recruitment on Recruit
28. the analyst and editor Add Chairs may be added later e g after plan approval and will have the same access rights as their counterpart e Faculty Editors have the same access rights as committee chairs and are able to assist the analyst in managing the applications Add l Staff Editors may be added later e g after plan approval and will have the same access rights as their counterpart e Reviewers have read only rights to only completed applications Add Reviewers may be added later and will have the same access rights as their counterpart Setting up the Search Committee Quick Add 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 1 Choose a role and then 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 oo 1 Details Diversity Core Committee Add Advertisements Charlie Committee Chair ap no reply amp recruit ap uci edu Qualifications Edna Committee Editor lt ap no reply recruit ap ucLedu gt Selection Process Andy Committee Reviewer ap no reptymrecruit ap uciedu Committee hange role Rem rox Betty Committee Reviewer ap no reply amp recrutt ap uci edu Documentation hang a Re Pros Disposition Reasons Additional Access Add None Elissa Huel lt jared_beer huel
29. the recruitment can view this information but cannot edit it eru a lisa ilii le m Disposition Reasons umm mue a et e I s er i ami a i irme T P I m mier a ge m e B m Diversity 2 For applicants marked as meets basic qualifications Advertisements Add custom disposition reasons Qualifications yys term s Alternate for position Not considered application submitted after initial review date and position filled by candidate from initial review date pool Selection Process Mot considered the recruitment position was cancelled prior to applicant review please specify e Specialization or area of expertise for position or department needs shows some deficiencies Committee e Duplicates or significantly overlaps existing area of strength in department schoal college Lacks sufficient research achievement potential Locks sufficient depthibreadth of research creative excellence or impact Publication record shows some deficiencies Lacks sufficient teaching achievement potential Disposition Reasons Job talk showed some deficiencies Lacks sufficient contributions to diversiby cultural competence Lacks sufficient potential for successful attraction advising and mentoring of students trainees postdocs References were weak Lacks sufficient leadership experience for position Lacks sufficient clinical experience Lacks sufficient communications skills Other please specify nterview showed some defi
30. to be attached to this recruitment for other analysts in your department to use 9 Internal Notes Use the Internal Notes field as you would a Post It note on a paper file Other analysts assigned to this recruitment can see your note 10 Finally look over the information for accuracy and click the Save amp Done button Information s Edit m 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 11 UC Recruit User Manual Basic Recruitment Completed The Basic recruitment is completed but you will need to configure it for applicants to apply online All recruitments must be configured for Online Applicant Management Configure the Recruitment for Online Applications After entering the basic recruitment information click Yes Configure for Online Applicant Management in the confirmation box 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
31. to send to a group of people 4 You may insert optional variables into the subject line and message body ApplicantFirstLastName UserName CompletionDate RecruitmentName ApplicantAddress RecruitmentAddress ContactAddress Add Personal Note This is a way to jot yourself a note about an applicant The feature is available to all users with applicant viewing rights but notes are private and not viewable by one another 1 Click the link Add in the Personal Note column beside the applicant s name Personal Note dd 35 UC Recruit User Manual 2 Notes may have up to 255 characters 3 Click Save 4 To read the entire note roll over it with the mouse 5 To edit the note roll over it with the mouse and click 6 Click Remove to delete the note Manage the applicant application Only analysts chairs and editors have the manage link below the name of each applicant Managing applicants applications is covered in another part of this manual Paucek Rebec o P E 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 qu o An ed EP Dow 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 e
32. to wait to specify additional review dates Application Submission Dates Open date July 25th 2013 Initial review date Oct 1 2013 a Add new review date Final date Now 1 2013 7 The recruitment will no longer be available to applicants after this date e Specify a new review date in the field provided If you check the Private date box the new review date will not be shown to applicants UC Recruit User Manual R Application Submission Dates Open date July 25th 2013 Initial review date Oct 1 2013 Review date Oct 25 2013 3 Private date don t show to applicants Final date Nov 1 2013 Es amp recruitment will no longer be available to applicants after t In the example shown above the new review date will place any new applications completed by Oct 25 2013 into the existing pool of applicants already in the review bin Oct 25 acts as the last modification date for this new group of applicants and Recruit will automatically send reminders to applicants in this group about the last day to modify their applications If they ignore the date and complete their application after Oct 25 they will be told on their application dashboard that they may not be reviewed or considered for the position e Search Information After completing the dates section above now complete the Search Information section 1 Choose whether this position advertised broadly or specifically targeted 2 Choose whether th
33. 14 ab b 2pm AU perce our bo Pu eed eh ja B SER AI Tha malaini pomba Lr binky Tots guck ades le race y HRS Note The minority total column in the Diversity Benchmark section includes applicants who reported multiple race ethnicity That is a separate category in the data derived from The National Opinion Research Center NORC Those who selected multiple race ethnicity are not included in the other individual race ethnicity groups not in AfAm Hisp Asian NaAm so the only place they are counted is in the minority total Therefore Minority AfAm Hisp NaAm Mult 2L UC Recruit User Manual Search Reports Generating a Search Report 1 Click the button Create New Search Report Or click the down arrow to preview before creating it 4 Create New Search Report 2 When creating a new report you ll be asked to name the report 3 Then click Create Search Report Create New Search Report Search reports contain summary information about the recruitment including information about any applicants with the status Selected Candidate or later including any files uploaded to the Documentation tab Name of report Create Search Report Cancel 4 Arunning tally is kept of all Search reports generated throughout the search 5 The Download link opens a PDF of the Search report 6 Color coded boxes at the top of the screen cue you to the report s approval status Sea
34. Academic Personnel Recruit USER MANUAL Produced by UClrvine s Office of Information Technology January 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 http
35. C Berkeley AP Recruit Submit a Letter of Reference My Callangue tt nat 2a eut Read amp accept Upload Dane CONTE MLALE eer of reference Although a candidate may request to sec 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 utmost to protect the identity of such sources 5 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 The files must be pdf s The files must be less than 2MB in size Letters are also accepted as plain text without any formatting e A letter cannot be edited after submission You will not be able to edit your letter after submitting it but you will be able to provide a new one Applicants can n
36. Chemistry JPF00123 Hello Approver name Your approval is required for Recruitment name Associate Professor of Chemistry JPF00123 Approval request fors 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 Go 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 4 The notification is an FYI and not a request for a re approval 69 UC Recruit User Manual Subject UC Recruit Approval Update Associate Professor of Chemistry JPF00123 Hello A document you have approved has been updated Recruitment name Associate Professor of Chemistry JPF00123 Approval recuest Ors Search poc 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 unqualified 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
37. Click Create New Approval Workflow Create New Approval Workflow P Approval Permissions 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 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 d Choose to apply this workflow to specific schools or choose All Schools to apply globally Schools 9 All schools Only in school For even more granularity choose condition based on Title Codes Title Codes 9 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 9 Only Senate Only non Senate Click the link on the right side of the screen Add step Q Add step and choose the role from the drop down selector When you uncheck the required box it makes a step optional Add step Role Dean s Analyst v Required p ris UC Recruit User Manual 9 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
38. D is a basic qualification Look in the Highest Degree column then 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 AWN gt Basic Qualifications Meets Unknown Does Not Meet 38 UC Recruit User Manual 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 Qualified Read Read Unread Visib ty Hide Unhide Basic Qualifications Meets Unknown Does Not Meet Personal Unknown LJ pta Applicant Highest Degree Current Position O Add Applicant1 Jo phd yale Unqualified Vale Entire Pool D Add Applicant Jane phd UCLA Sh Yale ow C Hidden 0 Status Q Add Tawney Michael PhD Stanford Stanford University School of C Not complete Medicine mi Complete vi Withdrawn 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 the
39. a Bide Cuban Cenir CEN A br other pa apngal Comore or agis necardietd of race Gey those person from Central Ha Acum Cheer A ire OE A GEDDES OF CALPE Be De mani i Thee Dake TNA PENSEE F adagan CHAA SU Or TAH TOP a ampie wouid bs raw ar iras io TM cet bec vex CN Ceci De larbi t tu Hine ro fication In addi Wii classification coma Eu NER E RE FEtapa whe und Be Cees BIBORO DO RE COWHITE nat Dr Od A sers lang angaes cm amy BF tha Err PROG ol Euge Neh ATP of ene Me Eg CiDecine to state it Hoe did you Bar about tha poditiceT O HERC Higher Education Recruitment Congortasm How References Use Recruit 58 UC Recruit User Manual 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 San Diego 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 apol recruit ucsd 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 U
40. 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 27 UC Recruit User Manual 3 Click Add Augment steps with additional steps ex we also need the Principal Investigator s vote 1 Click the link Add step Q 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 Ss P 3 Once added don t forget to specify a person for the new step amp Specify person Reorder Steps ex let s not bother the Dean until the Principal Investigator says yes 1 Click the link Reorder steps 2G Reorder steps 2 Place your cursor over the icons and drag the step into place 3 Click Save changes Comments Communicate with approvers via the comments section Download Plan Take a look at the PDF of the plan This is what your approvers will be reviewing 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 download the plan comment and approve See Appendix A How Approvers Use Recruit and Appendix B
41. at the top of the Details screen The following show various states for a recruitment Recruitment Plan Approval Not submitted for approval Recruitment is not published Cannot be published until approved Submit plan for approval URL for applicants This URL can be used to link directly ta the listing for your recruitment You can use this URL in job ads postings electronic mailings and links on other websites amp https recruit ap uci edu 31002 apply JPF00629 In this example the Plan was not submitted not approved and not published Note that a specific URL has been assigned Recruitment Plan Approval Submitted on Feb 10 2014 41 O1 m View approval request Recruitment is not published Cannot be published until approved In this example the Plan was submitted and waiting for approval s Not published Recruitment Plan Approval Submitted on Feb 20 2014 2 Oo Mo Recruitment is not published Publish Q view approval request In this example the Plan was approved Ready to publish 17 UC Recruit User Manual Applicants can apply to the recruitment immediately 7 Approved 1 1 on Feb 3 2014 S as it opened on Feb 2 2014 a Published 2 4 2014 by Kim Gerrard recrui i edu 31002 apply IPF00600 In this example the Plan was submitted approved and published Applications are being accepted Note All sections beyond Details display badges These are indicators telli
42. at view your letter in Recruit but will be notified that vau have submitted it Letter is for Josephine Applicant applying for My Test Position in Information amp Computer Science Deans Office Donald Bren School of Information and Computer Sciences Upload eters POF Twos in letter e but References can provide a replacement etter of reference must be a PDF fiie or other suported media tvoe aCCepted as text e Applicants cannot view the letters in Recruit IM HEP na KMS QUESUPENONN NAR ECRIRE DR UM but will be notified that they have been New fil submitted Desktop DEMO files recru Browse e Recruit automatically sends a message Optional Comment thanking the Reference for their contribution Dear Search Committee This email is editable by the Analyst when they are configuring the recruitment for online About to upland applicant management The Reference provides a letter of recommendation 59 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 San Diego 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 sc
43. ated by the reference s upload action 4 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 Analyst signature University of Californie Campus XYZ 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 4 When a current step is approved and if the next step is marked as optional all potential approvers for the next mandatory step are sent the email 4 Submitters of the item Plan reports etc receive a cc of these emails gt hesg gt hesg gt t Subject UC Recruit Approval Request Associate Professor of
44. ay also enter part of the code s name for example Prof and 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 Hiring Type This section is automatically filled in for you based on the Title Code s chosen Specialties The specialties are used when generating the diversity reports a core feature of Recruit All applicant pools must be compared against national averages which is associated via the specialties Start typing a specialty into the box Recruit will present you with a list to select from Add up to 5 specialties Click the x to remove a specialty If you can t find a specialty needed Choose a more general category This data originates from the Survey of Earned Doctorates provided by NORC Specialties with smaller numbers are purposely folded into larger ones 7 Click the Next button 8 Complete the Contacts amp Notes page Contact Email amp Department Mailing Address Complete your contact name and email address Verify your department mailing address shown to applicants tecruitme Contact Emai Analysts administrators and the online search committee will use this address Department Mailing Address The mailing address that applicants and references may use Criminology Law amp Society 271 Multipurpose Bldg University of California Irvine 32697 2225 Internal Notes Any information you d like
45. ces Gas adewacaatenoeee a a Lab a a a i 56 How Reterences Use Rer Ull cg si siccsocisenbataandveadsaiiiods psitnnodsadiaevedguaesocassinanbataandvoasnansiags E A 58 How Approvers Use Recruit ccsccssccssccssccsccseccsscsecesccesscseceesssecesssseceescesssseceestseceeetseceseceessseceectsecaestseensesaesesseees 60 How Committee Reviewers Use Recruit ccceccsccscceeccseccsccsecesececeseceeesecseceeeeeeeaecsaeceeceaeeeeceaeceseeaeesaeeeeeseeeeeeeaes 61 REVIEWING TNEAPPICOAUONS qu cretus oututa EEE ENEE EE EEEE EEE EAE EOE TEE 62 ADOBE D S S CN e a M REDIMI NND MM NUN 64 Notifications Sent to AppIICaPitS uico pert rA exl Ext a Lage ebd odas sa bxnfd E Taco Er en ad E So pred ad 64 Notifications Sent to References iuc etd eia xod esia N e e dec eid Ead GERE Ra Ra a xe EE EHE Pp SO Pue d Educ E 67 Notifications Sent to ADDFPOVOLS usc Erbe c EAR xm Dni do Rao dead LAC E Pabdkx miS Duk consid otras tO bx uda ado EbE es sad o Sapere dus 69 Supporting Recruit s Ende SBFS uou Eomtric viaa ISIN IEEEE IER train E ta pus iR n Eo EA cud scit uude flm EU a ER Ede PU 70 hung emer MPUNRN 73 Special Tools Tor Recruit AdklhistEabOTS ss utero eeiepe so eva Eaque rere epUEX EP S EUEY IP aV Y CEU M OE XE EOM E TEE SEN Fu ce UE TEE LE NE E oS aV C cup es 73 Proxy as User Assume the role of any user in Recruit isses eene nnne nnns nans sanas ssa annes 74 IVC OTE
46. ciencies Overall record not as strong as other candidates Documentation For applicants marked as does not meet basic qualifications Add custom disposition reasons Did not possess basic degree requirements stated in advertisement Degree was not in the advertised field s if specific field s were required Application was incomplete materials submitted were not the required materials Did not meet stated basic teaching requirements Did not meet stated basic research requirements Did not meet stated basic service requirements e Did not meet stated basic years of experience required Did not possess stated credentials e g board eligibility board certification Did not meet stated basic clinical 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 he custom reasons dialog box opens Click Add custom reason 25 UC Recruit User Manual Manage custom reasons Aa j ym red520 Can I i Reasons removed from th t will alsa be removed fram any applicants v isons edited here will al Ada Cancel OQ Add custom reason EXT Type a customized disposition reason and click the Add button beside it Add up to 5 custom reasons Save Changes
47. completed applications for given recruitment They may also view and create diversity analysis reports 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 To Use This Manual esses nnne nnn nnne nnne nnns nnns sun essa a ise ansia sese stessa anne sensns 2 What You Need to Know Before You Start cccccccssscccccessececcesecccceesececceeseceeeeeecceseuseceeseuneceeseeneceeaunecesssegeceetaeeeetas 2 Operating SUVStems DITOWSOES aeiosseta deor iiu tI ED Putent PIEUIDa EFE Co PIE Pa PE EE EEE ETE ENEN ETE Pes D EE EH DUR 2 PHONE TO LOGO TO TU PRETI Tm 2 SOL ONES E REI TET TU TET 3 Fart T Recr
48. de document types applicant s name and the name of person creating the PDF Interstitial pages appear in between each document with the title and any information about the document if available e Viewing Method 2 Click on the hyperlinked filename to download the document to your computer 62 UC Recruit User Manual e Viewing Method 3 Click the link Use Document Viewer This will open the applicant s documents within the browser frame The document viewer tool may be affected by browser versions and third party PDF readers If you have trouble viewing any file use the Download PDF bundle link use viewing Method 1 4 References center section e Below the documents section find any references names and letters if letters have been required elf the applicant has not yet requested a letter this will be indicated below the Referees name Letter of Reference not yet requested e Either click the hyperlinked name of the Reference to download the letter Or download the entire PDF bundle of documents and letters Or use the Document Viewer link 5 Applicant Review Private Notes e Click the button Mark as Read to cue you that you have looked at this application e Jot a personal note to yourself about the applicant e Mark as Read and Personal Notes are NOT displayed to the rest of the search committee 6 Applicant Review Committee Comments e Type or update your comment in the box provided in the Your Co
49. details Applicant Pool Report Search Le Markstein Ski JPF00668 w Dean s A Shortlist Report E Shortlist Repo Plan Approval details 5 Search Info wv Universit Search Report we v Budget Status pwer oY nere Optional S Pandi or satus t Advisor ending See who is next in line t0 app gt Kommitt v i Shortlist Facilis Reprehenderit Quibusdam Recruitment gt Equity Ac Filter Reset Report JPF00160 Diversity Approval details 0 3 Search Info Central SS Publish the Approved Plan Publishing will control whether the recruitment is in a Draft state or ready to be shown to applicants When a recruitment is not published it will not be shown to applicants under any circumstances If it is then the recruitment will be shown to applicants within the specified open closed dates 1 Return to the recruitment s Details screen If the plan has completed its approvals workflow a Publish button appears Click Publish Recruitment Plan Approval Recruitment is not published URL for applicants Submitted on Apr 25 2014 1 Oo mo Q View approval request This URL can be used to link directly to the listing for your recruitment You can use this URL in job ads postings electronic mailings and links on other websites 6 https recruit ap uci edu 31002 apply PF00630 Publish 29 UC Recruit User Manual 2 Confirm that you would like to publish the recruitment Really publish This will convert this
50. displays the name of the home department and also the cross listed unit s e Onceacandidate is selected Recruit s Offer Proposal form displays each unit for the analyst to indicate the allotment of salaried time 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 30 UC Recruit User Manual 3 Use the inline Edit button beside General Information General Information Edit 4 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 ie enl Editing Submission Dates Changing the Recruitment Type Be sure to review the section Open Closed Final Recruitments vs Pool Recruitments to learn the difference between types of recruitments in regards to their submission dates Once applicants have applied to the position only Recruit Administrators may switch between OCF and IRD 1 Click the inline Edit button beside Dates Dates Edit 2 The Edit Dates modal editor opens Click the
51. e References amp Letters Add reference amp No references provided View the details of any reference and edit this information This capability is possible in all 3 cases outlined above Reference Details Mame 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 Upload a letter into the applicants 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 pe Learn more about supported file types eet DANA IAM Send 8 then you EMAA Dd E Y EQ D ality 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 na file selected Optional Description Manage the Applicant s Comments amp Flag
52. e Rara iqreA 29 Publsithe ADDEOVEC PIA us wasdetem tubtuetuP s Notusd DU inb temp rop Feet Hao dud Em eer DEr T pM e ede ee eee REN LUIS 29 serui ada macie EU Ma zi RTT Tees 30 Editing Department Names Cross listing Recruitments eee eese eene sa aane anna 30 Editing Submission Dates Changing the Recruitment Type eese 31 Eding on Approved FOUN m 31 Editing a Published Recruitment lees eene nnne nnne nhanh nenas essa sess assess assess sess s aa sess assess assess anne 31 Part Z Applicants amp Applications posant ERRARE QNEM pP IED 33 Tools to Use with the Applicant Lists 1 orar tne Enter eru PER vk ERES rex bak EU FlAF re FEX exe edu Dec RI PUDE PRIX Sev rae POR ous 33 Manually Add an Applicant TERT 36 Pa COG Ce e mm 38 DISPOR CaSO eaa T E EE EDD 40 Assign disposition reasons to qualified applicants eese ener nnn 41 ASSIGN reasons to unqualified applicants sececcceeeccccceesececesececsuseessscueseseccsecessusecsssueesessseusesessusecsssuenecssseeness 41 DEALS OSA mene qul SUL IT 41 Updating APPICONIS SECIS CS TETTE TTE ER 41 OTP OOS mCT 43 Manage the APPICCIU ON S sinrin T E R iiin 44 OVET E E A E 44 ONA O e a N E A A E E E EE 44 DOCUDIents c E TE S a a E eer ae ee 45 Manage the Applicant s Comments amp Flags scccccseeseccceseeccccsecceccesecensusecessauesesec
53. e 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 Administrator or Diversity Analyst access is required for this activity 1 Click the Diversity Download Data tab on the Reports page UGCOP Reports App icant amp Diversity Download Data Applicant amp Diversity Survey Data Filter starch Criteria 2 Filter by Academic Year by selecting from the dropdown menu 3 Click the plus signs to filter other criteria including job number open date close date final date and survey submission date 4 Click Download Data Note If you do not add any filters then all data will be downloaded This could take a while 80
54. e e Click the Filter button at the bottom of the panel Review Window June 12th 2013 July 6th 2013 August 6th 2013 Review Window Slider Mechanism available only for IRD recruitments Adjust the sliders if you want to see only those applicants who applied by a certain 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 possible view Remember Committee Reviewers see only completed applicants Dates P Last Updated Dates 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 b Applied On P Completed Date Filter Reset NOTE The following actions will trigger the time date stamp change in the Last Updated column 1 Any change made to the documents provided 2 Any change made to the references removal contact info changed etc 3 When a reference letter has been uploaded into the system 4 Any change made to an applicant s personal information 5 If you manually complete the applicant and if you revert back again Filtering the list of applicants Mark as Read This is a way to quickly put a checkmark next to applicants that have been reviewed The feature is available to all users with applican
55. ecruitment s edit deadline a final date or review date Subject UC Recruit Application Completion Deadline Approaching 65 UC Recruit User Manual Dear Al Applicant Thank you for starting an application for position at the Unariyersity of California Xiz To ensure full consideration please complete your application by sep 1e 2013 Your username applicant s username Login links Link to applicant login Recruitment Name XYZ Department Pediatrics Senool Scenool of Medicine If you have any questions about your application or this recruitment Please contact ws 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 Joanne Jones 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 School of Physical Scrences Analyst signature University of California XYZ 6 Access your application 4 Sent to applicants who were added by an analyst when the analyst activates the application to allow the applicant to log
56. er 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 References amp Letters Add reference amp No references provided 2 Next click the link Send letter request I Mai Colleague Letter not requested My Colleague Chair View details Send letter request Upload letter Edit Delete 3 The following email template opens All fields are editable except the Confidentiality otatement The University of California confidentiality policy Send Letter Request I 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 46 UC Recruit User Manual Add a reference for an applicant using the Add reference button This button appears in all 3 cases outlined abov
57. er requirements as well as generating a list of applicants in various states of completion Recruit Administrator or Trainer access is required for this activity 1 Log into your campus Recruit training site The tool is not available on the live production site 2 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 Tu Iu Greate 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 Front 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 74 UC Recruit User Manual Front Page News Manager o Active Mews Subject Published Date Content Creator We Cleaned House 2013 06 11 This Recruit training de
58. ess Full Professor Arts Dance Editor Faculty a Associate Professor Arts Dance Na access To edit click Change role or Remove below the names OR click Manage existing members Manage existing members Documentation Archive and retrieve various materials associated with the recruitment Approvers who are named in the search plan and or can view this information but cannot edit it Accepted file types Files must be PDF TXT or images Details Search Plan Documents Cmar pian Diversity File Comment Advertisements Edt Delete Qualifications Letters and Memos TETITTD Upload Selection Pracess File Applicant Comment Committee Letter from Dean Block Important letter regarding the search Documentation Egs Dens Disposition Reasons i m Interview Materials Upioad File Applicant Comment neral Question Edit Delete 23 UC Recruit User Manual The Documentation section includes 1 3 Search Plan Documents Store any miscellaneous documents associated with the search that needs to be kept for the electronic record As the badge indicates this section will be included in the search plan 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 a 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
59. ew approval will be created for this plan Using workflow Non Senate Plans and Reports which includes the following steps l Department Chair Dean 3 Diversity Office If this is not the correct workflow please contact Support Yes submit for approval Cancel The Plan Approval Request screen opens Approval Request Approval requested for a Plan for Colossus Lecturer of Able JPF00535 Download plan Wi Leave a comment w Approvers 0 3 required have approved Step Person Department Chair Required amp Specify person Dean Required amp Specify person Diversity Office Required Gwendolyn Kuhns Black lt gwen black uci edu gt d Add alternate approver Proxy OAddstep 24 Reorder steps 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 a specify person 2 Enter the person s Name or UC San Diego email address into the box 3 Click Add Remove specified person ex typed the wrong user name here let me fix that To remove a name you have specified 1 Click the Remove link beside the person s name 2 Note Analysts cannot remove those 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
60. fads asdfasd Seled sdfasd Unqualified Entire Pool Applicants marked Meets appear on the Green tab To move an applicant back to Unknown or to mark them as Unqualified 1 Puta check in the empty box in the applicant s row 2 Click Unknown or Does Not Meet Basic Qualifications 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 Qualified Read Read Unread Visibility Hide Unhide Basic Qualifications Meets Unknown Personal Highest C Applicant Current Position Unknown Note PP Degree O Add Applicant Jane phd UCLA Unqualified Applicant Jane Yale 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 No
61. from each other For example you may want to hire multiple HS Clinical Professors and each position is specialty specific If each recruitment has an identifying name you and the applicants will be able to distinguish the positions by the specialties The UC San Diego Office of Academic Diversity and Equal Opportunity requires the following naming convention with the inclusion of the e Recruitment Plan Number 10 XXX Position Title Department Area UC Recruit User Manual Description Insert the ad text This appears on the corresponding ad page for applicants Your description text will also be used when posted to Higher Education Recruitment Consortium HERC Diverse Education DiverseJobs net etc Remember to include the URL for Applicants that the system will auto assign Then return to this section to add the URL for applicants once your recruitment is set up Approved search area Optional editable field to document the area in which the FTE will be approved e g Medieval Studies 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 Academic year Refers to the academic year in which the search is conducted This field is not editable as it ties into reports Contact the Recruit technical support team acthelo ucsd edu if you make the wrong selection Salary control Thi
62. he 52 UC Recruit User Manual report 6 Search and recruitment efforts Stated efforts that were actually undertaken will be included in the report This field is in the Advertisement section of the recruitment s Search Info 7 Applicant Disposition Reasons Disposition reasons comments for all unqualified applicants and reasons amp comments for all qualified applicants who did not move further in the hiring process are included in the report Report Approvals Submitting a First Round of Approvals Submit the Applicant Pool Shortlist and the Search reports for review at different points of the search ex prior to interviews for the diversity reports and after selection of final candidate for the Search reports 1 On the Reports screen click the Applicant Pool Shortlist or the Search Report tab 2 Click Submit for approval 3 A workflow may have already been added for you Make sure all roles are assigned names of people in those roles If not specify a person 4 Add any additional steps or alternate approvers if needed 5 If needed use the Comments section to communicate with your approvers Note Automatic email notifications are sent to approvers and cc d to analysts submitting the reports Notifications 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
63. he information about the recruitments Hint Click directly on the column headers to sort the list Download as CSV Recruit will create a comma delimited file tecruitments 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 or the eRP 10 XXX Number and pressing return Working with the Search Plan Find your recruitment and click either the Search Info link or the Job number JP Nama Department Submission Dates Actions Details 16 UC Recruit User Manual The Details section summarizes the recruitment Other analysts committee chairs editors reviewers and any approver named in the search P an and or search Report can view this section Lecturer Our department is conducting a search for an individual of international reputation working at th More Search info Edit Basic Recruitment Details Diversity Advertisements Qualifications Selection Process Committee Documentation Disposition Reasons Reports Applicants 0 Update Online Applicant Requirements ik Download Search Plan PDF Applicants can apply to the recruitment immediately as tt opened on Jun 9 2014 b https recru
64. he 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 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 review the applicants Chairs have slightly more access rights to the applicant pool than the committee reviewers Chairs can review incomplete applications and can manage applicant files although this is generally left to the Analyst Committee Editors have the same access rights as Chairs Editors are generally staff and assist the department analyst in managing the applications Search Committee Reviewers have viewing rights to completed applications for a given recruitment and may comment on them and flag applicants Equity Advisors have access to view completed applications for a given recruitment and can create diversity reports These roles are often part of the approval workflow for the search plan and reports Central AP Analysts have access to download a number of reports to provide to UCOP Diversity Analysts have viewing rights to
65. hedule Tuesday December 3rd 2013 10 00am 11 00am Lab tour Main campus About this applicant Documents Degree ment Vi ro ale Let Cover Letter phd ment of i h N provided Statement of Teaching Dissertation Misc Additional Not provided ee References prof l to 5S requir d yale Joe Pal Email address Dear ATTE 2D Jh mra NH pur i l 4 nal bla Sgu The Parts of the Application 1 Visit Seminar Return to List of Applicants DF Bundle pplicant Review Download PDF Bundle Private Notes This information will not be shown to the rest of the search committee Let s land him Mark as unread Edit Note Committee Comments amp Flags Yes it s good Agree with other comment Add Comment No comments Misc Vf Display to reviewers Add Flag e f a Visit Seminar has been scheduled the summary and schedule will appear prominently in the middle section of the review screen 2 About this applicant left side e he applicants employment degree and other information is found in this section 3 Documents center section e The center of the review screen contains the applicant s required or optional documents There are THREE methods to reviewing the documents e Viewing Method 1 recommended Click the button Download PDF Bundle at the top right of the page This recommended method downloads a PDF bundle of all documents including watermarks that provi
66. ide 204 characters limit Required Components can be found at the following link http academicaffairs ucsd edu aps adeo recruitment procedures ad text htm 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 12 UC Recruit User Manual IMPORTANT Once the first applicant has applied editing the requirements is purposely restricted It will only be possible to add optional documents if you need to collect additional data from applicants You have been warned Adding an Optional Document after applicants have applied After your first applicant has applied you can only add optional documents The newly added document requirement cannot be edited changed after being added 1 Find the recruitment and go to the Recruitment Details screen 2 Click the button Update Online Applicant Requirements Update Online Applicant Requirements Documents 3 Click the Unlock button nere are 10 applicants uno and read the following warning Unlock to add an optional document Please read and then check the box indicating you understand the following It is strongly recommended that you notify applicants after adding new documentation requiremen
67. in Subject UC XYZ Recruit Access Your Application Dear Joanne Jones The application that was created in your behalf is ready for your inspection and or management Position Name Assistant Professor Atmospheric Chemistry Department Chemistry School School of Physical Sciences To access your apolication log on within 72 ours by using the following Mink 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 66 UC Recruit User Manual expire in 72 hours Analyst 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 4 Sent to all applicants complete or incomplete 4 A date to provide the document is provided Subject UC Recruit Optional Document Requested Hello Jane Stark You are being sent this email because you applied to the following position at tche University Of California LryLnes Recruitment Professor of Lorem Ipsum Depoerbtment Deperrtmernt cb Please note that the hiring department has requested that you provide a new optional document Optional document title You have until Date to provide this document Log into your applrcatron nu Link c log in More information from the hiring department Custom text provided by department when re
68. is 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 ee a gt Click the Tool Tip for 9 explanation Is this an open general search or a targeted specialized search Initial search Newly Allocated 5d allocation Search breadth Open search 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 r ptional 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 When satisfied with the Information section click the Next button Fill in the Title Codes and Specialties Title Codes amp Specialties PI i anea 1100 PROFESSOR ACADEMIC YEAR 1107 ACTING PROFESSOR ACADEMIC YR mouse end begin typing Click x to remove tart typing a title code to add more title codes or click the x to remove a tt Hiring type Tenured SOE Specialties limit 5 Xx Campus Biochemistry Campus Biology biomedical sciences general Campus Cancer biology y specialty 10 UC Recruit User Manual Title Codes Start typing a title code in the box You m
69. it ap uci edu 31002 apply PFO0646 General Information Edit jPFOO646 Department booya A School of Aliquid BC 1100 PROF AY Senate Tenured SOE 12345 2014 15 Open search Newly Allocated Contact Information Edit 5072 Considine Turnpike Emardview Delaware 88467 ima A Lyst lt ima uc edu gt Bea Winner bawinnglic edu bawinni amp uc edu http wmww ourdept jobs uc edu Description Edit Qur department is conducting a search for an individual of international reputation working at the forefront of interdisciplinary AWESOMENESS with a proven record of cA namo yl nan la erar 357 ek thee ruber pie The Details section includes v Approved 1 1 on Jun 11 2014 Q Published 6 11 2014 by Kim Gerrard Dates Edit Open Close Final 5 9 2014 Monday 12 11 2014 Thursday 185 days 12 21 2014 Sunday amp Document Requirements Curriculum Vitae Sry Cover Letter Statement of Research Statement of Teaching Mise Additional Reference Requirements Letters of recommendation 1 a All reviewers Internal Analyst Notes Edit Similar to prior search in 2013 URL for Applicants A unique URL is revealed for all recruitments that have been configured for online applicants Use this link for job ads postings electronic mailings and links on other websites OADEO requires the link in the text in the Description field The Status of the Plan Dynamically changing status boxes appear
70. lays 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 60 UC Recruit User Manual How Committee Reviewers Use Recruit Committee reviewers log in using the UC Faculty amp Administrators link on the RECRUIT homepage j ee RECRUIT Academic Personnel Systems Vw UNIVERSITY of CALIFOR IRVINI rd PESE TELE UE Welcome to Academic Personnel Recruit Recruit is a part of the Academic Personnel Systems for the University of California Irvine Privacy Policy Agcessibsity About A Faculty Reviewer s Quick Guide is available for download in the sidebar on the Home page Q Need Help Quick Guides for Approvers Faculty Reviewers Department Staff Check out the documentation or contact support Reviewers click on Applications from the menu at the top of their screen Home Applications Help Those recruitments to which the reviewer has been given access are listed with direct links into the applicant pools The totals indicate only completed unhidden applicants JPFOOITS Super Best Job Recruit Analyst Davon Hartmann Academic Affairs Final and Closed alana_beler towne name 6 28 2013 7 8 2013 The blue tab is the Entire Pool view My EE menis UD DEUS Nam Noddit Particle Physics Professo
71. 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 6 The Details screen will note the new type in the Dates section either Open Closed Final or Review Dates 7 The changed submission dates will display correctly to applicants on the Apply page and on application dashboards 8 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 H ad Note Changing the recruitment type may 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 an Approved Plan The flexibility of Recruit allows the analyst to edit 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 Dea
72. lity 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 q Overview Click Manage beneath an applicant s name and the application s Overview screen opens Marge Appl ant loe Protector of Dream Job at LIPTOXSOR Americo Kautzer Status Applied Update vtatus Basic Qualifications Unknown Meets Does Mot Meri Overview Eau IIDAGM Documents Jump be Docements s Documents amp Applicant Documents References 7 Curriculum Vitae Last updated Apr 16 201 T r ws f P i Letters of Reference Ll Display t reviewers Add Flag Manage applicant The overview of an applicant s file 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 44 UC Recruit User Manual Mara Appla ant loe Peolavyor of Dream Job 41 CPE oe Americo Kautzer Status
73. ll the information entered is correct 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 administrative 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 E Cannot be changed after recruitment has been created Salary control 02120 Jm Hen Amt 775 b FE o ts ee ee Er rcr us ae a ML iin e Recruitment name Type in the name of the recruitment This should match your ad The name will help distinguish similar recruitments
74. ly for assistance Contact email and phone number is usually stated in the advertisement for the recruitment Reasons a recruitment may not be shown tis possible that applications are being ac cepted in a different form other than through this website The open application period may have lapsed E Figure D Applicants who cannot locate a position on the Apply page are given instructions to contact the department for assistance Contact Us Piease see our Common Questions below for quick assistance From Reply To kgerrardegmail com Heed Help With Application References for IRD Future General Question eq other positions UCI Technical Support eg upload problems a Your question or comment will be sent to Recruit support or tne administrator for the position a A copy of this message and a reply if necessary will be sent to kgerrardegmall 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 avallable the department wil contact your references as appropriate us Ti a Ho dal submit Figure E Mail is routed to the proper person when the applicant chooses from the drop down menu person is logged in 72 UC Recruit User Manual Appendix C Special Tools for Recrui
75. mment section e One comment per applicant You may return and add more text but it is still considered one comment e Your name will be displayed below your comment e There is no limit on the number of characters permitted in the comment field e Comments are displayed to the rest of the search committee 7 Applicant Review Flags e Any user may flag an applicant by typing into the Add Flag box e Your name 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 can place flags that are not visible to the reviewers e Unlike comments flags are intended to be a unique set of labels applied to applicants to help categorize them You may not use the same flag for one applicant 63 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 Thank you for starting an application tor Recruitment name at the University of California XIZ o To ensure full consideration please complete your application by review date You
76. n click the Applicant Pool Shortlist or Search Report section Click the corresponding button to create the new report The new report will appear in the Date Generated column 4 To replace the corrected report with the previous report already in transit click the link Update approval The following dialog box opens Are you sure you want to update the report being approved What this does The report already submitted for approval 1 2 as the Search Report will be d Email notices are sent to any previous a updated this will not create a new approval who have not voluntarily opted out of All comments and approvals will remain notifications Approvers will now download the new report A comment will be added in your name to note the change e An email will be sent to those who have already approved so that they can velien e Approvers will now download the new report Please note the reason for the update The reason for the update is because we hadnt marked the disposi aphasia arai the disposition reasons e A comment on the approval screen will be added to note the change All original comments are This will be used in your comment and in the email to existing approvers retained too l e Approvers will not be required or able to re iic approve See Appendix B Notifications Sent to Approvers 54 UC Recruit User Manual The End of the Search Inactivate the Recruitment The
77. n a second time Editing a Published Recruitment 31 UC Recruit User Manual 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 itis published the change will not be reflected in the PDF unless you first Unpublish the recruitment 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 To Unpublish a Recruitment This action pulls the recruitment back to a draft state Unpublishing does not remove any prior approvals The Unpublish button appears up until the first applicant applies 1 Return to the Details section of the recruitment 2 Click the Unpublish button located on the far right side of the screen Unpublish 32 Part 2 Applicants amp Applications The Search Plan has been approved published and applicants have begun applying Analysts locate the applicant pool either on the Recruitments page or the Applications page Home Recruitments Approvals Applications Help Reaching the Applicant List from the Recruitments page Analysts only Analysts can reach the applicant list directly from their recruitments page via the link beneath the name of the recruitment The number in parenthesis is the total number of people who have
78. n 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 Qualified Read Read Unread Visiblity Hide Unhide Basic Qualifications Meets Does Not Meet Personal ADDE Highest Current Stat Unknown Note PP Degree Position 1 Add ice ohd yale Come Unqualified Applicant1 Joe an y j Entire Pool 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 applicant 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 MOM 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 39 UC Recruit User Manual Qualified Read Read Unread Visbilty Hide Unhide Basic Qualifications Unknown Does Not Meet Personal Note Applicant Highest Degree Current Position Sta Unknown O Add Tawney Michael asd
79. ng you whether the information is part of the search Plan or search Report Roll over a badge with your mouse to reveal the helper text as shown here This information appears in the recruitment s search plan Diversity Committee chairs editors reviewers and any approver named in the search plan can view this information but cannot edit it Details Diversity Specialties and Benchmark Data Egit Advertisements Qualifications family studies Selection Process Committee Campus Human development and ETE lalate 24 9 75 1 6 6 3 4 3 9 0 5 16 0 84 094 Campus Art education 23 696 76 495 6 79 3 195 5 7 0 7 18 8 81 2 Pool Diversity Documentation Disposition Reasons All Responses 48 094 52 0 24 4 19 9 22 2 18 2 84 7 15 3 All Applicants 48 494 51 696 24 696 20 09 22 35 18 396 85 1 14 956 shortlist 48 396 51 7 24 7 20 1 22 4 17 8 85 196 14 996 Affirmative Action Goal aad Learn more about your units AA goals Fuite Advis 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 Pool Diversity This table enables search committees charged with ensuring a diverse applicant pool to better perform that task Note When there are less than 5 responses to the first two rows the percentages are suppressed Equity Advisors Diversi
80. nt Changes Launched July 1 2014 Recruits new upgrade fully replaces the current paper process that is rhe search ad plan forms and the interim and final search activities statements Recruit will alsa handle online approvals for these activities All recruitments that were created prior to 7 1 are automatically published We recommend that analysts upload a scanned copy af your previously approved AP BO forms inta the documents area 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 For example Analysts and Recruit Administrators will have the Recruitments menu while other users will not If you only see News amp Updates you have not been assigned any role and should contact the Recruit technical support team acthelp ucsd edu Home Recruitments Approvals Applications Help User Roles in Recruit UC Recruit User Manual 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 Recruit Administrators are t
81. onally schedule the candidate s visit seminar in Recruit 2 Inthe form that follows add a title summary bio of the applicant and the main event date and click Next Schedule Visit or Seminar Tithe Jab interview Summarys Meet amd greet Chair amd others ded ut perspiciatis unde omnis iste natus error sit voluptatem accusantium aperiam sgoe ipsa quae ab ille invwentora veritatis et quasi architecto Satan vitac dicta sunt explicabo Nemo T enim ipsas voluptatem quia voloptas mit Main event date Agr 30 2013 s 3 Schedule any associated events that may occur during the visit seminar and click Save amp Done 48 Schedule Visit or Seminar Tuesday April 30th 2013 10 00am 11 00am Meeting with History Dept THO Edit Remove 2 00pm 3 00pm Housing Office University Hills Edit Ramowe Add a new event Event Dinner Start Apr 30 2013 TA 7 00pm End Apr 30 2013 C 10 000 Location u Club Add Event UC Recruit User Manual 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 amp ogbrant pr Prolene of Dneam Job i LIPFODSOR Americo Kautzer Status Compbeted update sanus igk Jl seve amp Dose Hidden Mo Finalized Yes Summary Meet and greet Chair and others Bia Sed ut perspiciatis unde omnis iste natus error Si
82. orts ij Create New Applicant Pool Report id Create New Shortlist Report amp Create New Search Report 4 Preview Applicant Pool Report d 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 anyone 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 Any approver will have access to this confidential information on this report 3 Click the Create New Report button and a summary appears 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 Department DEF 477372 Campus Algebra 1100 PROF AY Shortlist q Y Shortlist Applicant Pool 11 1 1 will not be included in report Consider reviewing before creating a report 0
83. perjoe 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 Basic Qualifications Because of the proliferation of online applications that exist throughout the nation the U S Department of Labor Office of Federal Contractor Compliance Programs considers only those individuals who meet the advertised basic qualifications as applicants You will need to mark your applicants in order to produce an accurate Diversity Report that meets the requirements of the OFCCP IMPORTANT Always use objective non comparative relevant and verifiable criteria Contact UC San Diego s Office of Academic Diversity and Equal Opportunity for any help deciding which applicants meet or do not meet basic qualifications at adeo ucsd edu 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 Ph
84. plan into a recruitment The search committee will see the recruitment immediately Applicants can apply to the recruitment immediately as it opened on Jul 28 2014 Cancel Do not forget to publish Unpublished recruitments mean that the recruitment will languish Unpublished recruitments make the URL for applicants unreachable leaving applicants no way to apply through Recruit Editing the Recruitment To edit the search Plan fields return to the sections described earlier in this guide Use the inline edit buttons on the Details page to quickly edit any field surrounding the basic recruitment General Information Edit Edit the position name department title codes salary control etc Contact Information Edit Customize how various parties can inquire about the recruitment Description Edit Update that public facing important field Dates Edit Edit the open close final dates add review dates or change submission date type internal Analyst Notes Edit Edit your recruitment notes field 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 can cross list recruitments which will result 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 he applicant s dashboard
85. put incorrectly e he letter has not yet been requested e he applicant has revoked the request for a letter e he applicant has deleted the referee Find References o Flegse do not distribute the tokens ro reterences me y are provided here for help meoeubleshaoting reference login and upload i sues If a reterence needs ther taken ask the appicant to I mem again oF upiaad ihe lener on panal of The reterence Change Columns Download as CSV Q Emser Reference Email Token Applicant JPA Token Status Ruben Ernsar mackenzie haag amp kuvalis net 1bcricbO2207af992db9127cd6047281 Winston Burke JPFOO 16D Active Letter uploaded Note Please do not distribute the tokens to references they are provided here for help 73 UC Recruit User Manual 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 Find Approvals Administrators may browse and filter all approvals across all recruitments Note This tool brings Recruit admins to the Approvals screen also reachable via the top menu bar Proxy as User Assume the role of any user in Recruit Proxy as User Cancel 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 lett
86. questing 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 Iryine Analyst signature University of California XYZ 8 Notify applicant of password reset Provides for an applicant who has forgotten their password to reset it 4 Initiated by applicant using Forgot your password tool on the Apply page UC San Diego Recruit Password Reset Dear Jane You requested to reset your password for UC San Diego 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 67 UC Recruit User Manual 1 Request a letter of recommendation from the reference applicant initiated 4 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 Dr Reference Applicant s name is requesting a letter of reference from you for a position at the University of California XYZ in the Name of department Applicant Name Name of applicant Applicant Email applicant s email Applicant Notes Custom text provided by applicant Position Name Adolescent Psychology As
87. r Recruitment Details View Applicants Tremayne Hauck Deoswnbogd This Data Download Hames A Addresses Change Columns Han te reference et Search ovaited Read Read Unread l Unk L Persona Note Applicant amp Highest Degree Current Position Status Last Updated Unknown Za j quo nihil Hon College Selected candidate Jun 19 2013 10 23am u Dolores Perferendis School Unqualified x erendis Entire Poo LJ i ipie plida of Connecticut May 28 2013 8 37am Status mM Complete 1 aperiam et Rem College invite for interview May 29 2013 8 37am Quasi School a Withdrawn B Invite for interview unde tempora Vero Institute Withdrawn May 29 2013 9 37am M Selected candidate lusto Institute 61 Reviewing the Applications UC Recruit User Manual Reviewers click on the name of an applicant to reveal their application and the following view opens Joe Applicant1 Status Complete Basic Qualifications Meets t booya A School of Aliquid BC Last updated Dec 3 2013 at 11 44am see log Visit Seminar A visit seminar has been scheduled for this applicant Contact the analyst responsible for this recruitment with any questions about this visit seminar Seth Roby sroby uci edu Meet the Candidate Summary Lorem ipsum dolor sit amet consecuter adispicing elit sed do elusmod tempur Bio At vero eso ed accuaaamus et sustdo odo diginusuoum dusmins qui balndklj parsetuimn Date Tuesday December 3rd 2013 Sc
88. r review date Come back after January 315 Final date jan 31 2014 Es The recruitment will no longer be a Open date editable field The anticipated date when applicants can begin applying Initial review date Marks the closing of the first pool of applicants Once the recruitment is posted the IRD cannot be changed this is designed to keep the advertisement and submission dates in sync Review date After the Initial review data has passed subsequent review dates may be set See next section Specifying Additional Review Dates Private date checkbox Optionally add an internal review date that will not be shown to applicants Final date The last date when applicants can apply If you add an additional review date that is after the final date the final date automatically moves forward to accommodate it Specifying Additional Review Dates IRD Recruitments Only Open Until Filled or IRD As you learned in the section above these types of recruitments are an ongoing and collect pools of applicants separated by review dates Once a review date has lapsed analysts can then add additional review dates e Find the recruitment and click on the link Recruitment Details e Click the button Edit Basic Recruitment Edit Basic Recruitment e In the Application Submission Dates field click the link Add new review date If this link doesn t show then the initial review date has not lapsed and you will have
89. r username username Login links Link to applicant login Recruitment Name recruitment name Department department name Sscnool school name p 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 IE you haye any questions about your online application or the process Please contact us link to contacte form Thank you for your interest in the University of California Devine UC Recruit Team University of California Xiz 2 Thank you for completing your application 4 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 4 If IRD recruitment includes warning that modifying after a certain date could disqualify them from consideration 4 Includes a reminder to take the diversity survey if the system detects it has not been taken Subject UC Recruit Application Complete Dear Hilda Haythere Please complete a one page survey to help us meet our obligation as a federal contractor Link to Diversity Survey Thank you for successfully submitting your application 64 UC Recruit User Manual Position Name Adolescent Psychology Assistant Professor Department Psychology amp Social
90. r viewing by the faculty xn E Pali aent ao m DI nnna vanil ha Mien es Eo m mnndi ala iu iam 4 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 14 UC Recruit User Manual Documents amp References ri The documentation and reference requirements cant be changed ence your first applicant has applied amp of documents 2 Required 4 Optional Type of references Letters of recommendation amp af references 116 3 Reference viewing rights All reviewers Email Settings r3 Applicant help email icastaneifuci edu Reference Thank You To Email address for the reference ema From Re canadien oak Subject Thank you for your contribution for Applicant name for Calit2 Kookoo s at U I Helin 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 Analysts will always find their recruitments listed here Home Recruitments Approvals Applications Help A new recruitment remains in a Draft state until it is approved amp published This is indicated by the icon PF00594 Associate Professor Cardiovascular C um Search Info Use the filter panel to fine tune your list of recruitmen
91. rch 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 1 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 Plan 2 Information about selected 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 3 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 4 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 5 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 t
92. rd 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 a ae te f amp My Dashboard ow My Information v My Fies QMyheferences v Diversity Survey E RC By TE em ENN E E MIA x Ja Application Status Submitted Recruitment Status ue ly VAL nbl Ea REEL O 3 M Awaiting 1 letter of reference Accepting modifications to existing applications and new applicants Contact the recruiting department with any questions Last day to make changes is Saturday Mar 1 2014 by 11 59pm Pacific Time Mew applicants accepted until February 15th 2014 Learn more about this position Need Help Learn more about UCI Frequently asked questions Uc Homepage Help documentation I news ven Contact position support LUCI employment Information Want to apply For another position You must create a new separate ApplicationiD Tor each position you apply to 1 Logout from this position 2 Glick Browse other recruitments or log back in to see the Ist of open recruitment 3 Locate the position to which you would like to apply and click the Apply to this position link 4 Greate a new account with a different user name for the new position My Information The applicant s contact information cur
93. reen 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 Or bypass the email and log into Recruit directly e Navigate to htips apol recruit ucsd edu and click UC San Diego 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 e he 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 3 Cardiovascular Professor Extraordinaire Department D Submitted for approval 7 25 2014 by Kim Gerrard Type Search Plan gt 1 upcoming approval request Mf Applicant Pool The approval request screen Approval Request Approval requested for a Plan for Cardiovascular Professor Extraordinaire JPF00667 Download plan Wil Leave a comment Approve Plan as Dean s Analyst gt Approvers 0 3 required have approved 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 w 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 disp
94. rent employment information highest degree 56 UC Recruit User Manual information and account information is editable by the applicant using the Update buttons f My Dashboard Contact Information Update Name Rhonda Chase Emall somewhere fake edu Phone 980 789 5676 Website httpc rhondachasetwordpress com Address 1234 Street Way Vida CA 29798 Current Employment Information Update Atfiliation University U of Minn Tithe Assistant Professor Highest Degree Information Update Highest degree 3 Phd Institution U of Milan Date obtained 1999 PhD Advisors Mot provided Dissertation Mot provided Account Information Username rhondachase Change username Password Not dispiayed 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 DamaR Oi OMyRonrencos Quit survey Please upload all required documents 1 remaining Curriculum Vitae unica em Your most recently updated C V Cover Letter Statement of Research Statement of Teaching Misc Additional Alternate Submission Information Show hiesa a V a i RR RR Rn m al NR o n ca a c NR n RR m e n the My References When Contact Information Only is required providing the reference s name amp information satisfies the requirement When letters are a requirement the applicant
95. rivacy 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 categories ebed Ethie are Constant with fe eral nepaning requirements A defiition of a hn tthe oe ori creer Hernies deae a Ad a oe derriere att pooch would ibenbify you Shek vou havi questions about to contact the Office of Equal Opportunity and Diversity 103 Pltiurpose Sclenca 8 Techackopy irving CA 92597 1130 Phone 049 824 5594 Emad peod uci edu The information you provide will be kept confidential and will remain in the Office of Equal Opportunity and Deversity T Gander C Male C Female C Decine ro gara Ethescity OBLACK AFRICAN AMERICAN not of Hispanic origin A peso Pewee IRIS aep D C het D C FIDA eun 8l Anu EM r TRANCE A p rE laure gegew o any BF D Ot mpl mmi edes rg erem ADH em E n tine sheers Tre Ane Vues D ERE China Dagan oem tua MOMS re Wardi and 4 Indian wibcontirent isio ihe countries of India Pakistan Bangladesh Sr Lake Hapai and Begtas AMERICAN yap da serene A piri hig orig im bry of Du criginal pecori of North America id eto mainte cao Ideslificatian Hwrbugh bite affiliation or community recognition OHS ANIC A pirihi OF Mees Fusrt
96. rm and Save Changes When multiple title codes have been assigned to the recruitment you Will be able to select the title code to associate with the applicant If the recruitment was cross listed between departments you will be able to select the main department to associate with the applicant Proposed Offer Information Proposed Offer Information Title Code 5 0001 PRESIDENT OF THE UNIVERSITY Title Code 1100 PROF AY e 1100 PROF AY Department Department of Et Quibusdam 96 Departments V Department of AH 50 i om M Department D 50 96 iscipine TIe carbon dating Discipline field lt mple discipline starting salary 105 000 2 00 S tarting salary 423 456 00 Step 3 St Step 1 Anticipated start Aug 31 201 C date Exi Anticipated start Mar 31 29349 date Lm E c E a Ie Tuan al i mui a en ad LL unu aua mi um um The offer information is editable from the applicant s information section Information Applicant Status Edit Documents amp Proposed candidate References Comments amp Flags Visit Seminar Proposed Offer Information Edit Title code 1100 PROF AY Department Mathematics 10096 Discipline field Shiny Things Starting salary 105 000 00 Title step 3 Anticipated start date Feb 2 2015 mE n M o O O i ei o un E 43 ES Re crit User Manual Manage the Applications Analysts chairs and editors all have the abi
97. rmo site has been recently refreshed and reset All recruitmants that Kimberly Ann Gerrard Edi Archive Whats New In Fecruft 2013 06 10 For all the news on Recruit s updates and enhancements visit our blog at nip sites ucl edu ap Kimbery Ann Gerrard Egt Archer Archived Mews Subject Published Date Content Creator Testing 2013 08 09 testing Kimberly Ann Gerrard E DE 4 inar XR 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 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
98. s 47 UC Recruit User Manual Manage Applicant for Super Best Job Psych 3PFQOA40 Margaret Mead Status Basic Qualifications Hidden Completed Selected candidate Update status ete Doei Not Meet Unk Ha Yes Overview Information Documents amp References Comments amp Flags Visit Seminar Ai Shown to reviewers add Flag Manage applicant Comments and Flags Flags To flag an applicant type a descriptor Remember to click the button Add Flag Analysts Committee Chairs and Editors can view this information Use the checkbox if you wish to hide the flag from reviewers Comments Comments should be written as considerately as words spoken in face to face meetings Analysts Committee Chairs Editors and Committee Reviewers may always view one another s comments Click Add Comment Schedule a Visit or 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 Prohiessor of Dream Job ar LIPEOOSOR Americo Kautzer Status Completed Update status Basic Qualifications Meets Dor Not Meet Unknown Shortlisted Mo Hidden No Finalized Yes Overview Information Documents amp References r No visit or seminar scheduled yet a Schedule a visit seminar mm Manage applicant Opti
99. s name gt Aone Setting up the Search Committee Adding members in bulk 1 To add members using an extended search click the Add members button In this view you can add faculty from entire Schools and Departments at once 22 UC Recruit User Manual Add Members to Search Committee To add people to the search committee Add any employee by selecting their name email address or UCInetlD 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 Search by name el rUCInetiD Search Of Search faculty by department select School BOD Selec Save amp Done Cancel An extended search allows for quick assignment of all faculty roles by school department 2 Designate each person s role in the committee using the drop down selector Click Save amp Done when finished Search for a person Of Search faculty by department Claire Trevor School of the Arts BEJI Ams Dance BE Select Person M Go Name Tithe Department Role sted on AF S Chair Department Arts Dance Only Full Associate and Assistant Professors Additional Reviewer 24 Editor Faculty Reviewer Additional Members Additional Chair Additional Editor Staff Associate Professor Arts Dance No access i 4 Additional Reviewer No acc
100. s optional field may help you with tracking Open Closed Final Recruitments vs Pool Recruitments Open Close Final Recruitments are one time searches that will complete when the vacant spot s are successfully filled The most common type of recruitment Easily editable Open Close Final Open date jun 30 2013 T Applicants cannot apply until this date Close date Mar 1 2014 a Applicants cannot apply after this date Final date Mar 15 2014 rs The recruitment will no longer be available to applicants after this date Open date editable field The anticipated date when applicants can begin applying Close date editable field The date that no new applications will be accepted Final date editable field The last date for existing applicants to modify their applications Use this as an optional grace period otherwise make it the same as the close date IRD Open Until Filled a long running search in which pools of applicants are gathered and evaluated separately at different times When applicants apply to an IRD recruitment they are told that they must complete before their review window closes in order to receive full consideration by the committee UC Recruit User Manual Application Submission Dates p Initial Review Date Open Until Filled Open date June 25th 2013 Initial review date July 31st 2013 Review date January 31st 2014 Private date don t show to applicants Need to add anothe
101. s to document the basic qualifications additional and preferred qualifications along with the selection process for the search plan Committee chairs editors reviewers and any approver named in the search plan can view this information but cannot edit it Details Basic qualifications Edit Diversity Must possess a PHD at the time of the application Advertisements Additional qualifications Edit Must possess experience teaching courses at the Qualifications undergraduate and graduate level Selection Process Preferred qualifications Edit Committee Qualified to conduct critiques sp cial topic seminars and university wide lecture courses on contemporary art Documentation Selection Process This section is for analysts to document the job related criteria and the committee s plan for the selection of candidates This information can often be found within the position s description Committee chairs editors reviewers and any approver named in the search plan can view this information but cannot edit it Mies iuga T mai c m Ius ume T aai si e a Ra Selection criteria Edit Details CL 1 Research potential Diversity 2 Productivity 3 Working with underrepresented students Advertisements Selection plan I Edit Qualifications The committee will evaluate the candidate pool at set dates and conduct in person meetings to screen those who should be Selection Process seriously considered Committee will reconvene
102. sistant 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 informations Easy Login Link Link to direct upload after reading Confidentiality Statement ITE the Easy LOgin Link isn t working tery logging in with the following informations URL link to Recruits 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 utmost tO protect the identity of such sources At your convenience please consider submitting a letter of reference using the information above Thank you for your time University of California XYZ 2 Request a letter of recommendation from the reference
103. sites uci edu ucrecruit for recent product updates that may not be included in this edition of the guide UC Irvine s RECRUIT Development Team The use of a double asterisk denotes an internal UC San Diego process function and not a platform wide use or function UC San Diego Office of Academic Diversity and Equal Opportunity OADEO 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 UC San Diego Business Systems account sometimes referred to as Single Sign On SSO UC San Diego s authentication system for the campus community If you have never activated your SSO instructions are available at http blink ucsd edu technology network access Z Log into to Recruit here http apol recruit ucsd edu A link to Recruit is also available on UC San Diego s Academic Personnel homepage
104. t Administrators 1 Click Admin in the top menu bar Home FRecruitments Applications Admin Reports Help 2 The list of available administrative tools depends on your role access rights Support Tools Campus Settings Site Settings Q Find Applicants w 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 we Manage User Roles amp 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 im Features Browse and filter all approvals Create and rename academic units See which features are enabled on this site Assume the identity of a user See statistics on the Redis server backing this site Oo c F itmen Create a fake recruitment for training or other purpose Diversity hmark Availabili View availability data for 2014 2015 y Data 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 Zion Originated Applicant Analyst added FI Added by analyst E Not added by analyst Ham Nooba Physics Professor Ohuneva Zion lea champlin biz Filter Rosai kanan Find References Search the Reference logs This information is used to determine if e The token has been in
105. t Meet or move them to a different category Disposition Reasons 40 UC Recruit User Manual Assign reasons why applicants did not move forward in the hiring process Disposition reasons are an important component of the final Search Report Assign disposition reasons to qualified applicants 1 Goto the Qualified tab and click the button at the top of the list Disposition Reasons Assign Reasons Disposition Reasons Assign Reasons 2 For each applicant place your cursor in the box and choose from the drop down menu of reasons 3 Optionally add one comment per applicant Assign Dispositio n Reasons ew and updated disposition reasons and canmments are umed automaticaly Done Applicants marked as Meets basic qualifications Applicant Status Disposition Reason s Comment Margaret Mead interviewed Job talk or interview was poor Applicant answered phone twice dur Myrtice Kutch Serious consideration Insufficient or weak publication record Applicant provided old publications Lenny Rohan Invite for interview Assign reasons to unqualified applicants 1 Goto the Unqualified tab and click the button at the top of the list Disposition Reasons Assign Reasons Disposition Reasons Assign Reasons 2 Place your cursor in the box for each applicant and choose from the drop down menu of reasons 3 Optionally add one comment per applicant Statuses and Shortlisting Updating Applicants Stat
106. t 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 beside the name s 2 Then click the Read button in the row at the top of the list of names 34 UC Recruit User Manual Read Read Unread 3 A green indicator will appear in the applicant s row v Application modified since marked as read If an application was updated since you marked it as read an alert icon will cue you e Locate the applicant in the list e f modified since you marked it as read an alert icon will appear i e Hide Unhide an applicant Occasionally an applicant will contact Recruit or the department requesting we remove their application While it is not possible to permanently remove an applicant s application analysts can hide it from the committee reviewers Chairs and editors also have this tool 1 Locate the applicant in the list and put a check in the empty box beside the name 2 hen click the Hide button in the row at the top of the list of names 3 Committee reviewers will no longer see this applicant Visibility Hide Unhide Send bulk email 1 First put a check in the empty box beside the name s of applicants you wish to email 2 Then click the Send Email button in the row at the top of the list of names Bulk Email Send Email 3 A template will open where you will be able to compose one message
107. t voluntatem accusantium aperiam eaque ipsa quae an ia Inventore veritatis et quasi architecto beatae vitae dicta sunt explicabo Nemo enim ipsam voluptatem quia voluptas Visit Seminar sit aspernatur aut od t aut agit sed quia consequuntur magni dolores eos qui ratione voluptatem sequi nesciunt Neque porro quisquam est qui dolorem ipsum quia dolor gat amet consectetur adipisci velit ced quia non numquam Gus modi tempora incidunt ut labore et dolore magnam Maan Event Time Tuesday April 30th 2013 Schedule pi Time Tuesday April 30th 2013 1 00am 11 00am Meeting with History Dept TAD 2 00pm 3 00pm Housing Office University Hills Printer Friendly Versions Links open in a new window The completed visit seminar information 49 Part 3 Reporting Applicant Pool and Shortlist Reports Analysts may generate two types of diversity analysis reports and solicit approvals by key people whom they will identify through a roles list Analysts equity advisors and diversity analysts may create the reports at any time or multiple times even after the recruitment is closed 1 Find the Reports link on the main Recruitment screen the applicant s screen or on any of the Search Info screens Colossus Researcher Search Info Reports Applicants 218 Edit Basic Recruitment Update Online Applicant Requirements 2 Click the corresponding button to create the report you want Or click the down arrow to preview Rep
108. tatement of Teaching Optiena Weta ll Mise Additional Option Upload References amp Letters Add reference amp fea Boehm Letter nat requested Acsociats Professor of History fale University Manage applicant Full control over documents and references 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 45 UC Recruit User Manual Delete Click the Delete link to permanently remove an applicant s document from their application This action will be logged and time stamped 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 requested Department analysts chairs and editors have complete manage rights regarding references and the letters of recommendation p
109. to decide who will be invited for interviews Committee After conferring with the chair of the committee the department will schedule in person interviews with potential Documentation candidates ee P P P Ii LI i m I t P a a eel 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 This is a free form field to document how the search committee will evaluate the applicants and select the shortlist and finalist screening process interview procedures role of the search committee etc Committee Analysts assign committee roles on a recruitment by recruitment basis so when the members log into Recruit they will have access to review the applications Any committee member and any approver named in the search plan can view this section but cannot edit it 21 UC Recruit User Manual About the Committee Roles 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 Committee Chairs will see all applicants regardless of whether the applications are complete or not Chairs have complete management rights to the applicant s files although these tasks are generally left to
110. ts 15 Submission Dates i Pending i Open i Closed but not Final v Final and Closed Dates b Open Date b Close Date P Final Date Academic Year iM 2013 2014 i 2012 2013 Recruitment Type ivl Online UC Recruit User Manual Submission Dates Check which recruitments you want displayed By default you will see all regardless of the submission date status Dates This filter displays all recruitments based on their open close or final dates Academic Year This filter shows all your recruitments by their academic year By default the two most recent academic years will be checked Recruitment Type Do you want to display only recruitments that have been configured for online applicants or only basic recruitments By default both will be checked M Basic Hiring Type Decide whether you display recruitments with rane Tenured title codes or those without By default both are MI Tenured SOE checked ij Other Academic Positions Other Filter for those recruitments with applicants vs those Other without Or filter for all Inactive recruitments Has Applicants Show Inactive Reset Your recruitment filters stay the same on this page as you move throughout Recruit Click Reset when necessary Filter Reset Other Tools to Find Recruitments Use the toolbar at the top of the columns Create New Recruitment Change Columns Download as CSV Q n Search Change Columns Add or reduce t
111. ts Be careful when adding new documents changing requirements should not be done lightly V 1 have read and understand the above and would like to add a new optional document Cancel Unlock 4 Name the new document requirement and add a description We strongly recommend that you send the email to applicants notifying applicants that a new document is needed You may add custom text to the email template New Optional Document These changes will be saved immediately after clicking Add Book List This is a reading list you have used in your teaching You can view a preview of the email in the help documentation Add custom text to email O No don t notify Applicants have until 12 31 2013 to provide this document Cancel Add 13 UC Recruit User Manual 5 Click the Add button The new document appears in the requirements list 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 facult
112. ty Analysts and Recruit Admins have access to personally identifiable race and ethnicity via their 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 name s of the department and or school Equity Advisor that has been designated by a Recruit administrator will appear here If not designated this area will be blank Equity advisor role Use this field to write a description of the role the above stated equity advisor will play in this search 18 Advertisements UC Recruit User Manual This section is for all documentation related to advertising Approvers who are named in the search plan can view this information but cannot edit it Details Planned Search amp Recruitment Efforts CHIT Edit Diversity This advertisement will be placed in the following websites UCI Employment Opportunities American Political Science Advertisements Association e jobs International Studies Association Actual Search amp Recruitment Efforts Qualifications Besides making calls and emails to encourage recruit potential Selection Process underrepresented candidates to apply to the International Studies Lecturer position we considered candidates who may Committee be currently under placed and excelling at less well ranked institutions
113. uiment Minap e miei aiaa ERROR HERR 7 credete Bise RECUEI MEET ea 7 Open Closed Final Recruitments vs Pool RCCUItMENTES cccccccccccccsssssecececccccsseueecceeecessssusuuesceesesssssuusuuneeeeesees 8 Configure the Recruitment for Online Applications cccccssscecccceseccccesececseseceecceeecceseesecessuneceeeseeeceetensecetseneees 12 Find apnd Vie Ww ReErFBIt me lilS essen vestitu oua dapO seat ocv tovt Nd Poet eei rbd cott SEvaas ius vane usare apeasnat FvesP E 15 La fola d WATIE CCAP a ETE Tm 16 D TK a 16 Bur T M 18 Aaver eE usse imsteniesciuduscer tumor vienen Run indie dos icsrbdisdr ee mE GNU Fu Oris ee ee dq GU mE Eie 19 TTC OI ONS RR 21 SECC OME OG S 5 caccp eect toa srsrtb E A E E FEN agese ovata CD S Uim Ed PsM IS Sen EobeU E UN ipu DH 21 Geop cu I EET EUNT 21 POCEN ON met T 23 Bilerekyturo e ea eO d TNNT TIT T TT m m 25 See NP ina 8 gold NETT TTC 26 Submit the udo eo quo ejo gol Io ENDE 26 Monitor Approvals In PFOUF SS ise exseitee e taceeesie ea suck maur essa vada uutras ctu Sa Dk es Mae eal esami antes Due esse tua ra iR
114. uploaded file lext of ad copy Comment Drait 1 Please review 4 HERC Categories Select which category and area of expertise best fits the recruitment from the list of choices This selection ensures the best visibility for your job posting in HERC 5 Ad Sources Simply list the various places where your recruitment will be advertised Ad source Name Journal of English Literature Cancel ATO ad source 6 Ad Evidence Return to this area when you can provide proof that an advertisement was placed For OFCCP Federal audits copies of actual ads will be needed Note The badge indicates this information will be included in the recruitment s search report 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 Upload Evidence of Advertisement Ad source File must be a pdf txt or image Choose File V Advertisements proof pdf Name of Description of uploaded file Image of ad Comment This was placed in Science Today in Fall 2013 7 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 20 UC Recruit User Manual change dynamically assisting you in your outreach efforts Qualifications This section is an area for analyst
115. uses Keeping an applicant s status up to date will make sure that the search committee is always aware of the current status and it also satisfies annual reporting requirements by the Office of the President Definitions of statuses are clearly defined by rolling over the applicant s status in the status column 41 UC Recruit User Manual The applicant has de of employment no further offers will be made to this applicant phd Declined Jan 16 20 1 Find the applicant in the list and click the Manage link IF d i 2 Click the Update status button at the top of the application Manage Applicant For Aliquid Assumenda Dolorem Recruitment JPF00163 Patricia Paucek Status Invite for interview Update status Basic Qualifications Meets Does Not Meet Unknown st 3 Recruit suggests the next logical status New Status Choose another status ange to Serious consideration 4 Or click Choose another status and select a status from the defined list Note You may only select statuses in a forward moving progression If a mistake has been made and you are unable to roll back contact a Recruit Administrator at the Academic Personnel Office to unlock the statuses Current Status Complete New Status Serious consideration Applicant should be considered for the shortlist Recommend for interview Applicant recommended for inter
116. uusecetsusecesssueseseceusecsssuseessssuegess 47 SCHequie dq VISIEOT Se HB araia i e iiem ms MXN goed MI DENM MEN UM ori 48 POr ERC DOT E ee nT er eer oT rn IU ON bn FIR er CONDI UN NN eet UAR ER RR OR RUN er 50 Applicant Pool and Shortlist REPorts cccccsssccccssecccsseccessccceeceeeeneeeeenceceeecessueceeeeeeeeesceseueceseueeeeseneesseecessgesenenss 50 EAPC CON PFOD EDO e nee ere nee eae ote eismod nmi dM OM deed DD IMS LED NE dE 50 The SDOREUSTMPDOEE scouts tei pride PLU Umum oasis saat ede sas Mts MI dui Dui scant cacao DM I REI M EPUEES 50 Search RebDOFSosdecestotei ae iun nU aera iiM coi iuueni St miei Mu esL ui iusedMM MM GU A Ld Un MRUNE 52 UC Recruit User Manual Cora NO SCOLCl FDO Qm m E seen rE Co COMI OMNIS TT OTT 52 PEDO FE ooo MM E 53 Submitting a Erst Round of ADDFOVUISa ieiunus visti einrbsta s iU reu vix Sce base aiu ae huh GbR boa utu bea iUpre neu isEUR aS Roa dub us une E 53 SUOMI INO NEW REPOT S cesksisitumetitbrie EE pais ten Ud sopa v M E eei FIEEIP E ed Masr mu Eae M MRNA tr VP Mis ND 53 Correcting Reports and Updating the Approvals isses eene nnne nnns nessuna anna nnns 54 PIS VO NE SN elo NER 55 MATVE CIE RO CU 11820 2d d RR RITTER em 55 hesoctwatethedvec UIC CII sucess tran coalesce aen E EEA t I eoe niv aeneo EE MR hr VT E END I nd ON EUN 55 E e d TE E E E E E 56 HOW Applicants Use RECU ecb serosa cies aneed a
117. view Choices will CInterviewed Applicant has been interviewed ed ing Proposed candidate Applicant recommended for appointment on the Offered Approvals have been obtained and a formal offer has been made to the applicant current Accepted offer Approvals have been obtained and a formal offer has been accepted by the applicant status of Declined offer Approvals have been obtained and a formal offer has been declined by the applicant the B Hired Applicant entered in payroll system in searched title Unlock is available only to applicant OWithdrawn Applicant has withdrawn themselves from consideration Recruit Administrators X Update Status Cancel Need to choose a status not listed here Unlock If a status is changed from Selected candidate to Withdrawn choose a reason from the list provided The same choice list appears when updating the status to Declined 42 UC Recruit User Manual Select at least Family Reason Child Care Elder Care one reason Family Reason Spousal Partner Career Opportunity _ Cost of Living C Salary amp Benefits _ Professional Support f Other Unknown Select a reason why the selected candidate withdrew Offer Proposals When updating to Proposed Candidate and beyond click Enter proposed offer information Changes to Make Status change Current status b New status Interviewed Proposed candidate Enter proposed offer information Fill in the fo
118. 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 5 UC Recruit User Manual 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 ny SSN Doar v My Information wMyFiles My References O dversty survey Awaiting 1 response from reference Reference has been notified The applicant has fulfilled this requirement my pal ant nolilisc on Sao 17 2013 12 2526 Required Request letter of reference again Edit reference Delete Not yet provided by reference email bla blaick 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 ft My Dashboard f My Information MyFiles My References Submit divereity eurvev Submit diversity survey 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 P
119. y members 3 Only assistant associate amp full professors 4 Only associate amp full professors or 5 Only full professors This flexibility is important if departments wish to exclude any graduate students who may be serving on their search committee 3 Click the Next button and complete the information on the next page Help Email Address is the address where questions from applicants will be directed This address is also used in the From line in a number of other correspondences between the department applicants and references Refer to the text on the screen for those specific situations Thank You Email Sent to References is a fully customizable template that Recruit sends to references after their letters of recommendation are uploaded into the system See Appendix B for the default wording of this email sent to References Help Email Address for Applicants kpersonacuci edu From Email Address This name and email address is used when UC Irvine AP Recruit sends an email to a References thanking them for their submitted letter o Applicants when their application is manually created and or activated o Applicants to ask them to complete the diversity survey when the applicant i amp manually finalized Reference Thank You Email Thank you for your contribution Hello Thank you for submitting a letter of recommendation Your letter is search committee mb om od ur m now available on line fo

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