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

It is strongly recommended that Hiring Managers and Committee Chairs complete Fair Hiring Training every 2 years. 

A Hiring Manager (HM) or designee uses the Job Opening Request form within ServiceNow to submit job opening and job offer requests. The Talent Acquisition Consultant (TAC) completes these activities in TAM on behalf of the HM.

1. Position Management activities (including classification activities, updates to department, location, supervisor, percentage of time, updates to job description, etc.) are separate from recruitment activities. All position management activities must be completed prior to requesting a job opening. HM or designee will work with SHR Compensation to complete position and/or job description updates. 
2. To initiate a new recruitment, the HM or designee submits a job opening request form via ServiceNow.
   • Talent Acquisition reviews the request
   • The Recruitment Approver (RA) approves the request
3. Talent Acquisition posts the job opening and coordinates advertising, if applicable.
4. Before routing applications to the HM, Talent Acquisition screens applications to identify preferential rehire and special reassignment applicants.
5. Talent Acquisition notifies the HM 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/Search Committee screens applicants against required job-related qualifications.
   • The unit will record the results of the initial screening in the Screening Matrix in the Recruitment Document Suite.
7. The HM/Search Committee selects interviewees and conducts interviews.
   • The unit will record the results of the interviews in the Interview Matrix in the Recruitment Document Suite.
8. The HM or designee conducts reference checks.
9. The HM makes a hiring decision. 
   • The HM or designee may extend an informal job offer if doing so is supported by their department.
10. The HM or designee completes the required documents and saves unit-generated documents to the Recruitment Document Suite.
11. The HM or designee alerts the TAC about the request for a conditional job offer.
12. Talent Acquisition reviews the job offer.
13. The RA approves the job offer.
14. Talent Acquisition extends the formal job offer to the selected candidate(s). Talent Acquisition coordinates the pre-employment criminal history background check as needed.
15. Talent Acquisition conducts onboarding if the selected candidate is a new hire, rehire, or interlocation transfer.
16. Talent Acquisition 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

• Critical Functions Guide
• Employment Services Turnaround Times
• Business and Finance Bulletin G-13 contains information on moving expense eligibility and allowable moving expenses. Refer to Moving Expenses Guide - MSP/PSS Non-Academic Positions, as needed.
• Fair Hiring Guide contains additional information regarding the hiring process and evaluation of applicants.

Hire Types

• For employees on UC Santa Cruz payroll, refer to one of the following procedures, based on the resulting personnel action:
  • Demotion/Transfer - Voluntary without Open Recruitment
  • Additional Employment
  • Dual Employment
  • Limited to Career

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