Search Plan Pre-Work

Date:______

JPF #:______

Search Plan Pre-work

Departmental AP staff meets with CAO/Department Chair/Division Chief to discuss position description. Items which need to be considered:

• Title Codes (rank and series), appendix A, include all that will be considered (no step information required). If Ladder/Regular series is selected the In Residence series and title code must also be included.
• If Ladder/Regular series is proposed, obtain approval of FTE Review Committee prior to submission of Search Plan
• Required background and qualifications i.e. Degree (MD, PhD, DO etc.), fellowship(s), board certification(s), clinical care experience/specialty, teaching experience and leadership, research training, publications, grand funding, service including committees, leadership ability and community outreach, diversity/collegiality “ability to work cooperatively and collegially within a diverse environment.” Administration, leadership experience and abilities “ability to adhere to University policies and procedures”
• Obtain Hiring Goals and Hiring History. This information will be used on Diversity tab in Recruit for Affirmative Action Goals. Approved department personnel can access their departments Hiring Goals and Hiring History on the Academic Affairs website.
• If you have access issues, please contact the Recruitment Team with a screenshot of issue.Create job position description which should include roles and responsibilities assigned to the position
• Criteria should be specific to the series/title code, some examples are provide below however please review Academic Personnel Manual criteria (Appointment and Promotion section) http://manuals.ucdavis.edu/apm/apm-toc.htm
• Clinical care is required for Clinical X, Health Sciences Clinical Professor, and for some M.D.s in the Regular and In Residence series
• Teaching is required for faculty academic series: Regular, In Residence, Clinical X, Health Sciences Clinical Professor, and Adjunct series.
• Research is required for the Regular, In Residence, Clinical X, and Adjunct faculty series as well as, Professional Research and Project Scientist titles
• For non-faculty academics please see the Academic Personnel Manual (APM) applicable criteria
• University service is required for all academics percentage may vary see applicable APM.
• Take into account the Open, Initial review and Final dates (consider where you will advertise your positions. If submitting print ads, check for journal deadline dates and the journal issue where the ads will appear, this will be helpful in determining when to set review dates)
• The Final date for recruitments approved January 1 – April 30 must be for the current fiscal year end (6/30)
• The Final date for recruitments approved May 1 and forward must be for the next fiscal year end.
• Open date: Applicants cannot apply until this date
• Initial Review Date: Applicants must complete their applications by this date to be considered (no less than 2-3 weeks after open date). Additional review dates may be requested once the initial review date has passed up until the final date of the recruitment.
• Final Date: The recruitment will no longer be available to applicants after this date. However, the recruitment remains open for application review and processing by the department.
• Identify list of documents to be uploaded to Recruit, are they required or optional? I.e. cover letter, CV, references, statement of diversity, etc.
• Placeholder for JPF link (URL) from Recruit to apply
• List of hazards/hazardous materials, if applicable
• Required language from Vice Provost’s office, as applicable (if ladder/regular rank), see Advisory AA2015-05
• List national advertising sources, i.e.: New England Journal of Medicine (minimum of 3, one of which must reach a diverse population). The exception is the Junior Specialist positions which only required advertising in Aggie Link.
• Identify Search Committee Members.
• Search Committee composition: at least 3-5 members, member majority must be of like rank and series of the position being recruited, one member must be from outside of the department, one member must be from an under-represented minority group and equitable gender representation. Department Chair may not serve in the role as Search Committee Chair since they are the final decision maker.
• ALL members must be compliant with Faculty Search Committee Training requirement. See training schedules below, training is valid for three years.
• STEAD (Strength through Equity & Diversity, Davis campus)
• Faculty Development & Diversity (Sacramento campus)

Steps for Search Plan Entry and Submission

 Create New Recruitment Plan in Recruit via URL: https://recruit.ucdavis.edu/ (use Chrome or Firefox):

 Enter Recruitment Name

 Enter Recruitment Description (Position Description)

 Include the following required language at the end of the recruitment description:

UC Davis commits to inclusion excellence by advancing equity, diversity and inclusion in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community. For the complete University of California nondiscrimination and affirmative action policy see: http://policy.ucop.edu/doc/4000376/NondiscrimAffirmAct. If you need accommodation due to a disability, please contact the recruiting department.

Under Federal law, the University of California may employ only individuals who are legally able to work in the United States as established by providing documents as specified in the Immigration Reform and Control Act of 1986. Certain positions funded by federal contracts or sub-contracts require the selected candidate to pass an E-Verify check. More information is available http://www.uscis.gov/e-verify.

UC Davis is a smoke & tobacco-free campus (http://breathefree.ucdavis.edu/).

 Select your Department

 Set up recruitment as: Initial Review Date/Open Until Filled and enter applicable dates

 Enter Search Breadth (Is this an open/general search or a targeted/specialized search?)

 Enter Initial Search Allocation

 Enter Optional Information Link (this could be the department URL)

 Select/Enter all applicable Title Codes

 Select/Enter Availability Data as applicable to position (Fields of study applicable)

 Update Department Contact name, email and address if different from pre-populated information

 Review information entered and click “Save & Done” to receive “A notification of Recruitment JPF0XXXX Successfully Created!” confirmation

 Select/Click: Yes, configure for Online Application Management

 Enter/Update Documentation Requirements (i.e. cover letter, cv, statement of research etc) Documents can be reordered in Recruit i.e. cover letter first

 Select Reference Requirements

 Review/Update Department Contact Information (contact for applicants seeking help)

 Complete all of the following left-side tabbed sections:

• Diversity
• Advertisements (identify if online or hardcopy)
• Qualifications
• Selection Process
• Committee
• Documentation
• Disposition Reasons, appendix B

 As applicable, if search includes Ladder/Regular series upload approval email from FTE Review Committee (Documentation, Search Plan documents)

 Upload complete (signed) Planned Outreach Form to Recruit (Senate only ClinX/InRes/Regular recruitments) to Documentation Tab, Letters and memos section.

 Verify that all of the required components for the Ad document have been included:

• Position Description including roles and responsibilities
• Basic and Preferred Qualification

• Full consideration and final date information
• List of required documents to be uploaded to UCD Recruit (cover letter, CV, references etc.)
• JPF link (URL) from Recruit to apply
• List of hazards/hazardous materials, if applicable
• Required language from Vice Provost’s office, as applicable (if Ladder/Regular rank) – contact Academic Personnel for current information.

 Update information for the Description section on the Details tab to include JPF link.

 Upload the advertisement (Ad document) to Recruit, Advertisement Tab, Ad document

 Submit to Chair for approval.

Search Plan Approvals:

 Chair ______

 Dean’s Office ______

 System notification of approval received via email ______

Post Search Plan Approval:

 Login to Recruit and click “Publish” for the appropriate JPF.

 Post ad document/advertisements to all locations listed in Ad Sources

 Upload Evidences of advertisement (Proof that the advertisements ran) – must include viewable JPF information from posting. Note: if through third party vendor please list the website name under Ad Sources with associated journal. i.e. JAMA (HealtheCareers website)

 Enter search committee information into VP survey link sent via email from Academic Personnel.

Preparing Shortlists:

A Shortlist Report is required for ALL candidates that the Search Committee would like to interview. Approval is required BEFORE interview invitations are issued.

The Search Committee must choose how they wish to proceed with the interview process i.e. preliminary interviews (phone/video) or in person interviews:

• Status of “serious consideration = video/phone preliminary interviews
• Status of “recommend for interview” = in-person interviews

The same interview process must be used for all candidates identified on a Shortlist.

Preparing Shortlist for Preliminary Interviews*:

A Shortlist Report is required for all candidates that the Search Committee would like to interview. Approval is required BEFORE interview invitations are issued.

 After initial review date: Log onto Recruit and review applicant list. Send necessary information to search committee in accordance with departmental recruitment procedures.

 Confirm Search Committee members have completed Faculty Search Committee Training – PRIOR to application review.

 Ensure all advertisements have been uploaded on Recruit and match the Ad sources in the Search Plan.

 Ensure Actual Search and Recruitment Efforts have been updated

 Based on feedback from Search Committee or Search Committee Chair update Recruit to indicate which applicants “Meets” or “Does Not Meet” basic qualifications as outlined in the search plan criteria.

Review the following tabs in Recruit:

 Unknown Tab: “Unknowns” remain on this tab if the application is not complete or an applicant did not submit their application by the initial review date.

 Unqualified Tab: ensure all candidates have a valid disposition reason.

 Qualified Tab: ensure that the candidates invited for the preliminary interview is/are marked as “serious consideration”. A disposition reason needs to be provided if a candidate is not selected for interview.

Status of “serious consideration = video/phone preliminary interviews

 Confirm Conflict of Interest Form (COI) has been completed and uploaded to Recruit under Documentation, Letters and memos

 Generate the Shortlist via Recruit on the Report tab and Submit Report for Approval to Academic Personnel Analyst.

 Once approved, you will receive a system generated approval notice, please proceed to inviting candidates to interview.

*Please note, preliminary Shortlist Reports will not reflect the applicants’ names on the report.

Preparing Shortlist for In-Person Interviews:

A Shortlist Report is required for all candidates that the Search Committee would like to interview. Approval is required BEFORE interview invitations are issued.

Status of “recommend for interview” = in-person interviews

If preliminary interviews occurred, update candidate status to reflect “recommend for interview”

 Repeat above steps for new applicants/new review dates/next stage in interviews

Preparing the Search Report:

Once the Search Committee determines (based on Basic and Preferred Qualifications) who the “proposed candidate(s) is/are:

 Log onto Recruit, review applicant list to ensure all applicants have been marked as “Serious Consideration” or “Recommend for Interview” have been accounted for on a previous Shortlist Report (if not, a Shortlist Report will be required before proceeding).

 Update status of candidate to “proposed candidate” include title code and approximate start date information

 Confirm all applicants (except the proposed candidate) have been marked with a valid disposition reason

 If Senate (Regular, ClinX, In Residence) position, check to see if the proposed candidate is currently employed at another UC or AAU (Association of American Universities) Member Institution. If so, please notify the Academic Personnel Office Recruitment Team immediately.

 Review report/Recruit to ensure all advertisements placed were uploaded on Recruit and match the Ad sources in the Search Plan

 Update Conclusion tab for search outcome in Recruit

 Generate Search Report via Recruit on Report Tab

 Submit Report for approvals

 If it is a joint VA recruitment, a VA Memorandum of Understanding (MOU) is required.

 If it is a .5 Reg / .5 In Res appointment, submit APM UCD 220 I Exhibit A agreement with appointment packet.

Search Report Approvals:

 Chair ______

 Dean’s Office ______

 System notification of approval received via email ______

Preparing the Offer

 Check the proposed hire date and determine if it is feasible when comparing to the academic personnel appointment timeline

 Using Tentative Offer Letter (TOL) template prepare a draft TOL for review and approval by applicable department leadership, as applicable to departmental process

 Email draft TOL to Recruitment Team for review and approval (DO NOT SEND TO CANDIDATE).

 Recruitment Team sends draft TOL to the TOL Review Committee (2 business day review period required)

 Email approval of the TOL will be sent by the Recruitment Team, once received you may issue the offer to the proposed candidate.

 If offer is accepted make inactive in Recruit

 Provide signed TOL to Academic Personnel

 If offered declined, notify Academic Personnel immediately

 Update Conclusion Tab (Search Outcome) in Recruit

 If declined and there is an alternate candidate for the position, repeat Search Report/Preparing the Offer steps as indicated above.

Next step: Prepare appointment dossier and coordinate with your AP Analyst.

Appendix A

Common Title Codes (this is a partial list only of commonly used Title Codes):

Academic Faculty (Senate and Federation):

Academic Non-Faculty:

Appendix B

Disposition Reasons:

For applicants marked as meets basic qualifications:

System-wide automatic disposition reason list (custom reasons can be created during search plan preparation):

• Alternate for position (requires disposition comments or additioanal disposition reason for non-selection)
• Duplicates or significantly overlaps existing area of strength in department/school/college
• Interview showed some deficiencies (requires disposition comments)
• Job talk showed some deficiencies (requires disposition comments)
• Lacks sufficient clinical experience
• Lacks sufficient contributions to diversity/cultural competence
• Lacks sufficient depth/breadth of research/creative excellence or impact
• Lacks sufficient leadership experience for position
• Lacks sufficient potential for successful attraction, advising, and mentoring of students/trainees/postdocs
• Lacks sufficient research achievement/potential
• Lacks sufficient teaching achievement/potential
• Other, please specify (requires disposition comments)
• Publication record shows some deficiencies
• References were weak
• Specialization or area of expertise for position or department needs shows some deficiencies

For applicants marked as does not meet basic qualifications:

System-wide automatic disposition reason list (custom reasons can be created during search plan preparation):

• Application was incomplete, materials submitted were not the required materials
• Candidate withdrew
• Degree was not in the advertised field(s) if specific field(s) were required
• Did not meet stated basic clinical requirements
• Did not meet stated basic research requirements
• Did not meet stated basic service requirements
• Did not meet stated basic teaching requirements
• Did not meet stated basic years of experience required
• Did not possess basic degree requirements stated in advertisement
• Did not possess stated credentials (e.g., board eligibility/board certification)
• Other, please specify (requires disposition comments)

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