Transcript PowerPoint Show Format

Academic Recruitments
Policies, Procedures, and Best Practices
October 21, 2015
Campus Resources
Academic Personnel
Viktoriya Filippova
Karen Moreno
Joanna Kettmann
Billy Ko
x5428
x5429
x5048
x4441
[email protected]
[email protected]
[email protected]
[email protected]
OEOSH/Title IX Compliance
Lia Cabello
x3294
[email protected]
Academic Affairs Information Technology
Helpdesk
x2495
[email protected]
Office of International Students and Scholars
Tanya Plant
x2354
[email protected]
Online Resources
Academic Personnel
https://ap.ucsb.edu
 Red Binder- campus Academic Personnel policies and procedures
 Academic Personnel Manual (APM) –
systemwide Academic Personnel policies and procedures
 Salary Scales
Online Resources (cont’d)
Academic Affairs Information Technology
https://aait.ucsb.edu/projects/recruit/training.resources
 UC Recruit Training Resources and Q&A
 How-to Guides for UC Recruit Users
OEOSH/Title 9 Compliance
https://oeosh.ucsb.edu
 Policies, Laws and Regulations
 Equity Advisor Toolkit
 Diversity Recruitment Publications
Agenda
 Recruitments
 Definition, Purpose
 Types of Recruitments
 Compliance
 Titles requiring recruitments
 Pre-Recruitment Activities
 FTE plan for senate positions
 Non-senate
 Recruitment Plan
 Selection Process; Short List Report
 Search Report
 Academic Review, Appointment Case
 Post-Recruitment
 EOR
Recruitments: Definitions
 Soliciting applications for the purpose of finding and hiring the
best candidate for a position
 Types of recruitment:
 Internal
 External (Open)
 Single/Multi-Hire
 Pooled
Accountability & Compliance
Federal Government
•
OFCCP
•
Protects the benefits of job seekers and wage earners
•
Ensures the promise of Affirmative Action and Equal Employment
Opportunity
State Legislature
•
Proposition 209
•
State Constitution
•
Prohibits discrimination based on race, sex, ethnicity in public employment,
contracting, and education.
Titles Requiring Open Recruitment
 All permanent titles (senate faculty, librarians)
 Temporary titles (will likely change November 1, 2015):
 50% or more and 1 year or more
 Lecturers: required after 3 quarters in same department
Exemptions
 Admin positions
 Recall appointments
 Without Salary (any title)
 Student Titles
 Named Principal Investigator (PI) or Co-PI, for a specific task
 Visiting (any title)
 Change in series
 Postdoctoral Scholars
Pre-Recruitment Activities
 FTE (full time equivalency) Plan for Senate Titles
 Annual call for FTE Plan
 Campus Consultation
 FTE allocation by Executive Vice Chancellor
 FTE components
 Provision number (e.g. PHIL16), aka “salary control number”
 Level
 Approved Area
 Single or joint department, Interdisciplinary (IGPMS, Neuroscience)
Pre-Recruitment Activities
 Non-Senate
 Need and funding based
 No FTE process (no “salary control number” in UC Recruit)
Recruitments: Prior to 9/1/15
Recruitment
Packet
UC Recruit
Case
Processing
Recruitments: After 9/1/15
UC
Recruit
AP Folio
UC Recruit Search Features
 Replaced Academic Recruitment Packet
 Document recruitment activities
 Secures necessary campus review and approvals
 Official record of recruitment activities, subject to audit
 Three parts:
 Search Plan
 Short List Report
 Search Report
Recruitment Plan: Overview
 Basic Recruitment Information (dates, requirements)
 Availability and Placement Goals
 Advertising and Outreach
 Qualifications
 Selection Process
 Committee members
 Departmental Equity Advisor (Faculty Editor Role) Search Committee
 Disposition Reasons (NEW)
Recruitment Plan: Basic Information
 Recruitment name format: Academic Title+Area
e.g. Assistant Professor in Native American History
Project Scientist in Molecular Engineering
 Cross-listed: contact AAIT
 Will appear multiple times on “Apply” page
 One department will manage the recruitment
 Specialty vs Specialization
 Description= advertisement
 Dates:
 Open/Closed/Final
 IRD (initial review date, open until filled)
 Required and Optional Documents, References
 Once the first application is received, no changes can be made to required
documents
Recruitment Plan: Diversity
 Availability Statistics
 Affirmative Action Plan-AAP (November 1st)
 Automatically filled in based on selected Specialty (listed as Job Group
in AAP)
 Placement Goals
 Intended to increase diversity in recruitments, retention, and advancement of Women
and Minorities at UCSB
 Promote balance in the work place
 Must be selected (check boxes) in the Diversity section
 Multiple Job Groups requires both sets of placement goals
Recruitment Plan: Advertising and Outreach
 Ad Placement
 Publications
 Journals
 Websites
 Search and Recruitment Efforts
Recruitment Plan: Advertisement
 RB VII-7
 Diversity statement
 EEO Tagline
 Best Practices:
 Salary; in most cases no maximum
 Duration of appointment: allowing a way out
 Prevailing wage determination: not too specific
 Ad time: setting realistic time frame; minimum of 30 days
 APM 500-16 (c) and 510-16 (c)—senate titles only
 AAU (Association of American Universities) deadline of April 30
 UC Intercampus deadline of April 1
Recruitment Plan: Qualifications
 Basic/minimum
 Additional
 Preferred
*Once Search Plan is approved, the qualifications will be locked
Recruitment Plan: Basic Qualifications
 Established prior to recruitment
 Included in the advertisement
 OFCCP Criteria
 Non-comparative
 Objective
 Relevant to position
 The first point of file review
 Only those who “meet” will be considered as part of applicant pool
Recruitment Plan:
Additional and Preferred Qualifications
 Additional
 Required
 Must be fulfilled by the start date of appointment
 Preferred
 Optional
Recruitment Plan: Search Committee
Core Committee
 3-5 members (usually tenured professors for senate positions)
 May include faculty from other departments, assistant professors, or
graduate students
 Selection follows department procedure
 Chair, Departmental Equity Advisor (Faculty Editor), Reviewers
 Whenever possible, diverse membership
 Have viewing rights to complete applications, can comment and flag
applicants
Additional Access

Any additional individuals who need to see applications
Recruitment Plan: Committee Chair
 Separate from Department Chair and Equity Advisor
 Establishes ground rules
 Leads committee through all stages of recruitment
 Advertisement
 Strategies for advertising
 Evaluation criteria
 Monitors file review
 Leads in voting process
 Liaison to department chair
 Puts selected candidate forward
 Evaluates the search at the end of recruitment
 Can be listed as point of contact
Recruitment Plan: Equity Advisor
 AKA Diversity or Equal Opportunity Representative
 Provides advice to the committee and hiring authority (Control
Point)
 Reviews department search plan, demographic diversity of the
availability pool, the applicant pool, the candidates selected for
interviews, and the faculty in the academic unit.
 Ensures good faith efforts are carried out
 Ensures each applicant is treated equally during the review,
interviewing and hiring process
 Part of the core committee, i.e. has voting rights
 May not be a staff member
 Toolkit at https//oeosh.ucsb.edu
Recruitment Plan: Disposition Reasons
 Standard Choices
 Custom (up to 5) options can be entered
 Can be suppressed on a per-recruitment basis
 Required for all applicants who
 Have complete applications
 Applied on time
 Have not withdrawn
Selection Process
 Basic qualifications
 Ongoing, periodic determination
 Can be done by Committee Chair or Department Staff
 Only complete applications reviewed
 Applicant Pool Report
 Best practice: review prior to close/final date
 Extend the search if pool not diverse enough
 Applicant Status, Disposition Reasons
 Must be entered for all applicants
Selection Process
 Confidentiality
 Equal time for each file
 Multiple reviewers
 “Long short” list—conference/skype interviews
 Requesting letters of reference (if contacts only provided)
 Non-senate temporary titles:
 Status change to “invite to interview”
 Proceed with interviews
Short List Report
 Formal Request to Interview Candidates (Senate only)
 Update to Recruitment Plan
 Status changes: Invite for Interview
 Short List Report generated in UC Recruit and submitted for
approval
Interviews
 Confidentiality
 Equal treatment of candidates
 Equal access
 Putting final candidate forward
 Status changes: Interviewed
Search Report
 Documents the outcome of the search
 Identifies the selected candidate
 Formal approval of the selected candidate and search activities
 Status changes: Selected candidate
 Disposition reasons for those who interviewed but were not
selected
 Updates to the search fields
 Search report is generated in UC Recruit and submitted for
approval
Academic Review: Case Process
 Approval Authority—RB
 Academic review and approval
 Step, salary, start-up commitment for senate titles
 Checklists—RB
 Additional letters, if required for the level of appointment
 Existing Letters follow-up
 Offer and acceptance vs appointment decision/notification
 Status change: Offered, Accepted Offer, Declined Offer, Hired
Recruitments: Final Actions
 Courtesy notices
 Inactivate Recruitment
Exceptions to Open Recruitments
 RB VII-1
 Senate Faculty:
 Spousal/Partner Hire (to hire or retain a senate faculty member)
 Unanticipated opportunity
 EVC authority (CAP, CPB, EO consultation)
 Non-senate:
 Unexpected circumstances
 Spousal/Partner Hire (of a senate faculty member)
 Unique fit
 EO Consultation, Final decision made by the entity with appointment
approval authority (Dean, AVC)