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. To support the career progress of qualified internal candidates, internal recruitment 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 Affirmative Action Officer. Effective through June 30, 2020, the use of campus only recruitment process has been approved for UC Santa Cruz.


  • Non-Recruitment - may be used to fill limited (temporary) and by agreement (BYA) appointments, refer to Non-Recruitment Procedure for specific guidelines.
  • Waiver of Recruitment - may be approved in exceptional circumstances consistent with equal opportunity and affirmative action objectives. Refer to Waiver of Recruitment Procedure for specific guidelines.
  • Other Exceptions - See PPSM 20:B “Exceptions to Recruitment” for other situations that do not require recruitment.

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
    • PPSM 21-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, contract and career employees for which funding exists, to approve moving expenses, and to determine salary appointment rates above the minimum of the range for limited appointments.

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, and should be listed on the job posting.

V. Process Overview

Open Recruitment is a competitive process that seeks a broad pool of qualified, diverse applicants and normally utilizes a search committee to screen, interview and identify a candidate for hire.

A Certified Hiring Manager (CHM) interacts directly with the Recruitment Management System (RMS) to initiate requests, status applications and begin the job offer process. A Hiring Manager (HM) works with their Talent Acquisition Consultant (TAC) to complete these activities.

  1. To initiate a new recruitment, the HM submits a job description and an RMS Recruitment Worksheet to the Talent Acquisition Office via the group email address . The Certified Hiring Manager (CHM) initiates a recruitment request directly in RMS.

    • The Talent Acquisition Consultant (TAC) reviews the request.
    • The Divisional Approver (DA) approves the position.
    • The Classification Analyst (CA) classifies the position.
  2. The TAC posts and advertises the job.

  3. Before releasing applications to the HM, the TA Team :
    • Screens applications to identify special selection, preferential rehire and special re-employment applicants.
    • Verifies the eligibility of applicants for Campus-Only Recruitments.
  4. The TAC notifies the HM/CHM when applications are available for viewing.
    • Initial batch - applications are released within two business days after the initial review date (IRD).
    • Subsequent batch(es) - additional applications are released within two business days after receipt of written request.
  5. The Search Committee selects interviewees and conducts interviews after screening application materials.
  6. The HM/CHM, or designee, conducts reference checks.
  7. The HM/CHM makes a hiring decision.
  8. The TAC makes a formal job offer to the selected candidate(s).
  9. The Talent Acquisition Office conducts onboarding if the selected candidate is a new hire, rehire, or interlocation transfer.
  10. Staff HR completes Payroll Personnel System (PPS) On-Line Entry Update (OEU).

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VI. Forms/Resources



Hire Actions:

  1. If the selected candidate is not a current UCSC employee, refer to:

  2. For employees on UC Santa Cruz payroll, refer to one of the following procedures, based on the resulting personnel action:

RMS-Specific Information

  1. RMS User Login

  2. The RMS User Toolkit contains the following:

    • RMS Request Types Defined

    • RMS Request Workflow Diagram

    • Recruitment Status Workflow Diagram

    • Recruitment Status Definitions

    • RMS Job Offer Workflow Diagram

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