Recruiting Process

The hiring unit will need to decide how to fill their vacancy. For more information, please review our Filling a Vacancy information.

• Open Recruitment
• Campus Only Recruitment
• Non-Recruitment
• Waiver of Recruitment
• Transfer
• Reorganization
• Temporary Staffing Services

1. To initiate a new recruitment AFTER the pre-recruitment step is complete, the HM or designee will submit a Job Opening Request form. This form is located in Staff HR Services in IT Request.
   1. Enter the job data about one or more position(s) and how you want them filled. This is where you will indicate if you want to run an internal (campus-only) recruitment. Reach out to your TAC for access to a Job Opening Request Template to assist in gathering the recruitment information prior to filling out the form online.
   2. For a list of applicant screening questions that are readily available to use in a job posting, please visit this link. You can copy/paste the questions when initiating the Job Opening Request.
   3. TA will get all position information, including the job description, from the position in UCPath or from Job Builder.
2. TA will review the request and reach out if clarification or updates are needed. Once the job posting is ready to post, TA will forward the request, including the job posting draft, to your department Recruitment Approvers (RA) for approval.
3. Once approved by the RA, TA will post the job, forward the job posting and Recruitment Document Suite (RDS) links and coordinate any requested paid advertising.
   1. For Campus-only recruitments, TA will not coordinate any advertising. The hiring unit is encouraged to facilitate internal networking and outreach to encourage current employees to apply.

1. If you will be filling a non-recruitment or waiver, the HM or designee will select the ‘Non-competitive Recruitment’ option when completing the Job Opening Request form. This form is located in Staff HR Services in IT Request.
   1. Enter the job data about one or more position(s).
   2. Enter the selected candidate(s) information.
   3. TA will get all position information, including the job description, from the position in UCPath and from Job Builder.
2. TA will review the request and reach out if clarification or updates are needed. Once the job posting is ready, TA will forward the request to your department Recruitment Approvers (RA) for approval.
3. Once approved by the RA, TA will post the job to allow for the selected candidate(s) to accept the forthcoming job offer(s). The job will not be posted on our internal or external website and no advertising is necessary.
4. The TAC will start working on the job offer for selected candidate(s) and work with the hiring unit to establish a hire date.

1. Once the initial review period has been satisfied, TA will route all eligible applications to the unit.
   1. Before routing applications to the HM or designee, TA will screen applications to identify preferential rehire and special reassignment applicants. TA will work directly with the HM if any eligible preferential rehire or special reassignment candidates have applied and are qualified for consideration.
2. TA notifies the HM or designee when applications are available for viewing.
   1. Initial batch – applications are routed after the initial review date (IRD) based on our currently posted turnaround time.
   2. Subsequent batch(es) – additional applications are routed upon receipt of written request to hiring@ucsc.edu based on our currently posted turnaround time.
3. To review routed applications, reference the link in the emails sent to the HM or designee when the job was posted and when the applications were routed (both emails should include a link to the RDS). A link to the Job Opening Request, otherwise referred to as the RITM, is also provided on the ‘0. Recruitment Planning Guide’ in your RDS.
   1. The applications are saved in the Routed Applications folder in your Recruitment Document Suite (RDS).
      1. To view or print the PDF files, the HM or designee should download the files – DO NOT open them as google docs.
   2. The applicant names are added to the Screening Matrix for all applicants and to the Applicant and Candidate Disposition Log (ACDL). The applicant contact information is also added to the ACDL for the unit to use to reach out to applicants.
   3. If the unit would like to request more applications for review, please email the job # and title to hiring@ucsc.edu. You can also use the email functionality in the Job Opening Request/RITM (in IT Request). TA can check the number of additional applications for review prior to routing them if you specify this request in your email.

1. The HM or designee/Search Committee uses the Qualifications Assessment Plan and the Screening Matrixes in the Recruitment Document Suite to screen applicants.
2. The HM or designee/Search Committee selects interviewees and conducts interviews.
   1. The unit is encouraged to populate the Applicant and Candidate Disposition Log when making decisions about applicants and candidates.
3. The HM or designee, conducts reference checks.
4. The HM or designee makes a hiring decision and may extend an informal job offer if doing so is supported by their department.

1. The HM or designee ensures that ALL documents in the Recruitment Document Suite are complete. If desired, you can reach out to your TAC for access to a RDS Completion Checklist to track your progress and ensure all steps are complete.
2. Upon completion of the recruiting documents, the HM or designee emails hiring@ucsc.edu or adds a comment in the Job Opening Request/RITM to request a formal job offer for the selected candidate(s).
3. TA reviews the job offer and initiates the offer in TAM.
4. The RA approves the job offer.
5. If not already complete, HM or designee ensures all documents in their Recruitment Documents Suite are complete and all required unit documentation is accessible in the RDS. For more details, see the Recruitment Document Suite / Records section below.
6. Once approved, TA extends the conditional job offer to the selected candidate(s). If a conditional offer is accepted by the selected candidate, TA will send them a conditional job offer letter, which describes the pre-employment conditions. TA then initiates pre-employment conditions listed below:
   1. TA coordinates the pre-employment Employee Misconduct Disclosure process. The job offer will be conditional until we receive the results.
   2. If needed, TA coordinates the pre-employment criminal history background check as needed. If a background check is needed, the job offer will be conditional until we receive the results, at which time a formal job offer will be extended.
7. The TA Office sends welcome email to new employee and facilitates onboarding for new hires, rehires and interlocation transfers. For intralocation transfers (current employees moving into a new appointment without a break in service), TA will initiate new employment paperwork and ensure all post-offer steps are complete – onboarding is typically not required for intralocation transfers.
8. The TA Office completes the hire transaction in UCPath and takes steps to remove the job posting in TAM at the conclusion of the recruitment.

For detailed information about the applicant statusing process and for email templates to utilize in your recruitment communications with applicants and candidates, please visit the links below. These links are also provided in the Recruitment Document Suite instructions hiring units have access to when a new recruitment is posted.

• Applicant and Candidate Dispositioning – to be completed prior to requesting a formal job offer from Talent Acquisition
• Applicant and Candidate Communication Guidelines – the unit is responsible to reach out to applicants and candidates when they are no longer being considered for a position.

Talent Acquisition OFFICE HOURS – Tuesdays @ 11:00 am – 12:00 pm Drop-in hours are available to ask questions related to your Recruitment Document Suite (RDS). You can find the ZOOM link in the RDS instructions document via any of the links below.

For a detailed overview of forms and instructions for completion of the RDS related to your recruitment, please visit the links below. These links are also provided in the RDS instructions hiring units have access to when a new recruitment is posted.

1. Recruitment Document Suite Overview
   1. Required Staff Human Resources Forms
   2. Required Materials generated BY the UNIT
   3. FOLDERS: Other Documents Saved to Document Suite
      1. Advertising (populated by TA if applicable)
      2. Job Description / Posting (populated by TA)
      3. Routed Applications (populated by TA)
      4. Unit Documents – REQUIRED (populated by hiring unit)
   4. Recruiting Related Email Notifications
2. (1 and 2) Planning and Process Document
   1. Search Committee Responsibilities
3. Qualification Assessment Plan
   1. Use of Special Conditions of Employment
4. Screening Matrix Initial Applicant Review
   1. Suggestions for Poor Applicant Pool – requesting additional applications
5. Screening Matrix – Continuing Applicants (Optional)
6. Interview Matrix
7. Reference Check Form
8. Applicant and Candidate Disposition Log
   1. Applicant & Candidate STATUS GUIDE
   2. Withdrawn Recruitment
   3. Failed Recruitment
   4. Applicant and Candidate Communications
      1. Reviewed, Not Selected for Interview
      2. Interviewed, Not Selected Candidate
      3. Interviewed, keep on HOLD as Back-up Candidate
      4. Withdrawn Recruitment
      5. Failed Recruitment