Open Recruitment

I. Summary

It is the policy of the university to recruit and employ the most qualified candidates and to ensure that recruitment processes facilitate the attainment of affirmative action goals and objectives. Proper recruitment employment practices ensure the most qualified candidates are selected, guard against discrimination, and foster the attainment of affirmative action goals.

As appropriate, the university will recruit both within and outside its work force to obtain qualified applicants via a competitive process. To support the career progress of qualified internal candidates, an internal recruitment (Campus Only) may be utilized so long as it is consistent with equal employment and affirmative action objectives.

Notice regarding Campus-Only recruitment: The Chief Human Resources Officer has the authority to approve limiting competitive recruitment to internal candidates after consultation with the Associate Director for Equal Employment Opportunity, Affirmative Action. Effective through June 30, 2020, the use of campus only recruitment process has been approved for UC Santa Cruz.

Exceptions to competitive recruitment:

  • Non-Recruitment - may be used to fill limited (temporary) appointments, refer to Non-Recruitment Procedure for specific guidelines.
  • Waiver of Recruitment - may be used to fill temporary or permanent appointments in exceptional circumstances; requires additional approval and be consistent with equal opportunity and affirmative action objectives. Refer to Waiver of Recruitment Procedure for specific guidelines.
  • Other Exemptions - See PPSM 20: Recruitment and Promotion, Section G - Exemptions, for other situations that do not require recruitment.

See this link for Comparison of Staffing Options.

II. Related Policies, Contract Articles and References

  1. Personnel Policies for Staff Members (PPSM) - employees not covered by a collective bargaining agreement:
    • PPSM 3-Types of Appointment
    • Presidential Policy on Discrimination, Harassment, and Affirmative Action in the Workplace
    • PPSM 20-Recruitment and Promotion
    • PPSM 21-Selection and Appointment
    • PPSM 60-Layoff and Reduction in Time from PPSM Career Positions
    • PPSM 66-Medical Separations
  2. Union Agreements - employees covered by a collective bargaining agreement
  3. Fair Hiring Guide
  4. Filling a Vacancy

III. Authority

The Unit Head is delegated the authority to recruit, select and hire limited, per diem, contract and career employees for which funding exists, to approve moving expenses, and to determine salary appointment rates above the minimum of the salary range.

The Divisional/Unit Financial Authority or designee must contact the Planning and Budget Office to establish a new provision (FTE) for a career position.

The employment of near relatives within the same unit requires approval of the AVC of Staff Human Resources. See Employment of Near Relatives procedure.

IV. Criteria

All screening and selection shall be job-related. The job-related criteria to be used to screen applications and select interviewees, develop interview questions, select final candidates, and conduct reference checks shall be based upon the experience, skills, knowledge and abilities required to perform the essential functions of the job successfully as specified on the job description, and should be listed as required qualifications on the job posting.

V. Process Overview

A Hiring Manager (HM) uses the Job Opening Request form within the ITS Request system to submit job opening and job offer requests. The Talent Acquisition Consultant (TAC) completes these activities in TAM on behalf of the HM. A Certified Hiring Manager (CHM) interacts directly with the Talent Acquisition Management (TAM) system to initiate job openings, and begin the job offer process. 

  1. Position Management activities (including classification activities, updates to department, location, supervisor, percentage of time, updates to job description, etc.) are now separate from recruitment activities. All position management activities must be completed prior to starting a recruitment. HM/CHMs will work with SHR Compensation to complete position and/or job description updates. 
  2. To initiate a new recruitment, the HM submits a job opening request web form to the Talent Acquisition team. The CHM initiates a recruitment request directly into TAM.
    • The Talent Acquisition Consultant (TAC) reviews the request.
    • The Recruitment Approver (RA) approves the request.
  3. The TA Admin posts the job opening and coordinates advertising for the job.
  4. Before routing applications to the HM/CHM, theTA Admin:
    • Screens applications to identify preferential rehire and special reassignment applicants.
  5. The TA Admin notifies the HM/CHM when applications are available for viewing.
    • Initial batch - applications are routed within two business days after the initial review date (IRD).
    • Subsequent batch(es) - additional applications are routed within two business days after receipt of written request to hiring@ucsc.edu.
  6. The HM/CHM/Search Committee selects interviewees and conducts interviews after screening application materials.
  7. The HM/CHM, or designee, conducts reference checks.
  8. The HM/CHM makes a hiring decision. HM/CHM may extend an informal job offer if doing so is supported by their department.
  9. The TAC reviews the job offer.
  10. The RA approves the job offer.
  11. The TAC extends the formal job offer to the selected candidate(s).TAC coordinates the pre-employment criminal history background check as needed.
  12. The Talent Acquisition Office conducts onboarding if the selected candidate is a new hire, rehire, or interlocation transfer.
  13. The Talent Acquisition Office completes the hire transaction in UCPath and takes steps to remove the job posting in TAM at the conclusion of the recruitment.

IV. Forms/Resources

Forms

  • Job Opening Request Form (in IT Service Request)

Resources

Hire Types

 

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