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AP Recruit Manual - Office for Faculty Equity & Welfare

1. when finished Search for a person Search by name email or UCInetID Search or Search faculty by department Claire Trevor School of the Arts u Arts Dance K Select Person Jj Go Name Title Department Role Listed on AP 80a Chair Department Arts Dance Only Full Associate and Assistant Professors Additional Reviewer Editor Faculty Reviewer Full Professor Arts Dance Editor Faculty Additional Members Associate Professor Arts Dance No access 4 Addinanal Chair Additional Editor Staff Associate Professor Arts Dance No access B X Additional Reviewer NENNEN No access To edit click Change role or Remove below the names OR click Manage existing members Manage existing members Documentation Archive and retrieve various materials associated with the recruitment Approvers who are named in the 23 AP Recruit User Manual search plan and or report can view this information but cannot edit it Chairs and editors can upload materials to these sections Accepted file types Files must be PDF TXT or images Details Diversity Advertisements Qualifications Selection Process Committee Documentation Disposition Reasons Search Plan Documents Z Upload File Comment Job description Edit Delete Letters and Memos Upload File Applicant Comment Letter from Dean Block Important letter regarding the search Edit Delete Interview Materials
2. 0 AP Recruit User Manual Report Type Drop down menu shows either Applicant Pool or Shortlist Applicant Pool Statistics This region displays the number of completed applicants who have been marked as Meets Basic Qualifications and have submitted their survey on diversity These survey takers will be the only applicants in aggregated results making this report in compliance with the US Department of Labor If the count is zero you must go back and mark the applicants who meet the basic qualifications The count for shortlisted applicants is shown in this region too Note For Basic recruitments those that have not been configured for online application management a field is provided for the Analyst to type in the number of applications received outside of Recruit mad p P pa Applicant Pool Statistics P erant acea eare 7 A success message confirms the report has been created Success 8 Applicant Pool and Shortlist sections indicate the status of the reports e The Date Generated column keeps a running tally of all reports created throughout the search e The Download link opens a PDF of the report e Color coded boxes indicate the status of the particular report s approvals Jan 14 2015 Submitted on Jan 13 2015 v3 00 9 Q Approved amp Download 54 Academic Recruitment Analysis Report Applicant Pool JPF00573 Colossus Researcher Report generated Feb 12 2014 a
3. Add custom disposition reasons e Did not possess basic degree requirements stated in advertisement e Degree was not in the advertised field s if specific field s were required e Application was incomplete materials submitted were not the required materials e Did not meet stated basic teaching requirements e Did not meet stated basic research requirements e Did not meet stated basic service requirements e Did not meet stated basic years of experience required e Did not possess stated credentials e g board eligibility board certification e Did not meet stated basic clinical requirements Diversity i og For applicants marked as meets basic qualifications Advertisements Add custom disposition reasons Qualifications e Alternate for position e Not considered application submitted after initial review date and position filled by candidate from initial review date pool Selection Process e Not considered the recruitment position was cancelled prior to applicant review please specify e Specialization or area of expertise for position or department needs shows some deficiencies Committee e Duplicates or significantly overlaps existing area of strength in department school college e Lacks sufficient research achievement potential e Lacks sufficient depth breadth of research creative excellence or impact Documentation Customize disposition reasons Analyst may customize the lists per recruitment if the default re
4. COMINO CEC E E EE E E E E E E A E eee 51 POMOC AM CG Aimee ETT U 51 Pono oiciere MEER ET 53 Applicant Pooland ShortlisE FC DOMS wscrercssmsccenedessunnadsseusendedehiap danas ven dey EUR RE URI et ub Rote Ebo ouod eta deos iba da 53 Hie Applicant Pool AC DOU seis riawsxaveunvsrivas dination Rad EE Edd C PR Error Bookmark not defined Tuo SUO TO DO ademas eae En quias testas Rc tqq nU eU n UNE Error Bookmark not defined Sedlchi Tte DOS eese cene usa sto cae seeders anes pe de RINMIMNMDE MEME Error Bookmark not defined Generating a Search REDON iius er etta ehh rte anota H larirha nS eum X RU Ran RR Une Rae EEE Ea 58 Search Report Components seis esee nennen nnns Error Bookmark not defined RODO ADD OV TTE T T ETE 59 Submitting a First Round of Approvals esses Error Bookmark not defined SUDIMITING NEW FODOWS iau prire ao marR SE vt EE Error Bookmark not defined Correcting Reports and Updating the Approvals Error Bookmark not defined EENT Oi NS SSA SUN csc estat orc A EAE 60 Inactivate the Recruitment ccccccccccccceecscccsecsueceeseecauensussuessusauessuesuessessuessessuensessuensesauenensansauessnsaaes 60 Rime Tz BH Eae mEb lLSTM 61 PR JB eec ox DUREUEERRUNERIDHNDXEERIRDIENPIKERINUEESDRESEPURDATEXUNEPUE REUUEETE POR UER UR RXDNU DEN NRI EON UNUS 62 How Applicants Use CGM cas ste c
5. Create New Recruitment Plan Create New Recruitment Plan 3 Read the Basic Overview page and then click the Next button Create Recruitment Basic Basic Overview Next gt Information Begin the recruitment by inputting data to create the Survey on Demographics Title Codes amp e First post information about the position the title posting dates job information URL etc Specia Ities Note if this is a cross listed position multiple departments contact us before getting started e Second define the Specialties areas Contact amp Notes e Third enter the contact information for yourself or another administrator Fourth confirm that all the information entered is correct Review P Get started by pressing the Mext button 4 Fill in the basic information about the recruitment Basic Information Recruitment name Professor of Dream Job Description Qur department is conducting a search for an academic with an emphasis on critical Hide Practices related to what we need in this position We are seeking an individual of international reputation working at the forefront with a proven record of engagement and collaboration with members of this discipline Responsibilities include a teaching load split between graduate and Department Mote if this is a cross listed position contact us before continuing Academic year 2012 2013 Salary control 12345 Optional e Recruitment name Typ
6. Highest Degree Information Update Highest degree Phd Institution U of Milan Date obtained 1999 PhD Advisors Not provided Dissertation Not provided Account Information Username rhondachase Change username Password Not displayed Change password My Files Applicants upload the necessary files using the Upload Now link If an applicant needs to mail in documents via U S Postal mail the Show link displays the department address Pisasse upload all required documents 1 remaining Curriculum Vitae cui Your most recently updated CV Cover Letter Statement af Research Statement of Teaching Misc Additional r3 Alternate Submission Intanmalian Show sili e uel RR My References When Contact Information Only is required providing the reference s name amp information satisfies the requirement When letters are a requirement the applicant will be expected to provide the contact information AND request the letter A completed application is not contingent on the receipt of the letters In other words 63 AP Recruit User Manual applicants have fulfilled the requirement for letters once they have requested them Applicants may re notify their references at any time even after the recruitment is officially closed Applicants can see when letters have been uploaded but will not be able to view them Awaiting 1 response from reference Reference has been notified The applicant ha
7. Make sure all roles are assigned names of people in those roles If not specify a person 5 Add any additional steps or alternate approvers if needed If needed use the Comments section to communicate with your approvers Automatic Approver Emails At each step Recruit sends email to approvers that their approval is needed and the submitter receives a copy e The email includes a direct link to the approval screen where approvers may download the report comment and approve e When Recruit detects an approval the next in line is notified e After the last step approves Recruit sends a notification to the submitter with next steps to take e Approvers may choose to opt out of email notifications Additional Email Notifications Optionally use the Notify Approvers button for further communications along the workflow For example use this to Prod the approver who s taking too long warn the pending approvers about what s coming their way or highlight a change that previous approvers might need to know about 96 AP Recruit User Manual All emails include a direct link to the approval screen where approvers may download the report comment and approve When the system detects an approval the next in line will be notified See Appendix A How Approvers Use Recruit and Appendix B Notifications Sent to Approvers Updating Approvals Scenario The analyst has submitted a report for approval but an approver along th
8. Reasons and comments are saved automatically Click Done to return to the respective applicant pool Assign Disposition Reasons New and updated disposition reasons and comments are saved automatically Done Applicants marked as Meets basic qualifications 1 applicant selected 3 t bie Applicant Status Disposition Reason s Comment M Roberts issac Complete job talk showed some deficiencies Select Reason in Bulk For large pools it may be faster to mark reasons or comments for multiple applicants at once To do this click this button at the top of the assignment screen Edit disposition reasons for selected applicants Check the reason s from the selection list and click Apply This time reasons will be applied to all applicants in your list at once You may still edit individual applicant s reasons one by one Assign Disposition Reasons Applicants marked as Meets basic qualifications Edit disposition reasons for selected applicants 4 applicants selected 101 applicants available A File warrants additional info via Skype Applicant Status Alternate for position Farrell Brenda Complete B As a result of Skype interview not as strong OQ Will be added to 2 applicants SD undo amp Duplicates or significantly overlaps existing area of strength in department school college Fay Emil Withdrawn after recommend for interview m M y y M Interview showed some deficiencies O Will be added to 3 a
9. 16 2013 Comments Jump te Comman Set oe eee Y di purement ey rents Kim Gerrard epenandiucl eeu Flags jump eo Fugi i E Dusplay Do reviewers Ada Flag The Overview section includes Applicant Documents Click the hyperlinked filename to download them to your computer Letters of Reference Click the hyperlinked name of the reference to download their letter Comments View post or update a comment to share with your search committee peers Flags View add or update one or multiple flags and decide whether to display it to reviewers Information 4f AP Recruit User Manual View or update the applicant s address email username personal web site employment and degree information The Overview section also includes Applicant Status Another way to edit the status or return to the offer proposal Manage Applicant fex Prefesser ef Oream Job ai PTOOSOR Americo Kautzer Information oc Comments amp Flags Visit Seminar Applicant Status tit Applied Applicant information D i Contact Information Nama Americo Kautzer sddress jelenBernser nermme idress 881 Zoie Camp Wilmerhaven Texas 39179 4217 on Laudantium School Current job title Autem Culpa Degree Information Degree name et numquam titution Ea College f degree 2012 04 14 13 56 16 rit Emmett Adams MD D Advisor 2 Mrs Mckenna Gleason tie Quia distinctio recusandae illum et dolores in perspiciatis D
10. Atthe top of the applicant s screen click the link Activate now Notice Applicant cannot access this application until it is activated Activate now 2 Look over the applicant s information and click the button Activate applicant access Manage Account Information Applicant Information Applicant Paper Joe Mail In Recruitment Assistant Professor of Dream Job ApplicantID Information Notified that No application was added Added on Nov 03 2011 at 5 55pm Received on Nov 03 2011 Activated No Activating access will send the applicant an email with instructions on how to log in and manage their application The email will be sent to paperjoe somewhere edu Activate applicant access Notifying the applicant that an application has been submitted on their behalf sends the login information and Survey instructions 3 Before the email is sent verify the email address for the applicant is correct Activate applicant access Send an email to Manually Added at another bla bla An incorrect email address could allow somebody else to access this person s application To the best of my knowledge the email address another bla bla belongs to Manually Added Information is correct Activate access Cancel ERETT LE e ats The first order of business is for the analyst to differentiate applicants who meet the basic qualifications from those who don t Search committees should only review individuals who are offi
11. Chemistry Department Chemistry School School of Physical Sciences TO access your application log on within 72 hours by using ene tollowineg Linike Link ce log in This will direct you to a page displaying your ApplicantID login name wicana an opportunity Co Choose a confidential password Tais link will LS AP Recruit User Manual expire in 72 hours Analyst signature University of California Berkeley 7 Notification of a new optional document request Asks an applicant to log in and provide a document that was added after the recruitment opened 4 Sent to all applicants complete or incomplete 4 A date to provide the document is provided Subject APRecruit Optional Document Requested Hello Jane Stark You are being sent this email because you applied to the following position at the University of California Irvine Recruitment Professor of Lorem Ipsum ipepeuetmenbiepessetmenitelb Please note that the hiring department has requested that you provide a new optional document Optional document title You have until Date to provide chie document Log into your applicacion here Pink to log in More information from the hiring department Custom text provided by department when requesting new letter If you have any questions please contact the hiring department directly Link tco Contacte EoIm Thank you for your interest in the University of California Berkeley Analyst signature
12. Investigator s vote 1 Click the link Add step Q Add step 28 AP Recruit User Manual 2 Choose a role from the list and place into position within the workflow Who can approve this step Equity Acivisor Faculty Principal Investigator Department Chair Department Director Dean B F 3 Once added don t forget to specify a person for the new step amp Specify person Reorder Steps ex let s not bother the Dean until the Principal Investigator says yes 1 Click the link Reorder steps 3G Reorder steps 2 Place your cursor over the icons and drag the step into place 3 Click Save changes Do not reorder steps unless you have added a step and need to place it in the correct order Never reorder central campus steps Download Plan Take a look at the PDF of the plan This is what your approvers will be reviewing amp Download plan Comments Attach a comment question etc to be logged for the electronic record qp Leave a comment Automatic Approver Emails Automatic email notifications are sent to approvers and cc d to analysts submitting the plan The notifications include a direct link to the approval screen where approvers may download the plan comment and approve See Appendix A How Approvers Use Recruit and Appendix B Notifications Sent to Approvers Here are other details about how the approval emails work e Approvers who are next in line in the workflow receive an
13. Navigate to your file on your computer optionally add a comment and click Upload file Upload Ad Documents File must be a pdf txt or image Choose File Sj Advertisements ad pdf Name of Description of uploaded file Text of ad copy Comment Draft 1 Please review WIIRERBIIEE Cancel 3 HERC Categories Select a HERC category to ensure the best visibility for your job posting in HERC Higher Education Recruitment Consortium 4 Ad Sources Simply list the various places where your recruitment will be advertised You do not need to list the sources centrally funded by OFEW Ad source Name Journal of English Literature Cancel Add ad source Ad Evidence For OFCCP Federal audits copies of actual ads will be needed This information should be included in the recruitment s Search Report Return to this area when you can provide evidence that an advertisement was placed Ad sources must be entered in order to upload evidence Choose your ad source from the drop down menu Navigate to your file on your computer optionally describe the file and add a comment if you want Then click Upload file Upload Evidence of Advertisement Ad source File must be a pdf txt or image Choose File i Advertisements proof pdf Name of Description of uploaded file Image of ad Comment This was placed in Science Today in Fall 2013 Sereno Cancel 20 AP Recruit User Manual 5 Sea
14. Note Applicant amp Highest Degree Current Position Status Last Updated nknown O Add Aufderhar Jaren quo nihil Non College Selected candidate Jun 19 2013 10 23am i Dolores Perferendis School Unqualified la Entire Pool O Add Burke Winston aperiam molestias University of Connecticut Complete May 29 2013 9 37am e i Qui School Status M Complete O Add Mead Margaret aperiam et Rem College Invite for interview May 29 2013 9 37am e i Quasi School M Withdrawn Invite for interview O Add Stark Jane unde tempora Vero Institute Withdrawn May 29 2013 9 37am V Selected candidate 000 lusto Institute Reviewing the Applications Reviewers click on the name of an applicant to reveal their application and the following view opens 68 AP Recruit User Manual Jim Shorts Prof extraordinaire SIU Visit Seminar Tuesday January 20th 2015 Contact Ace Analyst with any questions about this visit seminar Title Meet the candidate immar Lorem ipsum fermentum aptent blandit sociosqu tempus pharetra eros venenati auctor vel conubia taciti porttitor sollicitudin tempus amet viverra odio euismod urna felis curae Bibendum quam nostra augue scelerisque accumsan tenubia nullam ut tellus egestas vehicula facilisis Tuesday January 20th 2015 10 00am 1 1 00am Kick off 909 Steinhaus Hall About 4 Return to List of Applicants Basic Qualifications Unknown Status Complete Last updated Jan 20 2015 at 3 03pm Mark as Rea
15. Professional Organization C Posted Anecuncement O Chrenicie of Higher dication 3 Professional Journal Eulietin Q Other Ci Decline te state 64 AP Recruit User Manual How References Use AP Recruit As part of the application process the Applicant initiates an email request to their references IF letters of recommendation are a requirement The system sends the email along with instructions to the Reference to log into AP Recruit and upload a letter Uploading a letter of reference 1 References receive an email with the subject line UC Irvine Recruit Letter of Reference Requested 2 The Reference is instructed to log into AP Recruit one of two secure ways e Using the Easy Login Link OR e Using their email address with a token combination at https recruit ap uci edu reference 3 After logging into the system the University of California Confidentiality Statement is displayed on the screen The Reference must check the box below it before they can proceed Welcome to UC Berkeley AP Recruit Submit a Letter of Reference so 0C J My Colleague Read amp accept Upload confidentiality statement letter of refererx Although candidate may request to see the contents of letters of evaluation in accordance with California law and University policy vour identity will be held in confidence The material made available will exclude the letterhead the signature block and material below the signature block
16. Upload File Applicant Comment General Questions Edit Delete The Documentation section includes 3 Search Plan Documents Store any miscellaneous documents associated with the search that needs to be reviewed as part of the Search Plan Letters amp Memos The documents you upload here will be part of the permanent record and included in the final search report viewable by any approver named a 702900 Click Upload and choose the file from your computer Enter the name of the letter memo Add a comment if needed Optionally associate the letter memo with an applicant Click Upload File Upload Letter or Memo File must be a pdf txt or image Choose File S Documents memo pdf Name of letter memo Dean s letter to the Chair Dec 9 2013 Comment Lorem ipsum dolor sit amet consectetur adipisicing elit sed do eiusmod tempor incididunt ut labore Associate file to an applicant optional SIGEREIULEE Cancel Interview Materials Include materials such as interview questions committee notes from interviews interview schedules for on campus visits notes about meetings etc The documents you upload here will be part of the permanent record and included in the final search report viewable by any approver named a Click Upload and choose the file from your computer 24 AP Recruit User Manual Give the item a name Add a comment if needed Optionally associate the item with an a
17. and greet Chair and others Bio 5ed ut perspiciatis unde omnis iste a natus error sit voluptatem accusastius o aperiam eaqoe ipsa quae ab illo Inventore veritatis et quasi architecto beatae vitae dicta sunt explicabo Nemo enim ipsam voluptatem quia voluptas sit e Apr 30 2013 3 Schedule any associated events that may occur during the visit seminar and click Save amp Done 51 Schedule Visit or Seminar Tuesday April 30th 2013 10 00am 11 00am Meeting with History Dept TED Edit Remove 2 00pm 3 00pm Housing Office University Hiis Edit Remove Add a new event Event Dinner Start Apr 30 2013 TE 700pm End Apr 30 2013 T3 16 00pm Location lu Club Add Event AP Recruit User Manual After saving you are returned to the main Visit Seminar screen This is where you find links to a flyer and a formatted itinerary that you may print and distribute Manage Applicant for Profexior of Cream Job art LPPD OS Americo Kautzer Status Completed usine paus Basic Qualifications Meets Deas Nar Mee Urkmsws Shortlisted No Hidden Mo Finasced Yes Information sx Tile Jab Interview Summary Meet and greet Chair and others Bia Sed ut perspiciatis unde mna iste nati eror sit voluptatem accusantium apenam Haque ipsa quae ab ia Inventore veritatis et quasi architecto beate vitae dicta sunt explicabo Memo enim ipsam voluptatem quia voluptas Sit aspernatur aut odit aut fugit sed q
18. be removed from their review window They will not be visible to the search committee even if you later replace the file This action cannot be undone Yes Delete the File and Mark Incomplete Mo Don t Delete Note If the required document is deleted after the applicant is shortlisted the applicant will not be marked as Incomplete and they will remain in their original search pool Upload a letter into the applicant s file if the letter arrives outside of AP Recruit via U S Post or via email Please remember to thank the letter writer and send a copy of the confidentiality statement which you will find via a link on the upload screen Upload Reference Document e Please upload a PDF or a supported media file type Learn more about supported file types Don t forget Send a thank you email and a copy of the confidentiality statement to the reference after uploading their letter Position Professor of Magic Potions amp Arts OCF Applicant Professor Snape Reference Margaret Hoodowser File Choose File no file selected Optional Description 90 AP Recruit User Manual Manage the Applicant s Comments amp Flags Manage Applicant for Super Best Job Psych JPFO0440 Margaret Mead Basic Qualifications Meets Does Not Meer Unknown Documents amp References Comments amp Flags M Shown to reviewers add Flag Visit Seminar Your Comment Your comment will be Giupleye
19. document from their application This action will be logged and time stamped Manage the References amp Letters Recall when your recruitment was configured references requirements were set to one of the following e None the applicant is not required to provide references e Only contact information the applicant is required to provide their reference s names etc eLetters of recommendation the applicant is required to provide references AND notify their references that a letter of recommendation is requested Department analysts chairs and editors have complete manage rights regarding references and the letters of recommendation per applicant You may Add Edit or Delete a reference You may Upload letters that arrive outside the system You may send a letter request to references if the requirements are Contact Information Only or None See Appendix A Notifications Sent to References Send a letter request to references 1 First add the reference using the Add reference button References amp Letters Add reference amp No references provided 2 Next click the link Send Letter Request amp Mai Colleague Letter not requested My Colleaque Chair View details Send letter request Upload letter Edit Delete 3 The following email template opens All fields are editable except the Confidentiality Statement The University of California confidentiality policy Send Letter Request T Mai Colleague lt mai
20. email the arrow points out the step A copy is also sent to the analyst who submitted the approval e fa stepis approved before it is the current step the email is suppressed e If there are multiple people listed in a step alternates all receive the email simultaneously e AP Recruit doesnt nag Approvers are never emailed twice for the same request It remains up to the analyst to monitor approvals in progress and check for comments left by approvers Notify Approvers Approvers are automatically notified when it is their turn to approve but you may prod the approver who s taking too long warn the pending approvers about what s coming their way or highlight a change that previous approvers might need to know about 1 Click the Notify Approvers button E4 Notify Approvers 29 AP Recruit User Manual 2 Type the message and choose whom to send it to Notify Approvers Your message will be sent via email to the specified approvers and saved as a comment Remember that approvers are automatically notified when it is their turn to approve Message Email text a link is included automatically Send to C All approvers those who have app C Previous approvers those who have alrea Current approver those who are next i Pending approvers those who have not yet approved incl C TIBz2Hu ii Cancel 3 Click Send Email Monitor Approvals in Progress Use the top menu Approvals tab to monitor approv
21. for your educational use Please refer to the UC Recruit Project Website at http sites uci edu ucrecruit for recent product updates that may not be included in this edition of the guide UC Irvine s RECRUIT Development Team What You Need to Know Before You Start Operating Systems and Browsers Recommended operating systems Microsoft Windows 7 8 and Apple Mac OS X 10 Other Recruit s responsive design is compatible with up to date mobile devices Supported browsers Automatic updates are always recommended to ensure a secure and modern browsing experience as certain technologies may lead to a degraded or otherwise suboptimal browsing experience Each of the latest browsers are supported along with backwards compatibility for one full version still supported by the vendor Google Chrome Mozilla Firefox Apple Safari Internet Explorer How to Log Into Recruit To access AP Recruit you must have a CalNetID UC Berkeley s authentication system for the campus community The CalNetlD is automatically generated for all faculty and staff when they enter the payroll system however it must be activated Log into AP Recruit here https aprecruit berkeley edu All trainees will use AP Recruit s training site at https aprecruit berkeley edu 38868 1 Click on UC Berkeley Faculty amp Administrators 2 When prompted authenticate with your CalNetlD and passphrase AP Recruit User Manual me T y RECRU lI Acade
22. iB Change Columns dim Q Name if Department Type Name Approvers All Requests Search Cardiovascular Professor Extraordinaire PF0Q0667 wv Dean s A Type Plan Approval details 3 3 Search Info w Universit iv Search Plan tails here v Budget C Applicant Pool Report at to We Search Le Markstein Ski PF00668 wv Dean s A Shortlist Report Plan Approval details 3 5 Search Info Universit Search Report z v Budget C Ww Iption Status eue e nere Optional Ae ot eral rove Advisor ads Soo who ls next in ine to BPP gt Committ rd Shortlist Facilis Reprehenderit Quibusdam Recruitment gt Equity Ac Filter Reset Report JPFOO160 Diversity Approval detalls 0 3 Search Info Central i c EN c Publish the Recruitment Publish a recruitment to make it available to applicants to apply and to the search committee to review 1 When a plan is completely approved a Publish link appears in the Details screen status box ESCA ETS All approvers have approved Publish now 2 Confirm that you would like to publish the recruitment 31 AP Recruit User Manual Really publish Don t forget to publish Unpublished recruitments mean that the recruitment will This will convert this plan into a recruitment languish and you won t receive any e The search committee will see the recruitment immediately appl icants e Applicants can apply to the recruitment immediately as it opened on Jul 28 2014 Cancel Yes p
23. if you should do further outreach efforts To submit a report Go to Link to Applicant Pool reports screen Click Create New Applicant Pool Report and fill out the form Click Create Your new report will appear in the list timestamped with today s date Click Submit as new approval on your mew approval Verify that the approvers listed are the ones you expect Click Yes submit Or approval Fill in the names of any approvers that need to be specified O The first approver will be notified shortly Return to the approval page often to make sure no one has any trouble You will be notified when each signature is attained and when the approval is complete Supporting AP Recruit s End Users AP Recruit technical supporters those with Administrator access will see inquiries with these subject lines Subject UC Recruit Question Technical Subject UC Recruit Question General Subject UC Recruit Reference Question General Subject Recruit Contact Us Analysts will see inquiries sent to their department The subject line displays the name of the recruitment Administrators will receive a copy of these messages but they are intended for the department to respond to Example Em Note Always check the footer of the email Subject Recruit UC Irvine Recruit Applicant Question for Assistant Professor Ballet you receive The system provides time stamps and other helpful sen
24. of all an applicant s documents with one click Click the Download link found beneath their name Paucek Rebeca a qe 6 LELLI Progress dots Roll over the color coded dots beneath an applicant s name for quick visual of what requisites are done and what is still needed in order to be a complete application When a requisite is fulfilled the corresponding dots fill in solidly Paucek a ay o zt A Cue to Know When an Applicant is not visible to the Reviewers Roll over this icon to quickly determine why that applicant is not being shown to the search committee Howe Gust 04 Not shown to reviewers X Manage i Log Download applicant is not yet completed Email the Applicants Use a template to compose a single message to send to one or more applicants Only Analysts Chairs and Editors have this tool 1 First put a check in the empty box beside all of the name s of applicants you wish to contact A check in the top header box will select all names 2 Then click Send Bulk Email in the row at the top of the list of names Send Bulk Email 3 A template opens Email Applicants To 2 applicants From Joan Dept Analyst lt joananalyst uci edu gt Subject Thank you ApplicantName Variables Click on a variable to insert into the subject Applicant first name Applicantlastname Applicant full name Completion date Recruitment name Username Body Hello Thank you for taking the t
25. status Initial Search Outcome What is the initial outcome of this search Are any applicants identified as proposed candidates Q Proposed candidate One or more applicants will be recommended for appointment C Failed no candidate The search did not result in any proposed candidates Canceled rhe entire search is canceled e g due to lack of funding Ree Cancel Search Plan Approvals After all necessary information based on the department s search business practices Is provided the analyst submits the search plan for approval s Submit the Plan for Approvals 1 Return to the recruitment s Details section and click t he link Submit it for approval dy submit it for approval 2 he system should assign approval workflows containing lists of steps If you think this is not the correct workflow stop here and report this using the contact Support link 3 Otherwise click Yes submit for approval Are you sure you want to submit this plan for approval A new approval will be created for this plan Using workflow Non Senate Plans and Reports which includes the following steps 1 Department Chair 2 Dean 3 Diversity Office If this is not the correct workflow please contact Support Yes submit for approval Cancel 2f AP Recruit User Manual 4 The Plan Approval Request screen opens Approval Request Approval requested for a Plan for Co
26. that were actually undertaken will be included in the report This field is in the Advertisement section of the recruitment s Search Info 7 Applicant Disposition Reasons Disposition reasons for all unqualified and qualified applicants who did not move further in the hiring process are included in the report Comments are required for any candidates who are interviewed Comments about selection are also required for the Proposed Candidate Creating Search Reports 1 From the main Recruitment page locate the recruitment and click the link Reports JPF00594 Associate Professor Cardiovascular Search Info Reports 2 Orclick the Reports tab from the Search Info screen or from the top of the list of applicants Reports 58 AP Recruit User Manual 3 Choose Search Report from the reports menu Applicant Pool Shortlist Search Report 4 Click Preview to see the report before creating it Make any changes necessary 5 Click Create New Search Report Create New Search Report 6 Title the report in the space provided Create New Search Report Search reports contain summary information about the recruitment including information about any applicants with the status Selected Candidate or later including any files uploaded to the Documentation tab Name of report Create Search Report cancel 7 Then click Create Search Report 8 Your new report will appear in your
27. updates are allowed If you have any questions about your online application or the process please contact us iLink co contact Corm UC BerkeleyAP Recruit Team University of California Berkeley 3 Thank you for completing your application and survey reminder 4 Sent to all completed applicants who have not taken the survey 4 Sent 4 5 days before the recruitment s edit deadline a final date or review date Subject APRecruit Application Confirmation and Survey Request Dear applicant name We request that you complete the following survey by Date This survey helps UC meet our obligation as a federal CONnbracroOr Link to Diversity Survey Position Name Associate Professor Biochemistry Department Biochemistry School School of Biological Sciences Username applicant s username Status Submitted Login links Link co applicant login You may Continue co modify your application until Date Date no further updates are allowed If you have any questions about your online application or the process please contact us Link CO Contact Torm UC Berkeley AP Recruit Team University of California Berkeley 4 Deadline approaching completion reminder 4 Sent to all incomplete applicants 3 days before the recruitment s edit deadline a final date or review date 72 AP Recruit User Manual Dear applicant name Thank you for starting an application for posicion at tche Universi
28. will display the link to any pending approvals D 1 approval request is available for your review e he link opens a personalized To Do approval bin filterable by the type of approval Search Plan Your role Dean s Analyst Cardiovascular Professor Extraordinaire PF00667 Department D Submitted for approval 7 25 2014 by Kim Gerrard Type Search Plan 1 upcoming approval request Applicant Pool eo Clicking on the name of the recruitment opens the approval request screen 66 AP Recruit User Manual The approval request screen Approval Request Approval requested for a Plan for Cardiovascular Professor Extraordinaire JPF00667 Download plan se Leave a comment Approve Plan as Dean s Analyst gt Approvers 0 3 required have approved waiting for the Dean s Analyst Comments 1 Kim Gerrard Submitted for approval 7 2 014 I Done Download button opens a PDF of the plan Leave a comment button to leave a comment for the analyst and or other approvers v Comments 0 Please complete affirmative action goals Hint Approvals marked as read will alert you when they f change Mark approval as read Cancel Approve button to approve the plan Approvers displays the identities of any other approvers named in the workflow Roll over the icons with your mouse to see the approval date and time The arrow indicates who is the next person in line to approve gt Co
29. you decide to provide 204 characters limit Add Define any additional documents make them required or optional and add a description Reorder Adjust the order in which the requirements are listed for the applicants Edit Change the name of a document add a description and switch it from required or optional Delete Remove a document from the requirements IMPORTANT After the first applicant has applied changing the requirements is extremely restricted It will only be possible to add optional documents Adding an Optional Document after applicants have applied After your first applicant has applied you can only add optional documents The newly added document requirement cannot be edited changed after being added 1 Find the recruitment and go to the Recruitment Details screen 2 Click the button Update Online Applicant Requirements Update Online Applicant Requirements Documents 3 Click the Unlock button NS there sre 19 sepcants Uniock and read the following warning 12 AP Recruit User Manual Unlock to add an optional document Please read and then check the box indicating you understand the following tis strongly recommended that you notify applicants after adding new documentation requirements Be careful when adding new documents changing requirements should not be done lightly M I have read and understand the above and would like to add a new optional dacument 4 Name
30. you want displayed By default you will see all regardless of the submission date status Dates This filter displays all recruitments based on their open close or final dates Academic Year This filter shows all your recruitments by their academic year By default the two most recent academic years will be checked Recruitment Type Do you want to display only recruitments that have been configured for online applicants or only basic recruitments By default both will be checked Hiring Type Decide whether you display recruitments with Tenured title codes or those without By default both are checked M Other Academic Positions Other Filter for those recruitments with applicants vs those Other without Or filter for all Inactive recruitments Has Applicants O Show Inactive Reset Your recruitment filters stay the same on this page as you move throughout AP Recruit Click Reset when necessary Filter Reset Working with the Search Plan Find the recruitment and click either the Search Info link or the Job number a JP 4 Name Submission Dates Actions M Pending M Open MI Closed but not Fina Department Mi Final and Closed CZJ pepartment DEF Open 1 27 2014 6 28 2014 Awe ee REN ee pti AC SENEN sn atin a a PRA A AAN a na fA pm a m PDP nag PO peat ff P ne a I SII IP Details The details section summarizes the recruitment Other analysts committee ch
31. 017 to provide new documents New Thing Required Optional 4 Add description Q Remove Notify applicants Do not notify 4 Add notification message Q View notification example Click Add notification message To see a sample of the notification visit the Help Docs by clicking the link View notification example Compose your message in the box provided and click the button Notify applicants Click Save Changes save changes The newly added optional document cannot be edited changed after being added Verify the new optional document appears in the list of requirements on the Details page If a notification email was sent the applicant s log will document this with a timestamp Email sent UC Recruit Optional Document Requested 39 Part 2 Applicant Pools and Individual Applicants The Search Plan has been approved published and applicants have begun applying Locate the applicant pool from the Recruitments page Home Recruitments Approvals Applications Help Locate the link beneath the name of the recruitment PF02197 Assistant Professor in Mechanical Engineering Search Info Reports Applicants 186 Note For analysts editors and chairs the number in parenthesis is the total number of people who have applied For reviewers the number represents completed applications Tools to Use with the Applicant Lists Column Sorting Click directly on most column headers to sort the appl
32. 1 letter of reference Accepting modifications to existing applications and new applicants Contact the recruiting department with any questions Last day to make changes is Saturday Mar 1 2014 by 11 59pm Pacific Time New applicants accepted until February 15th 2014 Learn more about this position Need Help Learn more about UCI Frequently asked questions UCI Homepage Help documentation Today UCl news and events Contact position support UCI employment information Want to apply For another position You must create a new separate ApplicationID for each position you apply to 1 Logout from this position 2 Click Browse other recruitments or log back in to see the list of open recruitments 3 Locate the position to which you would like to apply and click the Apply to this position link 4 Create a new account with a different user name for the new position 62 AP Recruit User Manual My Information The applicant s contact information current employment information highest degree information and account information is editable by the applicant using the Update buttons So My Information Q My Files My References Q Diversity Survey Contact Information Update Name Rhonda Chase Email somewhereGfake edu Phone 980 789 5676 Website _http rhondachase wordpress com Address 1234 Street Way Vida CA 29798 Current Employment Information Update Affiliation University U of Minn Title Assistant Professor
33. 85 4 Qualifications Affirmative Action Goal r Eat Selection Process African American e Women Committee Equity Advisor CZD Douglas Haynes lt notreal uci edu gt Disposition Reasons Equity advisor role Edit Approves search strategies and raises awareness of best practices Lorem ipsum dolor sit amet consectetur adipisicing elit sed do eiusmod tempor incididunt ut labore et dolore The Diversity section includes 1 2 Specialties and Benchmark Data lists the recruitment s specialties and the corresponding national availability data that is provided via the UC Office of the President to AP Recruit Pool Diversity This table enables search committees charged with ensuring a diverse applicant pool to better perform that task Note When there are fewer than five responses to the first two rows the percentages are suppressed Equity Advisors Diversity Analysts and Recruit Admins have access to personally identifiable gender race and ethnicity via their See Candidates link Affirmative Action Goal Identify the affirmative action goal for the title series in the campus academic affirmative action plan by indicating which groups are underutilized on the campus for the specific job grouping Click on the provided link For more information about finding underutilization for the recruitment refer to the Senate or Non Senate Search Guides Equity Advisors The name s of the department and or school Equity Advi
34. AP Recruit User Manual The Filter Panel Use the advanced filter panel to fine tune your list of applicants 1 Use Reset when you want to restore the applicant list to the default state 2 Ifyou click away from this screen your filters will persist 3 Committee reviewers do not have the Hidden filter Show W Hidden 0 Status Wi Complete W Serious consideration vf Selected candidate Review Window June 12th 2013 July 6th 2013 sem August 6th 2013 Final date Dates P Last Updated P Applied On P Completed Date Filter Reset Filtering the list of applicants Show Set a filter to show applications that have been hidden from the committee e Check the box and click the Filter button at the bottom of the panel Status This filter allows you to pick and choose which applicants to display based on the applicants various statuses e Make your selection e Click the Filter button at the bottom of the panel Review Window Slider Mechanism available only for IRD recruitments Adjust the sliders if you want to see only those applicants who applied by a certain review date If you want to see everyone move the two thumbs as far apart as you can as illustrated here Think of it like opening the window to see the widest possible view Remember Committee Chairs Editors and Reviewers see only completed applicants Dates e Choose Last Updated Applied On or Completed Date e C
35. Academic Personnel Recruit USER MANUAL Produced by UClrvine s Office of Information Technology September 4 2015 modified for use at UC Berkeley by the Office for Faculty Equity amp Welfare ABOUT RECRUIT Faculty recruitment has long been a paper intensive process creating an unnecessary administrative burden both to increasingly over assigned staff and faculty committees juggling multiple priorities In 2011 the University of California selected UCI s AP Recruit system used on that campus since 2006 for system wide deployment at all ten UC campuses Recruit provides for secure online academic employment recruitment management supporting the entire recruitment workflow from early approvals opening recruitments applications reference gathering reviewing by the search committee and finally selecting a hired candidate Reports are built in to the system providing for an easy way to create the reports that the University of California s Office of the President uses to ensure all campuses meet their requirements as equal opportunity employers Recruit also ensures the security and integrity of all applicant reference and related recruitment data AP Recruit User Manual How To Use This Manual The purpose of this manual is to document RECRUIT s functionality in order to aid Recruit Administrators and for trainers to help other users of the system Permission is granted to copy distribute and or modify this document
36. Cancel 57 AP Recruit User Manual Search Reports Search Report Components The following is a list of the components to be bundled into a Search Report Much of this information will have been input as part of the Search Plan 1 The recruitment details General information including the recruitment name department name and recruitment period etc will be automatically pulled into the Search report from the Plan 2 Information about proposed candidate s Salary control number assigned senate positions school college department discipline field senate positions anticipated start date percent time level of appointment senate positions title rank step non senate positions salary non senate positions and candidate s CV will be included in the report 3 Evidence of advertisements The list of all locations where the advertisement was published posted or distributed as part of the search will be included in the report This field is in the Advertisement section of the recruitment s Search Info 4 Letters amp Memos All letters memos written recommendations etc that have been uploaded into the Documents section of the recruitment s Search Info will be included in the report 5 Interview materials All interview documents or other notes from the interview process uploaded into the Documents section of the recruitment s Search Info will be included in the report 6 Search and recruitment efforts Stated efforts
37. Therefore material that would identify you particularly information about your relationship to the candidate should be placed below the signature block In any legal proceeding or other situation in which the source of confidential information is sought the University does its utmost to protect the identity of such sources oh My Colleague have read and understand the confidentiality information above Accept amp Continue or cance 8 References will upload their letters or they may type them in There is no editing capability but references may overwrite their previous letters by logging in as before and replacing their letters References may upload one file The files must be pdf s The files must be less than 2MB in size Letters are also accepted as plain text without any formatting A letter cannot be edited after submission but References can provide a replacement Applicants cannot view the letters in AP Recruit but will be notified that they have been submitted AP Recruit automatically sends a message thanking the Reference for their contribution This email is editable by the Analyst when they are configuring the recruitment for online applicant management 65 AP Recruit User Manual Provide Letter of Reference You will not be able to edit your letter after submitting it but you will be able to provide a new one Applicants can not view your letter in Recruit but will be notified that you have submi
38. University of California Berkeley 8 Notify applicant of password reset Provides for an applicant who has forgotten their password to reset it Initiated by applicant using Forgot your password tool on the Apply page UC Irvine Recruit Password Reset Dear applicant name You requested to reset your password for UC Irvine s Recruit system Please visit the following Mink in order Lo complete chis task Link to reset confirm password Note that this link will expire within 72 hours of your reset request Thanks you Gor Sus Be cum Link to AP Recruit apply page Notifications Sent to References 14 AP Recruit User Manual 1 Request a letter of recommendation from the reference applicant initiated Asks the reference to log in and submit a letter Applicant can re send request until the final date or review date Subject APRecruit Letter of Reference Requested Hello reference name Applicant s name is requesting a letter of reference from you for a position at the University of California Berkeley in the Name of department Applicant Name Name of applicant Applicant Email applicant s email Applicant Notes Custom text provided by applicant Position Name Adolescent Psychology Assistant Professor Department Psychology and Social Behavior Schools School ot Social Hecollogy UC ITryine At your convenience please consider providing this letter electronically by using the tol
39. airs editors reviewers and any approver named in the search Plan and or search Report can view this section 16 AP Recruit User Manual Associate Professor Cardiovascular Qualifications PhD with two years of teaching experience and a strong commitment to undergraduat More JPF00594 Department DEF School of Hard Knocks Search Info Edit Basic Recruitment Update Online Applicant Requirements Details Recruitment Plan Approval Recruitment is not published URL for applicants Submitted on Jan 28 2014 Cannot be published until approved This URL can be used to link directly to the listing for your recruit Diversity in job ads postings electronic mailings and links on other websi v1 O1 Wo amp https recruit ap uci edu 31002 apply JPF00629 Advertisements Q View approval request Qualifications General Information Selection Process Jobs X JPF00594 Type Open Close Final Department Department DEF Open date 1 27 2014 Monday Committee Title code 1200 ASSOC PROF AY Close date 6 28 2014 Saturday Type Senate Tenured SOE Recruitment period 152 days Salary control 7890 Final date 7 15 2014 Tuesday Disposition Reasons Academic year 2013 14 Document Requirements Breadth Open search Curriculum Vitae Initial allocation Newly Allocated C Your most recently updated C V Approved search area Cardiac arrhythmias Cover Letter Statement of Research Description Statement of Teaching Misc Additional Docu
40. als in progress 30 AP Recruit User Manual Home Recruitments Approvals Applications Hello AP Department Analyst 3 Remove Proxy Logout New approvals dashboard for all analysts Approvals i Change Columns option to Name Department etc Search change what you see here All Requests Last Approved Last Type Name Approvers Requested On On Approved Type amp Search PI Search Plan Testing a Basic Row 14 JPF00547 v Chair Jan 15 2014 Jan 15 2014 6 months earc an Approval details 1 1 Seaggh Info 3 08pm 3 08pm ago Applicant Pool Report Get to the details here Marian Necechev Marten Necerchev M Shortlist Report Search Plan Basic Recruitment nothing fancy Row 11 JPF00514 v Chair Jan 15 2014 Jan 15 2014 6 months Approval details 1 1 Search Info 4 32pm 4 43pm ago M Search Report an Nedelchev arian Nedelchev Ma Status Applicant Pool Switcheroo Recruitment Two JPF00568 v Chair Jan 17 2014 Mar 27 2014 3 months Vf Pending Report Approval details 1 2 Search Info gt Dean 11 20am 2 27pm ago M Approved see who s approved and Kim Gerrard Charlie Committee who hasn t in this column Filter Reset Search Plan OCF Recruitment Test Emails PF00588 Chair Jan 17 2014 Jan 17 2014 6 months Approval details 1 1 Search Info 4 37pm 4 37pm ago Marian Nedelchev rian Nedelche Cha 14 Home Recruitments Approvals Applications Help Approvals what yo t dil screen
41. also handle online approvals for these activities All recruitments that were created prior to 7 1 are automatically published We recommend that analysts upload a scanned copy of your previously approved AP 80 forms into the documents area All users know they are logged into AP Recruit by looking to the right on the menu bar This is also how users log out of the system Hello Paul Zot Anteater Logout The top menu choices will differ depending on the user s role in AP Recruit If you only see News amp Updates you have not been assigned any role and should contact ofew berkeley edu for help Home Recruitments Approvals X Applications Help User Roles in AP Recruit AP Recruit Administrators and User Managers are the primary supporters for end users and they will manage most role assignments Committee chairs editors reviewers and approvers are assigned their roles on a recruitment by recruitment basis by the department analyst who is in charge of administering the recruitment The role you are assigned in AP Recruit determines the tasks you can perform AP Recruit User Manual AP Recruit Administrators are the primary supporters for all other users and have the most Admin tool access and all the access rights of the roles listed below AP Recruit User Managers act as gatekeepers assigning editing and removing user roles for others Department Analysts administer all aspects of the recruitment from start to finish T
42. ama i i anie di ERE E Om 15 Working with the Search Plan cccccsecescecescececceececceeesceaeesaeesoeececceecsceeeesceeesceeeeseeeeceeeesesesceeeesees 16 CUA E n 16 URL TOF AD DUG QING 7 sn Error Bookmark not defined The Status of the Plan eerren rer EEEN Error Bookmark not defined DIV CVG HJ 17 Ts lt SOCCIAIICS and Benchmark ON 18 2 Pool Diversity This table enables search committees charged with ensuring a diverse applicant pool to better perform that task Note When there are fewer than five responses to the first two rows the percentages are suppressed Equity Advisors Diversity Analysts and Hecruit Admins have access to personally identifiable gender race and ethnicity via their See Candidates link 18 B PATTI AVC FAC HO OUS omega ve SN EUER 18 d COUV FAC VG OE SE aaa see ttn serrate namie dp cad E cpu pU dERU IR UON aV RUD RK nae REM N E pU CpR OIM Cum E 18 Di Eqguity advisor OMG PP 18 PRO CTS OT CIS sas tas eet es es iade tamdiu ete ie EEEE EEEE A A O eee dee eee see ace 18 1 Planned Search and Recruitment Efforts eese seen enn 19 2 Actual Search and Recruitment Efforts Return this field later to enumerate all efforts taken to reach a broad and inclusive applicant pool Help caption is included in this field Th
43. and the committee s plan for the selection of candidates This information can often be found within the position s description Committee chairs editors reviewers and any approver named in the search plan can view this information Chairs and editors can also edit it Selection criteria e Edit Details c 1 Research potential Diversity 2 Productivity 3 Working with underrepresented students Selection plan ZN Edit Advertisements Qualifications The committee will evaluate the candidate pool at set dates and conduct in person meetings to screen those who should be Selection Process seriously considered Committee will reconvene to decide who will be invited for interviews Committee After conferring with the chair of the committee the department will schedule in person interviews with potential Documentation candidates 21 AP Recruit User Manual The Selection Process section includes 1 Selection criteria This area is to provide a detailed description of the selection criteria to be used in evaluating candidates 2 Selection plan Document in detail how the search committee will evaluate the applicants and select the shortlist and finalist Phone interviews in person interviews etc Committee Analysts assign committee roles on a recruitment by recruitment basis so when the members log into AP Recruit they will have access to review the applications Committee permissions The designation between C
44. ant must be marked as Meets or Does not Meet basic qualifications Jun 1 2015 Jul 1 2015 Jul 1 2015 There are no applicants in this review window Hide details a Meets basic qualifications There are currently no applicants who require disposition reasons Does not meet basic qualifications There are currently no applicants who require disposition reasons Disposition Reasons List 25 AP Recruit User Manual This section displays the system s default reasons used to assign to applicants and the ability to customize them Disposition reasons justify why applicants didn t move forward in the hiring process and is an important component of the final Search Report Any committee member and approver named in the search plan have read not write access to this section Disposition Reasons e Publication record shows some deficiencies e Lacks sufficient teaching achievement potential Disposition Reasons e Job talk showed some deficiencies e Lacks sufficient contributions to diversity cultural competence e Lacks sufficient potential for successful attraction advising and mentoring of students trainees postdocs e References were weak e Lacks sufficient leadership experience for position e Lacks sufficient clinical experience e Lacks sufficient communications skills e Other please specify e Interview showed some deficiencies e Overall record not as strong as other candidates For applicants marked as does not meet basic qualifications
45. asecu tent canbiaadenatetncesascSaneteestusesnhstuceces cadaalcnaeisatanaineteadcotaseantstaseeactueeene 62 How Relerences Use A minit RUPEE DERE 65 gio ADONIS USE ROCII RN Nm x ee eee 66 How Committee Reviewers Use AP Re Crult ccccccccceecccseeeeeeeeeeetececeeeeeeeeseueeseeesseeteneeteneeseeeseneenaess 67 Reviewing the Applications 1cccccccceccceecceeccuecsuensuessuessuessuesauesseesaeesseesanesanesaessanesansaessuessuessuessuesaes 68 PG I dic a T1 Notifications Sent to Applicants lssessseessssesseseseeeee nennen nennen nennen nnns nna nsns nnns nans 71 Notifications Sent to References ssssssssssssssssssssessesesesen nene esen nna nn sna sine nsns nnne sse rna arse ann 74 Notifications Sent to Approvers ssssssssssssssssseeenenee nennen nnne nnne nnne nsns nn sns rsen rne sre aane nns 76 Supporting AP Recruit s End Users 0 cccccccccsececeeeccseeesceeecceeeeceeeenoeeesceecccseeeceeeesceascoseeecenenceeeesoes 78 Part 1 Recruitment Management Create the Basic Recruitment The analyst begins by creating the Basic recruitment inputting the position name application submission dates title codes specialties etc This simultaneously builds the survey on diversity an important component of AP Recruit 1 Click Recruitments in the top menu bar Home Recruitments Approvals Applications Help 2 Click the button
46. asons do not meet their needs After the first applicant applies only the AP Recruit administrator may customize the lists 1 Click the button Add custom disposition reasons Add custom disposition reasons Add up to five custom reasons Save Changes DU DI Sey To edit click Manage custom reasons 4 Manage custom reasons The custom reasons dialog box opens Click Add custom reason Type a customized disposition reason and click the Add button beside it The custom reason appears at the top of the list of disposition reasons Suppress disposition reasons Analysts may suppress any of the reasons to trim the list if needed After the first applicant applies only the AP Recruit administrator may suppress reasons 1 Click Manage suppressed reasons 4 Manage suppressed reasons 2 Uncheck a reason to suppress 3 Save Changes 4 To edit the disposition reasons click Manage suppressed reasons 26 AP Recruit User Manual Search Outcome This section allows analysts to specify the initial search outcome whether the search was successful at identifying any candidates so that information can be included as part of the search report viewable by any approver named 1 Click Select the initial outcome of this search Select the initial outcome of this search 2 Make a selection If Proposed candidate is selected Recruit will alert you if no candidates have been updated to a proposed
47. ate This Recruitment is eligible for Online Applicant Management If you re ready to input the required document and reference information choose Configure for Online Applicant Management below Otherwise to return to the Recruitment list choose Done for Now You can configure this position at a later date by using the Configure for Online Applicant Management link on the Recruitment list No Done for Now Yes Configure for Online Applicant Management Configure the Recruitment for Online Applications It s time to define the required and optional documents and references 11 AP Recruit User Manual E Note After an applicant has applied to this position you cannot change reference requirements or required documents but you may add optional documents if you need to collect additional data from applicants Documents Add Reorder Document Optional Comment or Description Type Actions Curriculum Vitae Your most recently updated C V Required Edit Delete Cover Letter Required Edit Delete Statement of Research Optional Statement of Teaching Optional References Type None Only contact information 9 Letters of recommendation Number 1 3 to 3 Show references to All reviewers Restrict reference viewing to certain members of the search committee Documents Requirements Define the required or optional documents to be provided by the applicants The applicants will see any description
48. ations within a review period o The applicant can t modify applications that are completed before a review date once that date has passed o Committee Reviewers can choose not to view applicants from previous pools previous review periods o After the current review date has passed the analyst may create additional review dates in order to capture a separate pool of applicants o Review dates can be marked private and thus won t appear to applicants o The last date when applicants can apply is the Final date If the analyst creates an additional review date that is after the Final date the Final date will automatically be moved forward to accommodate it o Applicants may apply before the Final date even if there is no upcoming review date In this case they will be informed that their application may or may not be considered Title Codes and Specialties AP Recruit User Manual Title Codes Academic Title Codes map directly to salary scales and the codes that are input into this field must reflect the wording in all advertisements for the recruitment After the Search Plan is approved the title codes are no longer editable This helps to ensure the scale is not retroactively changed to suit a particular candidate To cue you lock icons appear in the field along with a tool tip when the icon is rolled over In the case of clerical error only a Recruit Administrator may override the lock Type a title code in the box Or type par
49. aution When you hide an application it s hidden from everyone else too 1 Locate the applicant in the list and put a check in the empty box beside the name 2 Then click the Hide button in the row at the top of the list of names 3 Committee reviewers will no longer see this applicant Visibility Hide Unhide Add Personal Note This is a way to jot yourself a note about an applicant The feature is available to all users who can view the applicants Notes should be limited to those that are job related as they become part of the electronic record 1 Click the link Add in the Personal Note column beside the applicant s name Personal Note Add 2 Type a note up to 255 characters 3 Click Save 4 To view your longer notes click on the ellipses 5 Click the Edit link to edit your note or remove it Manage the applicant application Only analysts chairs and editors have the manage link below the name of each applicant Managing applicants applications is covered in another part of this manual Paucek Rebeca a n A c lay 3 Check the Applicant s Log Check the time stamps of all the actions that have taken place on within an applicant s application Click the Log link below an applicant s name Read the log and close it when you are finished Paucek Rebeca an dh i LEN m F pa da L2 38 AP Recruit User Manual Download the applicant s documents Obtain a PDF bundle
50. ay re send at any time Subject APRecruit Letter of Reference Requested Dear Reference name You are invited to submit a letter of reference for applicant name for the position of recruitment name at the University of California Berkeley At your convenience please consider providing this letter by emailing it to department address Please read the University of California s confidentiality policy regarding external letters of recommendation Although a candidate may request to see the contents of letters of evaluation in accordance with California law and University policy your identity will be held in confidence The material made available will exclude the letterhead the signature block and material below the signature block Therefore material that would identify you particularly information about your relationship to the candidate should be placed below the signature block In any legal proceeding or other situation in which the source of confidential information is sought the University does its utmost to protect the identity of such sources 9 AP Recruit User Manual Thank you for your time Analyst signature University of California Berkeley 3 Reference thank you 4 Thanks the reference for providing a letter 4 Initiated by the reference s upload action 4 Informs reference that the letter will become part of the applicant s appointment file if an offer of employment is extended Subje
51. b To mark applicants as Qualified or Unqualified from the Unknown view 1 Find acompleted applicant only completed applicants qualifications can be judged 2 Puta check in the empty box in the applicant s row 3 You may select multiple names and click the master checkbox at the top of the row Click the button at the top of the list of names Meets or Does Not Meet to move the applicant to the appropriate category Basic Qualifications Meets Does Not Meet Qualified applicants view Applicants found in the Qualified Green category are those who have been marked as meeting the basic qualifications These applicants diversity data will be used in the diversity analysis reports produced later 42 AP Recruit User Manual Qualifie d Read Visibility Basic Qualifications Disposition Reasons Read Unread Hide Unhide Unknown Does Not Meet Send Bulk Email Assign Reasons Unknown O Personal Note Applicant Highest Degree Current Position Status Last Add Thompson Margarett voluptas velit Perferendis School Complete Oct 28 Unqualified o Maiores Research Division X Manage i Log Download Entire Pool Add Simonis Fay sunt nam Voluptatem Molestiae College Complete Oct 28 O Nesciunt Institute Show Hidden 0 Manage Log Download Add Predovic Sammie vitae eligendi Omnis Research Division Complete Oct 28 Status Est School Not complete Manage Log Download Applicants marked Meets appear on
52. ch breadth Open search J 9 explanation Is this an open general search or a targeted specialized search Initial search Newly Allocated t allocation Is this position newly allocated or is t being re listed from a previous academic year o Choose whether this recruitment is newly allocated or if it is being re listed from a previous academic year This is for UCOP and the need to analyze applicant diversity data e Optional Information Link If you want to refer applicants to the website for your department or school please put the URL here Optional Information Link Information URL htp www test department uci edu jobs Optional check with your webmaster if you are unsure what you should put here There are two distinct types of recruitments Open Closed Final and Initial Review Dates Open Until Filled IRD Application Submission Dates Set up recruitment as Open Close Final Initial Review Date Open Until Filled Open Close Final Recruitments Choose this for senate faculty searches AP Recruit User Manual Open Close Final M Open date jun 30 2013 gi Applicants cannot apply until this date Close date mar 1 2014 FFs Applicants cannot apply after this date Final date Mar 15 2014 ES The recruitment will no longer be available to applicants after this date Key features of Open Closed Final o The Open date is when applicants can begin applying Open dates remai
53. cially applicants because they met the basic qualifications and are located in the Qualified tab This is also needed in order to produce an accurate Diversity Report that meets the requirements of the U S Department of Labor Office of Federal Contractor Compliance Programs OFCCP IMPORTANT Always use objective non comparative relevant and verifiable criteria Entire Pool view The entire pool tab color coded blue lists all applicants Committee chairs and reviewers will see only completed applicants You may mark applicants from the Entire Pool view Say for example a PhD is a basic qualification Look in the Highest Degree column then 1 Find a completed applicant only completed applicants qualifications can be judged 2 Puta check in the empty box in the applicant s row 3 You may select multiple names and click the master checkbox at the top of the row 41 AP Recruit User Manual 4 Click Meets Unknown or Does Not Meet to move the applicant to the appropriate category Basic Qualifications Meets Unknown Does Not Meet The Entire Pool view respects any filters the user has set If you see unexpected results then take a look at your filters and clear them if necessary At the bottom of the list you ll be reminded about any filters you may have set and you can clear them with the button Remove all Filters Quali fied Read Visibility Basic Qualifications Read Unread Hide Unhide Meets U
54. click here Link to change notifications Approver s notification Updated Reports 9 4 Approvers who have previously approved a diversity or search report are sent an email if the report has been updated 4 The notification is an FYI and not a request for a re approval 76 AP Recruit User Manual Subject UC Recruit Approval Update Associate Professor of Chemistry JPF00123 Hello Approver name A document you have approved has been updated Recruitment name Associate Professor of Chemistry JPF00123 Approval request for Search Report Your role Equity Advisor You approved 9 3 2014 SEED TH The reason for the update is because we hadn t marked the disposition reasons for the unqualified applicants Your approval still stands However if you wish to view or comment on the changes please visit Link to approval screen If you have any questions please contact the user who requested the approval Analyst s name email To change how you are notified about approvals click here lLink to change nocirtications Notifications Sent to Analysts Notification of completed approvals Email is sent to the submitter of the item Plan reports etc when all required approvers have signed off Email also informs recipient of the next steps to take Subject UC Recruit Approval Complete Associate Professor of Chemistry JPF00123 Hello Your request for approval is complete Recruit
55. colleague somecollege edu gt Request for letter of reference for Adrian Applicant XYZ Recruitment Body Dear Mai Colleague You are invited to submit a letter of reference for Adrian Applicant for the position of XYZ Recruitment at the University of California Irvine Log in information Thank you for your time Zee Analyst Dept Address University of California Irvine Confidentiality statement Send request Cancel 49 AP Recruit User Manual View the details of any reference and edit this information Reference Details Name Mai Colleague Emai maicolleague somecollege edu Affiliation Chair Phone number Mailing address 12345 Somewhere Blvd Chicago Il Done Edit reference Delete a reference or a letter A confirmation warning appears Are you sure you want to delete reference Mai Colleague for marian marian e This action cannot be undone e Any files associated with this reference will be deleted Yes Delete No Don t Delete In an IRD recruitment deleting a required document such as a CV or letter of reference from a completed application will mark the applicant as Incomplete Replacing the documents will move the applicant into the current search pool This cannot be undone See confirmation warning below a Are you sure you want to delete the Curriculum Vitae for David Lindgren Deleting this file will make David Lindgren s application status incomplete They will
56. ct AP Recruit Thank you for your contribution Dear Reference name Thank you for submitting a letter of recommendation Your letter is now available on line for viewing by the faculty search committee We would like to include your letter in the appointment file when an offer of employment is extended If you have any concerns about this please contact analyst s name and email Analyst signature University of California Berkeley Notifications Sent to Approvers Approver s notification Approvers who are next in line in the workflow receive the email If a step is approved before it is the current step the email is suppressed Approvers are never emailed twice for the same request If there are multiple people listed in a step alternates all receive the email simultaneously Submitters of the item Plan reports etc receive a cc of the emails gt hesg hesg hesg e v Subject UC Irvine Recruit Approval Request Associate Professor of Chemistry JPF00123 Hello Approver name Your approval is required for Recruitment name Associate Professor of Chemistry JPF00123 Approval request for Applicant Pool Report Your role Committee Chair To view approve or comment on this request please visit Link to approval screen If you have any questions please contact the user who requested the approval Analyst s name email To change how you are notified about approvals
57. d Review amp Download PDF Bundle Personal Note Just for you ni IMHO I think we should land this one Edit Note Public Comments The entire committe Your Comment Betty thinks her comment is the best Edit Comment Charlie Committee Chair ap no reply recruit ap uci edu Updat Charlie thinks his comment is the best Flags The entire con mw Andy s flag s Edna s flag Add Flag MFA at Yale 1990 Professor Chase jshorts blah bla http jimshorts wordpress com 949 245 1234 12345 University Av Carbondale 89098 Documents viewer Download Required Download Download Letters of Reference lolh Kely ter fe ee T ae a a T a A T a aa i ee ee ene ee m A f ma p mf tn i i Pm ta i P a i P Oe ae EO a te Ia ae a The Parts of the Application 1 Visit Seminar elf a Visit Seminar has been scheduled the summary and schedule will appear prominently in the middle section of the review screen 2 About this applicant left side e The applicants employment degree and other information is found in this section 3 Documents e his section contains the applicant s required or optional documents There are THREE methods to reviewing the documents e Viewer The Viewer button opens the applicant s documents within the browser frame Note Browser versions and third party PDF readers may affect the use of the viewer Gr Viewer e Download link Click on the hyperlinked filename to down
58. d e hey provide files and references Documents must be uploaded as PDF files Other valid file types include zip jpg rar tif mov bmp 3gp png wmv m4v mp3 mp4 psd swf tiff e Applicants returning to modify their application will log in on the apply page with their username and password Modifications may be made to an application up until the final date If applying to an IRD recruitment the review date acts as their final modification date e Applicants who have forgotten their passwords may change it on the apply page by clicking the link in the login box Forgot your password e Applicants may apply for multiple positions however each position requires its own ApplicantlD unique username and password e Contact Us links appear in several locations before and after applicants are logged in General and technical questions are sent automatically to recruit uci edu All others are sent to the recruiting department e Online Help docs are available to applicants both when they are logged in or not logged into their accounts The Applicant s Dashboard Once all requirements are fulfilled the application is completed and then becomes visible to the committee reviewers The Application Status on the Dashboard displays Submitted Recruit will send a confirmation email when the application is complete See Appendix B I B f My Dashboard f My Information v My Files My References Recruitment Status Awaiting
59. d to the rest of the search committee Flags Flags are intended to be a unique set of labels applied to applicants to help categorize them Enter a flag in the box provided and click Add Flag Check the box if you wish to hide the flag from reviewers You may edit or remove other s flags with the Edit Remove links Comments Comments are displayed to the entire search committee They should be limited to those that are job related as all comments become part of the electronic record Enter a comment in the box and click Add Comment Schedule a Visit or Seminar ochedule or edit applicant visits for viewing by the search committee Add abstracts and biographies into the summaries Optionally schedule additional events associated with the visit 1 Click the link Schedule a visit seminar link Manage Applicant for Professor of Dream Job 1 JPF00508 Americo Kautzer Status Completed Update status Basic Qualifications Meets Does Not Meet Unknown Shortlisted No Hidden No Finalized Yes Information No visit or seminar scheduled yet Documents amp References Comments amp Flags Comments Flags Manage applicant Optionally schedule the candidate s visit seminar in AP Recruit e Schedule a visit seminar 2 In the form that follows add a title summary bio of the applicant and the main event date and click Next Schedule Visit or Seminar Visit Seminar information Tithe Job Interview Summary Heet
60. dd applicant 3 Fill in the form Applicants contact information degree information current employment etc Add Applicant All fields are required Contact Information First name Last name Added Degree Information Email Verify email Highest degree Gsomewhere edu m Mailing address Institution Date obtained 1901 Beach Blvd Santa Monica CA 54321 1989 Current Employment Information Affiliation university UCLA Job title Assistant Professor Lee T hail E PEE T Ai C aufi tili e e a te D ai ln E a ee tee PE ali S Fill out the applicant s information 4 Optional At the bottom of the form check the box to send a notification to the applicant that an application has been established on their behalf See Appendix A When an Analyst Adds the Application Notification 1 x Notify applicant that application is in the system 5 Finally click the button Add amp Manage Now Application Information Date received Nov 27 2013 V Notify applicant that application is in the system Add amp Manage Now Add amp Add Another Add amp Done Cancel Granting Access to the Applicant This important action sends another email to the applicant that 40 AP Recruit User Manual grants the applicant access with login and Diversity Survey instructions See Appendix b When an Analyst Adds the Application Notification 2 Granting Access 1
61. der information for supporters to address the email There are numerous locations where an applicant can find the Contact Us link in the footer on the top of help pages etc One point of contact is beneath the recruitment name on the Apply page where a person who is not logged in can send a question Figures A D 18 AP Recruit User Manual Contact Us My name Joan Applicant My email joanapplicant kasprovw edu Recruitment MN Recruitment Test My Question Recruitment specific gt Technical Support General Question Missing Recruitment Your question or comment will be sent to technical support or the administrator for the recruitment Note Please provide the recruitment department school information for faster assistance am interested in your position but notice that it is closing tomorrow am just getting my materials ready today and was wondering if you could accept them late Figure A The Contact Us form to use with a question directed to the department person is not logged in Contact Us My name Joan Applicant My email joanapplicant kasprovw edu Recruitment MN Recruitment Test My Question Recruitment specific C Technical Support gt General Question Missing Recruitment Your question or comment will be sent to technical support or the administrator for the recruitment Note Please provide the recruitment department school information for faster a
62. e D1 A tha IMniraroit tuyu nf alifarnia o nnnfidantial itu nal irw Look over the information for accuracy and then click the Save amp Done button A green success box appears next alerting you of what to do next Documents amp References Edit The documentation and reference requirements cannot be changed once your first applicant has applied of documents 2 Required 4 Optional Type of references Letters of recommendation of references 1 to 3 Reference viewing rights All reviewers Email Settings Edit Applicant help email icastane uci edu Reference Thank You To Email address for the reference email From See Comet aD Subject Thank you for your contribution for Applicant name for Calit2 Kookoo s at UCI Hello Thank you for submitting a letter of recommendation Your letter is now available on line for viewing by the faculty search committee Success 14 AP Recruit User Manual Find and View Recruitments 1 Click the Recruitments in the top menu bar Analysts will always find their recruitments listed here Home Recruitments Approvals Applications Help Viewing Rights to the Recruitments Department analysts see all recruitments created under their department name school analysts see all recruitments created in every department within their school Committee Chairs and Editors see all recruitments they have been given access to Committee Reviewers see all publis
63. e in the name of the recruitment This should match your ad The name will help distinguish similar recruitments from each other For example you may want to hire multiple HS Clinical Professors and each position is specialty specific If each recruitment has an identifying name you and the applicants will be able to distinguish the positions by the specialties Use the following naming convention Job Title Specialization Department School College Unit For examples see the OFEW Senate or Non Senate Search Guide AP Recruit User Manual e Description LEAVE THIS FIELD BLANK OFEW WILL PLACE THE APPROVED ADVERTISEMENT FOR THE RECRUITMENT IN THIS LOCATION REMOVING THE APPLICATION REQUIREMENTS e Approved search area Optional editable field to document the area in which the FTE will be approved e g Medieval Studies Required for senate faculty searches e Department Select your department from the drop down menu If this is a cross listed position multiple departments or schools finish creating the recruitment and edit the department field afterward e Salary control salary range and rank step These optional fields will help with tracking Please be sure to enter the salary range as an annual salary The salary control is required for senate faculty searches e Search Information o Choose whether the search area is open general or targeted specialized Sea rch Inform ation dem Click the Tool Tip for Sear
64. e information here will be included as part of the Search Report sessi seen enean nna nnns 19 3 Ad Documents Upload your ad drafts and final ad copy here Files must be a PDF TXT or an image The comments field may be used in any way that may be helpful for your approvers Navigate to your file on your computer optionally add a comment and click Upload file 19 MEME Og C cc cm 20 De PA DOC SS 20 ME 9 710705 E eee ee eee ee en en ee E eer eee 20 EE E 16 e e EA A ee E E A nee T 21 RE 18 ENTE umm 21 Res 1 61 4 6 FTODOBS ne ee E AEO EEEE E ee ee eee ee 21 PR 2 6 1 C10 6 8 E mm 22 pao 61 1 8 60 0 2 5 ee eee E ee ere ee ee ee ere meee et eee ee eee eee ere A 22 Committee 22 DOCUMEN QUOI ERIT T ao te E ccs cde os pee ae a va ens ersten se gi een clade ates ee geen eee 23 PIS OSI OTA TAC AS OI NG es acs etwas chm ene ann hha a ee wena ecto maidens stb EMI 25 efr A a dts ale 4 9 9172 cee en er ee TELE 27 Suomi ne Fiat OL AO DIOV ELS paste oss tates caters ete E etna cease danas aac a aoe E 27 PONISI ie re Ch MIMO Em 31 Editing the RECrultMent c cccceecceecceccceccceeeceecceeccececeeecseseeeseeeseeeceeeseeeseeeseeeseeseuseeueseuseeeseessaeeseetees 32 Editing Department Names Cross listing Recruitments sessi nnn 34 Editin
65. e way finds a mistake The analyst can correct any kind of report and pick up where it was left off in the workflow What updating the approval does e New approvers in the workflow will download the new replaced report e Acomment on the approval screen will be added to document the change All original comments are retained too e Email notices inform previous approvers that the report they approved was updated Previous approvers will not be required or able to re approve 1 First make all necessary changes to correct the report On the Reports screen click the Applicant Pool or Shortlist section a Click the corresponding button to create the new report The new report will appear in the Date Generated column To replace report already in transit with the corrected report click the link Update approval Choose the replacement report from the drop down menu Add a reason for the update ee Click Yes update report Are you sure you want to update the report being approved Replace with Jan 14 2015 at 2 43pm ra Approvers will now download the new report A comment will be added in your name to note the change An email will be sent to those who have already approved so that they can verify the change Please note the reason for the update This will be ed in your comment and in the email to existing approvers icin ce Neth Cee eee 3 Ao ee rt me Ao A EIL MDESEDEE SUI eee i
66. ewed se another status New Status 4 Or click Choose another status and select a status from the defined list Note You may only select statuses in a forward moving progression Do not skip any applicable steps If a mistake has been made and you are unable to roll back contact OFEW to unlock the statuses Current Status Complete New Status Serious consideration Applicant should be considered for the shortlist Recommend for interview Applicant recommended for interview Choices will Interviewed Applicant has been interviewed sad l Proposed candidate Applicant recommended for appointment depending on the current JAccepted offer Approvals have been obtained and a formal offer has been accepted by the applicant Offered Approvals have been obtained and a formal offer has been made to the applicant status of Declined offer Approvals have been obtained and a formal offer has been declined by the applicant the Hired Applicant entered in payroll system in searched title Unlock is available only to applicant Withdrawn Applicant has withdrawn themselves from consideration Recruit Administrators hy Update Status Cancel Need to choose a status not listed here Unlock TG I mme mar a IT Te ume m Pt E TH mm e ua Im A Ta aar a I n mi a umm Ne M um a i a PT a Fa m Lu Tu s ue a A R I p I Pei Pe 45 AP Recruit User Manual If a status is changed from Proposed candidate to Withd
67. fessors This flexibility is important if departments wish to exclude any graduate students who may be serving on their search committee e Click the Next button and complete the information on the next page Help Email Address is the address where questions from applicants will be directed This address is also used in the From line in a number of other correspondences between the department applicants and references Refer to the text on the screen for those specific situations 13 AP Recruit User Manual Thank You Email Sent to References is a fully customizable template that AP Recruit sends to references after their letters of recommendation are uploaded into the system See Appendix A for the default wording of this email sent to References Help Email Address for Applicants Email kpersona uci edu From Email Address e This name and email address is used when UC Irvine AP Recruit sends an email to References thanking them for their submitted letter o Applicants when their application is manually created and or activated o Applicants to ask them to complete the diversity survey when the applicant is manually finalized From Name Kimberly Persona From Email kpersona uci edu Reference Thank You Email Subject Thank you for your contribution Body Hello Thank you for submitting a letter of recommendation Your letter is now available on line for viewing by the faculty search committe
68. g Submission Dates Changing the Recruitment Type Error Bookmark not defined Eding an ADPDrOVed Fla T E Error Bookmark not defined Part 2 Applicants amp Applications acuiusuccsue rnnt each rau aou nun edu ttp oii ics 36 Tools to Use with the Applicant LISts ccccccccseeceeecceeeceeeeceeeceucecseeceueeseeeceueeseueeeueesueesseeseeessaeensess 36 Manca ACOG aiololl ers RITE TEE SEPT 40 Basic QUIM dlloliS ieiiesesshnumiI eee MEME MEE MM MM EN S ENMM MIENNE NNI DEN UMEN 41 AP Recruit User Manual DISPOSITION ROISON NTC tac eee ce T ETT 43 Assign disposition reasons to qualified applicants Error Bookmark not defined Assign reasons to unqualified applicants eeseeeseeseeee Error Bookmark not defined Statuses and SNONISUNO ase sees secscces ence raze sme re EEEE EAA AEEA MUNDI NIIS RMCEUI OMM RUE NIU KNIE 45 Updating Applicants StatuS s cccccccccssccccsecccsneccscessseeecsueessueeesseeesseeessesesseeeesseesseeessaeessaeessaesessnes 45 Bis idi 6 0 19 cz i PERRO 46 Manage Me AOD IC ANON EET 47 97 44 m eee se eee 47 OTT AW OM 0 X 47 Documents amp References RITE uu 48 Manage the Applicants Comments amp FIAGS ccccscccccsecccseeccsecesseeesseecesueessseeesseessueetseessaesessneessneees 51 F O OY 51
69. hed recruitments they have been given access to A new recruitment remains in a Draft state until it is approved amp published Draft recruitments are not visible to applicants or committee Reviewers IPF0O0594 Associate Professor Cardiovascular Search Info Tools to Find Recruitments Use the toolbar at the top of the columns Create New Recruitment Change Columns Download as CSV Qy Name JP Salary control etc Search Change Columns Add or reduce the information about the recruitments Hint Click directly on the column headers to sort the list Download as CSV Recruit will create a comma delimited file recruitments yyyymmdd csv consisting of all the data within the columns on the page Depending on your web browser the file will 1 open automatically in Excel 2 go to a download directory on your computer or 3 present a message asking you to either open or save the file Search Zero in on the Recruitment you are looking for by typing in a search word and pressing return Recruitment Page Filters Use the filter panel to fine tune your list of recruitments 15 Submission Dates Pending M Open W Closed but not Final MI Final and Closed Dates gt Open Date gt Close Date gt Final Date Academic Year M 2013 2014 M 2012 2013 Recruitment Type M Online v Basic Hiring Type M Tenured SOE AP Recruit User Manual Submission Dates Check which recruitments
70. hey create the recruitments for their departments complete the search plan publish the recruitment assign search committee roles manage the applicant files and generate reports School Analysts have the same access rights as the Department Analyst but on the School level Committee Chairs primarily review and manage the applicants Chairs are able to mark applicants as qualified or unqualified send bulk email to applicants update applicant statuses etc Chairs also may add edit portions of a recruitment s information information that is part of the Search Plan and or Search Report Committee Editors have the same access rights as Committee Chairs Search Committee Reviewers have viewing rights to completed applications for a given recruitment and may comment on them and flag applicants Equity Advisors have access to view applications for a given recruitment and can create diversity reports These roles are often part of the approval workflow for the search plan and reports Central AP Analysts have access to download a csv of applicant pool gender ethnicity data Diversity Analysts have viewing rights to completed applications for given recruitment They may also view and create diversity reports and can download a CSV of all diversity survey responses Trainer is a role that gives permission to create fake recruitments for use in the Recruit training site This timesaving admin tool also creates a pool of fake applica
71. hoose a date range On or before On or after On or Between e Choose a date e Click the Filter button at the bottom of the panel e Adjust the columns to see the results of the date filters NOTE The following actions will trigger the time date stamp change in the Last Updated column 1 Any change made to the documents provided 2 Any change made to the references removal contact info changed etc 3 When a reference letter has been uploaded into the system 4 Any change made to an applicant s personal information 5 If you manually complete the applicant and if you revert back again Mark as Read This is a way for you to check off applicants that have been reviewed The feature is available to all users with applicant viewing rights but the checkmarks are private and not viewable by one another 1 Locate the applicant or applicants in the list and put a check in the empty box 2 Then click the Read button in the row at the top of the list of names Read Head Unread 3 A green indicator will appear in the applicant s row v 3 AP Recruit User Manual 1 If an application is updated since you marked it as read an alert icon will cue you Hide Unhide an applicant Only Analysts Chairs and Editors have this tool Recruit never deletes an application but Hide comes close This may be useful if an applicant has applied to the wrong position or applied twice Use this tool with c
72. ical if your search committee was designated as All Department Faculty 1 Click Recruitments in the top menu bar and find the recruitment on the page Home Hecruitments Applications Help 2 Click the link Make inactive JP Name Department Submission Dates Actions JPF01603 ASST PROFESSOR IN PHYSICAL CLIMATE Earth System Science Open Make Inactive Recruitment Details Diversity Reports Search Committee Applications 95 9 19 2011 6 30 2012 The Make Inactive link effectively archives the recruitment To Re activate a Recruitment If you need to see old recruitments it is not difficult to bring them back 1 Using the filter panel place a checkmark next to Show Inactive and click the Filter button 2 Now locate the recruitment in the list 3 Click the link Make Active in the Actions column This recruitment is available once again to manage as before and the intact applicant pool is visible to the reviewers 61 AP Recruit User Manual Appendix A How Applicants Use Recruit e Browsing applicants locate the recruitment on AP Recruit s apply page https recruit ap uci edu apply Preferably they click a direct link which is provided wherever the position is advertised e They create their ApplicantID unique username and password e They fill in their contact information highest degree information current employment information etc After clicking Create Account they are brought to their Dashboar
73. icant list Search Box Zero in on the applicant you are looking for by typing in a search word and pressing return Change Columns Add or reduce the information about the applicants e Click the button at the top of the list of names Change Columns Change Columns e Check the boxes to determine what to display on your screen Then Save Columns e Click the button Save Columns Select columns to display Details Submission Bates History JP 3 Submission Dates T Creation Date D Salary Gortrol 2 Open Date 2 Created By M Hamne 7 Close Date O Gonfigured For Online By T Deparirment x Final Date f Last Updated C un T Review Dates I Tenured or SOE M Academic Year Save Columns Restore Defaults Cancel Download Applicant Data This is a useful tool to create lists of applicant names addresses and other column criteria to take to a meeting or use for mail merges AP Recruit will build a comma delimited file consisting of the applicant applications list and the data fields that have been pre selected from the column options 1 Click the button Download This Data for all column data displayed 2 Orfor a simpler list click Download Names amp Addresses 3 Depending on the web browser e the file will download to the usual download area on the user s computer OR e the file will open automatically in Excel OR e the browser will present a message asking the user to either OPEN or SAVE it 36
74. il g 31 201 E TM z date Anticipated start Mar 31 2014 Fl me uu I ner eem PP P mu o I a cb e E T date ma a e meu a en g a atm ee The offer information is editable from the applicant s information section A6 AP Recruit User Manual Information Applicant Status G gt Documents amp Proposed candidate References Proposed Offer Information Edit Title code 1100 PROF AY Comments amp Flags Visit Seminar Department Mathematics 10096 Discipline field Shiny Things Starting salary 105 000 00 Title step Anticipated start date H a Manage the Applications Analysts chairs and editors all have the ability to manage the applications although the analyst and editor generally do the tasks that are involved Click the Manage link below the name of each applicant Paucek Rebeca g eo igm m x Manage Log Download Overview Click Manage beneath an applicant s name and the application s Overview screen opens Manage Appii iit fer Protector of Doeam Job I POO Soe Americo Kautzer tatus Applied Ligeia ature Battit Qualificatian amp Unknown Meeti Dess Mol Meri Shortlisted M Hadden Na Fenalired No Overview Documents jump bo Docementss Applicant Documents References Tc m GET lar Virge amp FI Last updated Apr 16 2013 Comments amp Flags eur mest recently upiiaeed C V Visit Seminar 1 Letters of Relerence Heg Boehm Yale University Last updated Apr
75. ime to meet with us The committee has determined that the position will be offered to another candidate 4 The From line defaults to the logged in user the Analyst Chair or Editor If this line is edited then the actual message received by the applicant will appear to come from that person 5 To personalize the template you may insert variables into the subject line or message body for example ApplicantName Username ApplicantCompletedDate RecruitmentName etc 6 Click Preview Email 39 AP Recruit User Manual Click Send Email when ready This action is immediately noted in the applicant s log A second log item notes when the message leaves the queue and is handed off to the campus email server In the rare case when an applicant s email address is wrong this will not be noted in the applicant s log The campus email server should be configured to deliver failed messages to the sender analyst chair or editor so they can correct the email address and attempt to contact the applicant once more Manually Add an Applicant Occasionally Analysts may need to create an application on behalf of someone For example this may be useful for high level searches such as those for Deans 1 Locate the recruitment s list of applicants 2 Click the button Add applicant located on the horizontal bar at the top of the list Download This Data Download Names amp Addresses Change Columng A
76. listing as the Current Report Search Report Approvals Follow the same instructions as for submitting Applicant Pool and Shortlist reports Search Reports and Live Updating Make any changes to the Search Report as necessary and all approvers will see those changes as soon as they happen 1 Update any of the components of the report as needed 2 Then return to the Search Reports screen and choose Search Report from the reports menu Applicant Pool Shortlist Search Report 3 Click Preview The changes you ve made will be evident 99 AP Recruit User Manual 4 Optionally use the Notify Approvers bution on the approval screen to send an email about the change that previous approvers may need to know about tA Notify Approvers Existing Reports Saved Search Reports Recruit stores all existing search reports in the Saved Reports section The reports maintain their original content approval status and list of signatures gathered If you need to update a saved and previously submitted search report you can simply convert that search report to be live updating and any changes made will be reflected immediately 1 Find the report in the Saved Reports section and click on Update approval 2 The following dialog box opens Are you sure you want to update the report being approved This report will become a current report and will be live updating The report already submitted for approval 2 2 as the Search Repor
77. load the document to your computer Note this method downloads potentially sensitive information to your machine Use with care Cover Letter Download e Download PDF Bundle The Download PDF Bundle button appears in the Review section on the screen This is the recommended method to view all documents and letters Interstitial 69 AP Recruit User Manual pages are placed in between each document with the title and any other information about the document if available amp Download PDF Bundle 4 Letters of Reference e Below the documents section find the references names and letters if letters are a requirement If the letter has been supplied it is viewable via any of the three methods mentioned above elf the applicant has requested the letter this will be indicated Letter requested but not yet uploaded e f the applicant has not yet requested a letter this will be indicated Letter of Reference not yet requested 5 Review Personal Note e Jot a personal note to yourself about the applicant This is just for you not shared with any other committee member or the analyst 6 Public Comments e Type or update your comment in the box provided in the Your Comment section e One comment per applicant You may return and add more text but it is still considered one comment e Your name will be displayed below your comment e There is no limit on the number of characters permitted in the comment field e Commen
78. lossus Lecturer of Able JPF00535 Download plan I Wi Leave a comment KA Notify Approvers v Approvers 0 3 required have approved Step Person Q Department Chair Required amp Specify person Dean Required Specify person Diversity Office Required Gwendolyn Kuhns Black lt gwen black uci edu gt amp Add alternate approver Proxy OAddstep X Reorder steps gt Comments 0 Specify person Each step must have at least one specified person In some cases the system automatically assigns the person For those steps not assigned 1 Click the link Specify person amp Specify person 2 Enter the person s email address or name into the box 3 Click Add Remove specified person ex I typed the wrong user name here let me fix that To remove a name you have specified 1 Click the Remove link beside the person s name 2 Note Analysts cannot remove those users that were automatically assigned by the system Assign alternates ex I know he s on sabbatical let me fill in the interim chair If you name an alternate approver only one person needs to approve In other words both signatures are not necessary 1 Click the link Add alternate approver amp Add alternate approver 2 Enter the person s email address or CalNetID into the box 3 Click Add Do not add alternate approvers for central campus roles Augment steps with additional steps ex we also need the Principal
79. lowing informat on s Easy Login Links Link to direct upload after reading Confidentiality Statement ft che Basy Login Link mene working cry logging in wich che Following iIntormacion URL link to Recruit s reference login page Email the reference s email Token unique identifier alpha numeric string Please read the University of California s confidentiality policy regarding external letters of recommendation Although a candidate may request to see the contents of letters of evaluation in accordance with California law and University policy your identity will be held in confidence The material made available will exclude the letterhead the signature block and material below the signature block Therefore material that would identify you particularly information about your relationship co the Candidate should be placed below the signature block In any legal proceeding or other situation in which the source of confidential information is sought the University does its utmost to protect the identity of such sources At your convenience please consider submitting a letter of reference using the information above Thank you for your time University of California Berkeley 2 Request a letter of recommendation from the reference department initiated Asks the reference to log in and submit a letter 4 This ability is only available if the reference requirements are set to Contact only Department m
80. ment name Associate Professor of Chemistry JPF00693 Approval request for Search Plan To view this request please visit Link to approval screen Your ANSP Es STEPS s Publish che recruicment SO chac applicants can scarce applying xMonitor incoming applications and mark each as meets basic qualifications or does not meet basic qualifications xAssign disposition reasons to applicants who do not meet basic qualifications Submit the applicant pool report for review and approval by the search committee chair at least one week before the close date to assess if additional outreach is needed before closing the recruitment Message generated by UC Irvine AP Recruit To change how you are notified about approvals click here lank to change notifications Applicant Pool Report Needed Email is sent to the creator of the recruitment and the person who configured it for online often this is the same person Email message differs from campus to campus The following depicts the message sent to UCIrvine s analysts TT AP Recruit User Manual Subject UC Recruit Applicant Pool Report Needed Super Best Job JPF00673 Hello Analyst Name super Best Joo JEF00675 hnit ites final certe Since Peo 12th 2015 applicants can no longer edit their applications That means that it is time to submit an applicant pool report This report will help you determine if you have a good pool of applicants to begin reviewing or
81. mentation Qualifications PhD with two years of teaching experience and a strong commitment to undergraduate teaching graduate supervision and administrative service Reference Reauirements Cantact Infarmatinn URL for Applicants A unique URL for the recruitment is displayed in the status box at the top of the screen It s used for job ads postings electronic mailings and links on other websites The Status of the Plan Dynamically changing status boxes appear at the top of the Details screen that help the analyst Know what they need to do next The prompt guides the analyst through the search plan approval process and all the way to the end of the search The following show various states for a recruitment DRAFT nent IIS PENDING APPROVAL amen atm All apr ie ved Pu ALLE Recruit r Review current applicants 8 Applicants can no longer make changes Review appli This recruitment is inactive Make active Diversity Committee chairs editors reviewers and any approver named in the search plan can view this information Committee Chairs and Editors can also edit the Equity Advisor role section 17 Details Diversity Documentation AP Recruit User Manual Specialties and Benchmark Data eempm Edit Campus Medical physics Radiological Science 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Advertisements Health Sciences CLINICAL Family Medicine 65 3 34 7 3 5 4 7 5 2 0 0 14 6
82. mie Personel Syfers TWREKSDD T 0f CALIFORNIA La Welcome to Academic Personnel Recruit Recruit is a part of the Academic Personnel Systems for the University of California Irvine Pepi eee Te RL oo Boney Policy Accessbuliby About The News amp Updates Page The Home page with news and updates is the same for all faculty and administrator roles IN ECRUIT Academic Personnel Systems Home Recruitments Approvals Applications Help Hello Paul Zot Anteater Remove Proxy Logout gt Need Helpi UC Irvine AP Recruit News amp Updates Check out the help Analysts Don t Forget the Recruitment Description OEOD will not approve search plans without the Description field completed Analysts should populate this field with the ad copy when the recruitment is initially created As soon as applicants click Apply to this position on Recruit s apply page the job description is displayed Use your auto generated URL displayed on the recruitment s Details page in all your ad Sources so applicants don t have to scroll through the list of open recruitments Links Read the Approver s become active once the recruitment is published Read the Faculty Reviewer s Quick Source Guide Still need help Please Contact Us Significant Changes Launched July 1 2014 Recruit s new upgrade fully replaces the current paper process that is the search ad plan forms and the interim and final search activities statements Recruit will
83. mments expand the gt arrow to view all comments How Committee Reviewers Use AP Recruit Committee reviewers log in using the UC Faculty amp Administrators link on the AP RECRUIT homepage will be for Berkeley Welcome to Academic Personnel Recruit Recruit is a part of the Academic Personnel Systems for the University of California Irvine s UC Irvine Faculty amp Administrator t the halp documentation A Faculty Reviewer s Quick Guide is available for download in the sidebar on the Home page 67 AP Recruit User Manual Q Need Help Quick Guides for Approvers Check out the documentation or contact support Reviewers click on Applications from the menu at the top of their screen Home Applications Help Those recruitments to which the reviewer has been given access are listed with direct links into the applicant pools The totals indicate only completed unhidden applicants JPF00173 Super Best Job Recruit Analyst Davon Hartmann Academic Affairs Final and Closed List Applications 5 alana_beier towne name 6 28 2013 7 8 2013 The blue tab is the Entire Pool view My Recruitments Nam Noddit Particle Physics Professor PF00526 Department I hool of QA 2 Contact Recruitment Details View Applicants Tremayne Hauck Download This Data Download Names amp Addresses Change Columns Qy e note reference et Search Qualified Read Read Unread Unk Personal
84. n Medical Colleges AAMC o Specialties beginning with Law will use data derived from the Association of American Law Schools AALS Contact Email amp Department Mailing Address Complete your contact name and email address Verify your department mailing address shown to applicants 10 AP Recruit User Manual ecr nalysts administrators and the online search committee will use this address epartment Mailing Address e mailing address that applicants and references may use Address Criminology Law amp Society 271 Multipurpose Bldg University of California Irvine 92697 2225 Finally look over the information for accuracy and click the Save amp Done button Information g Edit Recruitment name My Test Position Department International Programs University Programs Academic year 2013 2014 Recruitment dates July 7th 2013 January 7th 2014 January 21st 2014 Search breadth Open search Initial search allocation Newly Allocated Salary control number 1234 Job information URL https staffing2 hr uci edu CSS_External CSSPage_BrowseJobs ASP r44b no Title Codes amp Specialties Edit Basic Recruitment Completed The basic particulars are done but you will need to configure it further If you re ready to input the required document and reference information choose Yes Configure for Online Applicant Management in the confirmation box Or you can stop here and configure this at a later d
85. n beside General Information General Information Edit 3 The General Information modal editor opens Click the link Add cross listed unit Add crosslisted unit Place your cursor in the box and select from the drop down list of department or school names Click Save Changes The Details screen lists the Home and the cross listed units D 0 e Editing Documents Requirements after applicants have applied After your first applicant has applied you can only add optional documents Adding an optional document should not be done lightly as it affects all current applicants complete or incomplete It is highly recommended that you use Recruits built in email notification to alert existing applicants about the change 1 Return to the Details section of the recruitment 2 Click the inline Edit button beside Document Requirements If a lock icon appears next to First Applicant this indicates that there are already applicants Editing requirements will be restricted to adding only optional documents Document Requirements IRST APPLICANT Edit 3 Scroll to the bottom of the edit form and click Add another optional document Q Add another optional document 4 An alert reminds you that there are applicants Name the new optional document and expand the link to add a description 34 8 9 AP Recruit User Manual The recruitment already has applicants so new files must be optional Applicants will have until 1 5 2
86. n editable by the analyst at any time All recruitments must be open for at least 30 days o The Close date is when new applicants are no longer accepted The Close date will be locked once the Search Plan is approved in order to help ensure that the close date remains true to the advertisement s o The Final date is the deadline allowing existing applicants to modify their files This date must be greater or equal to the Close date Final dates remain editable by the analyst at any time o All completed applications are viewable to the search committee regardless of Close or Final dates IRD Open Until Filled These types of recruitments are ongoing and collect pools of applicants separated by review dates ALL NON SENATE RECRUITMENTS MUST BE IRD OPEN UNTIL FILLED Initial Review Date Open Until Filled Open date July 1 2015 Pal Applicants cannot apply until this date Initial review date Oct 31 2015 Es Applicants must complete their applications by this date t be considered Final date June 30 2016 E The recruitment will no longer be available to applicants after this date Key features of Initial Review Dates Open Until Filled o The first Initial Review Date marks the closing of the first pool of applicants Once the recruitment is approved the IRD cannot be changed this is designed to keep the advertisement and submission dates in sync o Committee Reviewers will see the completed applic
87. nknown Does Not Meet Send Bulk Email Unknown Personal Note Applicant Highest Degree Current Position Status Add Johns Wilbert et esse Alias College Not complete Unqualified o Eius Ut Institute X Manage iELog amp Download Entire Pool Add Grimes Heber PhD Enim College Complete C Enim School Show Hidden 0 A Manage Log amp Download Add Burke Winston PhD University of Connecticut Complete Status O Sit School Ef Not complete Manage Log amp Download All applicants will be found on the Blue tab Unknown applicants view As soon an applicant applies AP Recruit places them in the Unknown category color coded Orange The Unknown view respects any filters the user has set If you see unexpected results then take a look at your filters and clear them if necessary At the bottom of the list you ll be reminded about any filters you may have set and you can clear them with the button Remove all Filters i Read Visibility Basic Qualifications Qualified Read Unread Hide Unhide Meets Does Not Meet Send Bulk Email Unknown Personal Note Applicant Highest Degree Current Position Status Last Upda Add Grimes Heber PhD Enim College Complete May 13 201 Unqualified o Enim School X Manage Log Download Entire Pool Add Burke Winston PhD University of Connecticut Complete May 13 201 O Sit School Show Manage Log amp Download Hidden 0 8 8 Applicants who have not yet been marked appear on the Orange ta
88. nts along with sample applicant files to help emulate the online application process Approvers are the newest roles in AP Recruit and are responsible for overseeing the Search Plan Diversity Reports and the final Search Report Approvers are either system assigned or assigned by Analysts on a recruitment by recruitment basis Approvers must be associated with one of the following titles Committee Chair Department Chair Equity Advisor Dean s Analyst Dean University Librarian Central AP Office and Diversity Office Table of Contents How VO See TAS Mandal cece E nici NEUE oases eed sacar sence eee eee 2 What You Need to Know Before You Start ccccccccscccscecececeeeeseeeteueeceeeeeeeeteeeteueeseeeeueeseueeseeetaneeseeess 2 Operating Systems and BOWSESS ccccscccccseeccsneecsuecssueessseecesueessaeessueessueesseeeesaeeesseeessaueessaeessusesaneees 2 How to Nobis eNocegm 2 LDSerHOIeSThHAF HOT acheter der te careers EE tede de art nae ete erp s aU DS UR FU NEU RUEDA 3 Part 1 Recruitment Management e eese ieee eere eee nennen nnn nnn n nnn annnm n anna 7 ire ale ihe Basic Recruitment ariei rainen testor PROUD PIU EREE pONU EAEEREN 7 Open Closed Final Recruitments vs Pool Hecruitments 1cccccccsecccseecceeccueeesnsceseeeseeessnesseeseeesanees 8 Configure the Recruitment for Online Applications esseeeeeeeseeeeeneeernennnnnn nnn 11 Fina
89. ocuments amp References Manage the Applicant s Documents Fully manage the applicant s required documents View Upload or Delete them if necessary Documents may be uploaded as PDF files Other valid file types include zip jpg rar tif mov bmp 3gp png wmv m4v mp3 mp4 psd swf tiff Manage Applicant fec Profester of Dream Job 1 LIPFOOSOS Americo Kautzer Status Applied Update status Documents amp References Basic Qualifications Unknown Meets Does Not Meet Shortlisted No Hidden No Finalized No Download PDF bundle Launch Document Viewer Application Documents Statement of Research Optional Upload i Statement of Teaching Optional Valood Misc Additional Optional Upload References amp Lotters Add reference amp Neal Boehm Associate Professor of History Yale Reference comment View details Download letter Remove letter Ege Delete Upload Click the Upload link and navigate to the electronic file on your system Or else check the box Document received outside of the UC Recruit application This will create a placeholder document with a notation that the actual physical document is housed outside of AP Recruit A description field is 48 AP Recruit User Manual provided to cue the committee that the material exists and where to physically locate it This action will be logged and time stamped Delete Click the Delete link to permanently remove an applicant s
90. on may or may not be considered by the search committee You may continue to modify your application until Date After Date no further updates are allowed If you have any questions about your online application or the process please contact us Llink tOo Contact Torm Thank you for your interest in the University of California Berkeley UC Berkeley AP Recruit Team University of California Berkeley 2 Thank you for completing your application Sent to applicants a few hours after they complete their application Will be suppressed if applicant was manually completed by the department 4 Includes any modification dates 4 If IRD recruitment includes warning that modifying after a certain date could disqualify them from consideration 4 Includes a reminder to take the diversity survey if the system detects it has not been taken Subject AP Recruit Application Complete Dear applicant name Please complete a one page survey to help us meet our obligation as a federal contractor Link to Diversity Survey Thank you for successfully subomiccing your applicationi 71 AP Recruit User Manual Position Name Adolescent Psychology Assistant Professor Department Psychology amp Social Behavior school School of Social Ecology Username Applicant s username Status Submitted Login links Link to applicant login You may continue cto mocify your application until Dare After Date no further
91. ore members and Additional members helps to satisfy annual reporting requirements for the Office of the President regarding applicant pools and search committee demographics Identify the core committee as part of the Search plan e Core Committee Chairs can only see applicants who apply with a complete application Like analysts Chairs have complete management rights over the applicant s files Chairs also are able to make changes to many parts of the various fields in the recruitment s setup sections e Core Faculty Editors have the same access rights as committee Chairs and are able to assist the analyst in managing the applications e Core Reviewers have read only rights to only completed applications However Admins can use the Edit button to grant Reviewers disposition permissions allowing reviewers to disposition completed applications Add lI Chairs Add l Editors Add Reviewers are technically not part of the committee but may be called in to help review the applications They have the same access rights as their counterparts Setting up the Search Committee Quick Add The Add button is a quick way to add members one at a time Click the Add button in the Core Committee part of the page 1 Choose a role and then start entering the person s first or last name email address or campus ID into the search box 2 Click the Add Button after selecting a role and a finding a user 3 The name will be added in the ap
92. please de not hesitate to esctact khe Cifiee of Equal Opportunity and Diversity 103 Multipurpese Soence amp Technology irvine CA 92697 1130 Phone 949 824 5594 Email ceod uciedu The information you provide will be kept confidential and will remain in the Office of Equal Opportunity and Diversity 1 Gender C Mae C Female E Dedine t state 2 Ethnicley ugue elie i cid deis ee power mip f hs Se real pipih of An CARIAN oF PACIFIC ISLANDER Manitou igina cour cT The mia peoples cf ihe agi mo heg A ihe H aliad Biip of Uae Pact Geant Thi ow wadudes oF Garis PRL kirsa re Peppa ne motel ot Bg Same Tra m Ea E E ane oi inia Pasian Bangiacean sni Lans Meza ang Hagan AMERICAN INDIAN pr ALASKAN NATIVE 1 ANTS mn RIRs ET YTGh GTigLUM pee ee Ef jor ATE SSE Wh TM Se ee caton Sp TEH MEALA CAD Cy paT aips Pemo Kiis Cuban caw Tal o EM um hanes cml oF ciner 3 ae une a wan rua eames of cine pd trem pere ara fram Ceara nt Jam uae mh dre of Span prn oer grie fin fork ton Bre L y Triad en Riv bE DAE bond Ty Dg 1er cuc deve us aane y ue gtr sjati inris plene haath peeled Ag Ged pd ins Me redd rage uel rem re zr wha hug 5e ceeeried acp tn WHITE ree of Hiepanie Origin pihai Rain argbes bi Ary of thn nri pospirs of Puree Moth Laci cr Due Plein Pange C Decline t state Hrs dad you hear about the pasitan 3 HERE Higher Education Recruitment Consortium C Enside Higher Education Websibr 2 UCI vetns CP
93. pplicant s name using the drop down selector Click Upload File 702900 Upload Interview Material File must be a pdf txt or image Choose File Sj Documents i estions pdf Name of file Research paper questions Dr Burke Comment These are specific questions related to Dr Burke s research paper Associate file to an applicant optional Burke Winston x CECRI Cancel Disposition Reasons The Disposition Reasons section includes Applicant Disposition Status Panel Use this panel to see which applicants need disposition reasons before running a Search Report Click on one of the links to be taken directly to the disposition reasons assignment page for those applicants who are missing reasons or a comment If you have complete applicants who have yet to be marked as Meets or Doesn t Meet Basic Qualifications there is a link for that as well Any committee member and approver named in the search plan have read not write access to this section Applicant Disposition Status Disposition reasons or comments must be assigned for all complete on time applicants who have not withdrawn Application period Review date Disposition status Jul 2 2015 Sep 1 2015 Sep 1 2015 14 applicants are missing disposition reasons Hide details a Meets basic qualifications 12 applicants are missing reasons Does not meet basic qualifications 1 applicant is missing reasons e Unknown qualifications 1 applic
94. pplicant Pool Report plus the aggregated diversity data for the short listed applicants Any approver will have access to this confidential information on this report See samples of both types of diversity reports below Creating the Reports 1 From the main Recruitment page locate the recruitment and click the link Reports PFOO594 Associate Professor Cardiovascular Search Info Reports _ 2 Orclick the Reports tab from the Search Info screen or from the top of the list of applicants Reports 3 Onthe Reports screen click the type of report you wish to create Applicant Pool Shortlist Search Report 4 Click Preview to see the report before creating it Make any changes necessary 5 Click the button to create the report you need Create New Applicant Pool Report Create New Shortlist Report 6 A summary appears Click Create Report when ready O3 Create New Diversity Report Recruitment Properties Recruitment Professor of Arithmancy Job Department Salary control Specialties Title codes Report type Diversity data set Applicant Pool Statistics meets basic does not meet basic basic qualifications unknown on shortlist Create Report Cancel JPF00617 Department DEF 477372 Campus Algebra 1100 PROF AY Shortlist Y Shortlist Applicant Pool 11 1 1 will not be included in report Consider reviewing before creating a report
95. pplicants SO undo Job talk showed some deficiencies Lacks sufficient clinical experience M Herzog Adalberto Complete P Lacks sufficient contributions to diversity cultural competence Lacks sufficient depth breadth of research creative excellence or impact Lacks sufficient leadership experience for position Apply Cancel amp Mead Margaret Recommend for interview 44 AP Recruit User Manual Statuses and Shortlisting Which status is considered shortlisted The shortlist consists of all applicants with a status of recommend for interview Serious consideration is NOT a shortlist status Updating Applicants Statuses Keeping an applicant s status up to date will make sure that the search committee is always aware of the current status and it also satisfies annual reporting requirements by the Office of the President The applicant has declined offer of employment no further offers will be made to this applicant phd Declined Jan 16 20 1 Find the applicant in the list and click the Manage link Paucek Rebeca a aoa rn A Manage Log p Download 2 Click the Update status button at the top of the application Manage Applicant for Nam Nooba Physics Professor JPF00161 Margaret Mead Status Basic Qualifications Hidden Come Recommend for interview Update status Meets Does Not Meet Unknown No Yes 3 AP Recruit suggests the next logical status Intervi
96. propriate section 22 AP Recruit User Manual Details Add members Manage existing members Diversity Core Committee CTI 4d Adrianne Committee Chair Charlie Committee Chair lt ap no reply recruit ap uci edu gt Change role Remove Qualifications Editors None Add one now Reviewer Andy Committee Reviewer lt ap no reply recruit ap uci edu gt Committee w Additional Search Committee Members CETT dd Documentation Add l Chairs None Add one nov Add l Editor Edna Committee Editor lt ap no reply recruit ap uci edu gt Disposition Reasons Change role Remove Add Reviewers Nome Add one nc Setting up the Search Committee Adding members in bulk 1 To add members using an extended search click the Add members button In this view you can add faculty from entire Schools and Departments at once Add Members to Search Committee To add people to the search committee Add any employee by selecting their name email address or UCInetID Add entire department Full Associate and Assistant Professors by selecting school and department Add individual faculty by selecting school department and person Students must be employees to be added to the search committee Search for a person Search by name email or UCInetID Search Or Search faculty by department Select School re Select Department 2 Designate each person s role in the committee using the drop down selector Click Save amp Done
97. rawn choose a reason from the list provided The same choice list appears when updating the status to Declined Decline reasons Family Reason Child Care Elder Care Family Reason Spousal Partner Career Opportunity _ Cost of Living _ Salary amp Benefits _ Professional Support Other Unknown Select at least one reason i Select a reason why the selected candidate withdrew Offer Proposals When updating to Proposed Candidate and beyond click Enter proposed offer information Changes to Make Status change Current status b Mew status Interviewed Proposed candidate Enter proposed offer information Fill in the form and Save Changes When multiple title codes have been assigned to the recruitment you Will be able to select the title code to associate with the applicant If the recruitment was cross listed between departments you will be able to select the main department to associate with the applicant Proposed Offer Information Proposed Offer Information Title Code 0001 PRESIDENT OF THE UNIVERSITY Title Code 1100 PROF AY 1100 PROF AY Department Department of Et Quibusdam Departments V Department of AH 50 MES V Department D 50 Discipline field carbon dating Discipline field Sample discipline Starting salary 105 000 A oo j Starting salary 123 456 o0 Step Step Anticipated start ay B
98. rch Sources This hard coded list corresponds to the choices on the applicants diversity surveys As applicants submit their surveys the number of responses displayed here will change dynamically assisting you in your outreach efforts Qualifications This section is an area for analysts to document the basic qualifications additional and preferred qualifications along with the selection process for the search plan Committee chairs editors reviewers and any approver named in the search plan can view this information Chairs and Editors can also edit it Note Information is required to submit the Search Plan and the field becomes locked after approvals Locking helps ensure that the efforts will not change based on what happens during a search To cue you lock icons appear in the field along with a tool tip when the icon is rolled over For minor editing only the lock may be overridden by a Recruit Administrator Details Basic qualifications Edit Diversity Must possess a PHD at the time of the application Advertisements Additional qualifications Edit Must possess experience teaching courses at the Qualifications undergraduate and graduate level Selection Process Preferred qualifications Edit Committee Qualified to conduct critiques sp cial topic seminars and university wide lecture courses on contemporary art Documentation Selection Process This section is for analysts to document the job related criteria
99. s Not Meet or move them to a different category Disposition Reasons Disposition reasons are an important component of the final Search Report and reasons must be assigned to ALL applicants both qualified and unqualified Work with your search committee to help with disposition reasons To assign disposition reasons for Qualified applicants click the tab marked Qualified This displays all applicants that have been marked as Meets basic qualifications If no names appear please return to 43 AP Recruit User Manual the help section Meets Basic Qualifications and read the documentation for marking the qualified applicants To assign disposition reasons for Unqualified applicants click the tab marked Unqualified Disposition reasons for unqualified applicants will justify why those applicants did not meet the basic qualification and therefore were not considered as applicants for the position Put a check in the boxes beside the applicant names that you want to mark disposition reasons for Click the button Assign Reasons which appears at the top of both of these pools in the corresponding colored band Disposition Reasons Disposition Reasons Assign Reasons Assign Reasons The assignment screen opens with your selection of names in a list Select Reason One By One Place your cursor in the applicant s adjacent box and select a reason from a choice list Multiple reasons are permitted Use the comment field if needed
100. s fulfilled this requirement my pal Required Request letter of reference again Edit reference Delete Not yet provided by reference email bla amp bla ick Diversity Survey Applicants read about the Diversity Survey and click the link Submit diversity survey and complete the short survey Applicants may submit their Diversity Survey at any time even after the recruitment is officially closed The purpose for the requested information is to meet the University s legal obligation as a Federal contractor The information you provide will be kept confidential and will remain in the Office of Equal Opportunity and Diversity See note below Privacy Notification The state of California Information Practices Act of 1977 requires the University to provide the following information to individuals asked to supply personal information about themselves Information is requested in compliance with Revised Order No 4 issued pursuant to Executive Order 11246 and with other applicable Federal raniiiramante and ralavant imniamantina raniilatinne Tha infarmatinn will ha ricarn hw wariniric EInhrarcihi danartmante far demic Applicant Data Request The cebegories listed below ara consistent wth federa reporting requirements A definition ofthe categories i inked to the valuas listed below Pinse select thee category that you most denbfy with or for which you believe most people would identify you Shomi you awe questions about chess categories
101. sed Figure D Applicants who cannot locate a position on the Apply page are given instructions to contact the department for assistance Contact Us Please see our Common Questions below for quick assistance From Reply To kgerrard gmail com Need Help With Y Application References for IRD Future General Question eq other positions UCI Technical Support eg upload problems T e Your question or comment will be sent to Recruit support or the administrator for the position e A copy of this message and a reply if necessary will be sent to kgerrard gmail com Common Questions How do I request a letter of reference from one of my references Requesting a letter of reference is necessary only if a letter must be submitted Use the Request Letter of Reference link to send a request to one of your references If this link is not available the department will contact your references as appropriate 80
102. sor that has been designated by an AP Recruit administrator will appear here If not designated this area will be blank Equity advisor role Use this field to write a description of the role the above stated equity advisor will play in this search If the equity advisor will not serve on the committee please indicate which of the search committee members will act as the equity liaison Advertisements This section is for all documentation related to advertising Committee chairs editors reviewers and approvers can view this section and analysts can edit the section Chairs and editors can also edit the Search amp Recruitment Effort fields and upload ad documents 18 AP Recruit User Manual Planned Search amp Recruitment Efforts Edit Details Make personal calls to encourage potential underrepresented Diversity candidates to apply to the position Approach and or interview candidates at professional meetings Advertisements or conferences and encourage them to submit an application Qualifications Ad Documents Upload Selection Process File px Committee Chronicle of Higher Education Edit Delete Documentation Chronicle of Higher Education Website short copy for web ad Edit Delete Disposition Reasons HERC Category CZD Edit Arts Humanities Ad Sources I Add e Chronicle of Higher Education Z Ad Evidences Upload File Ad Source Comment Ad ran Mar Apr Chronicle of Higher Education Edit Dele
103. ssistance intend to apply to the position Super Best Job After apply will be able to return and update my application Figure B The Contact Us form to use with a technical question person is not logged in Contact Us My name Joan Applicant My email joanapplicant kasprovw edu Recruitment MN Recruitment Test My Question Recruitment specific Technical Support C General Question gt Missing Recruitment Your question or comment will be sent to technical support or the administrator for the recruitment Note Please provide the recruitment department school information for faster assistance Am I going to need references Figure C The Contact Us form to use with a question that is general The technical staff will receive this person is not logged in 79 AP Recruit User Manual Contact Us My name Joan Applicant My email joanapplicant kasprovw edu Recruitment MN Recruitment Test My Question Recruitment specific Technical Support General Question 4 Missing Recruitment If the recruitment you are looking for is not shown Contact the hiring department directly for assistance e Contact email and phone number is usually stated in the advertisement for the recruitment Reasons a recruitment may not be shown e Itis possible that applications are being accepted in a different form other than through this website e The open application period may have lap
104. t 3 12pm ABOUT THIS RECRUITMENT Job number JPF00573 Salary control 477372 School School of Rerum Impedit Department Department of Et Quibusdam Availability data Tenured SOE 1991 2005 Campus data 2012 Health Sciences data 2011 Law set data 1983 2002 ALA data Title code 1100 PROF AY Research area Campus Algebra Recruitment Nov 8 2013 Nov 18 2013 period APPLICATIONS RESPONSE RATE Survey Taken NotTaken Total Response Rate 215 100 0 100 0 100 0 DIVERSITY BENCHMARK AVAILABILITY DATA Minority Total sw jos ee Jer POOL COMPOSITION Total Applicant Pool by Race Ethnicity rd mul euin zs ed eu eee E American American Total State ex pe ee pn pe pe D 5 NN mo es ume ue ee que pem eteuqeite UC p AL Fen PD E EO UEM All percentages rounded to the nearest tenth e g 95 554996 gt 95 6 The availability percentage for Minority Total includes multiple race ethnicity responses Note The minority total column in the Diversity Benchmark section includes applicants who reported multiple race ethnicity That is a separate category in the data derived from The National Opinion Research Center NORC Those who selected multiple race ethnicity are not included in the other individual race ethnicity groups not in AfAm Hisp Asian NaAm so the only place they are counted is in the minority total Therefore Minority AfAm Hisp NaAm Mult AP Recruit User Manual Academic Recruitmen
105. t Analysis Report Shortlist JEFOOIOD Facilis Fiopeehsenckerni ahai enimad 201 1 Are ET nbn ym About This Recruitment Jr iT 9 wd o Codec in Deparicini of ionima eiin Tenues E ERE DOCU Campum rata SD e oria ce Hrib Lan rata ties Pe aor Cameram Soca May 2 2232 Jr PR 2002 1 DG pha m amp kming fo Shere Applications Response fisse Mi VA Hec Mosis tapa HOC OP Feet ined i IEpOIT Lata arum E unico Diversity Banchmark Availability Data DO AP Recruit User Manual Diversity Reports Approvals Submit an APPLICANT POOL REPORT or SHORTLIST REPORT for review at different points of the search 1 On the Reports screen click Applicant Pool or Shortlist Applicant Pool Shortlist Search Report 2 Find the report in the Date Generated column and click the link Submit as new approval The following confirmation box opens Are you sure you want to submit this report for approval This report will be submitted for a new round of approvals Using workflow Applicant Pool Diversity All which includes the following steps 1 Committee Chair If this is not the correct workflow please contact Support LEES uri TT E ME Cancel 3 There is a system assigned workflow containing a list of approver s roles in a progression If you think this workflow is incorrect stop here and report this using the Support contact link Otherwise click Yes submit for approval 4
106. t of the name for example Prof The system will provide a menu of title codes to select There is no limit on the number of title codes Click the x to remove a title code Title codes X 3618 ASSOC LIBRARIAN TEMP STATUS Non senate 3622 ASST LIBRARIAN TEMP STATUS Non senate Start typing a title code to add more title codes or click the x to remove a title code esi Title codes will be locked after the search plan is approved Hiring Type This section is automatically filled in for you based on the Title Code s chosen Specialties All applicant pools must be compared against national availably averages Specialties are used when generating the applicant pool reports a core feature of Recruit otart typing a specialty into the box The system will provide a menu of specialties to select You may select up to 5 specialties Click the x to remove a specialty Specialties Librarian Librarian All Start typing a specialty or click the x to remove a specialty If you can t find a specialty needed Specialties with smaller availability numbers are purposely folded into larger ones so if you can t find what you re looking for choose a more general category FYI Data sources vary o Specialties beginning with Campus will use data derived from the NSF Survey of Earned Doctorates NORC o Specialties beginning with Health Sciences will use data derived from the Association of America
107. t will be updated this will continue the existing round of approvals with the updated report e All comments and approvals will remain e Approvers will now download the new report e A comment will be added in your name to note the change e An email will be sent to those who have already approved so that they can verify the change Please note the reason for the update This will be used in your comment and in the email to existing approvers LEAT EGG oLa Cancel 3 Type the reason for the update The reason will become part of the electronic record found in the comments section on the approval screen 4 And click Yes update report 5 The report becomes the current report and will be converted to be live updating Approvers will now download the new report 6 An email will be sent to those who have already approved so that they can verify the change The End of the Search Inactivate the Recruitment The search is complete when a candidate has formally accepted the offer and the person is processed into the payroll system At this point analysts should confirm that the Proposed Candidate has all applicable statuses applied including Hired be sure not to skip any suggested next steps and then inactivate the recruitment This effectively hides the entire recruitment applicant pool comments etc 60 AP Recruit User Manual from all reviewers For security reasons this end of search task is especially crit
108. te Search Sources Source O0 HERC Higher Education Recruitment Consortium 0 Inside Higher Education Website The Advertisement section includes 1 Planned Search and Recruitment Efforts As part of the Search Plan describe all planned efforts to reach a broad and inclusive applicant pool Help caption is included in this field Note Information is required to submit the Search Plan and the field becomes locked after approvals Locking helps ensure that the efforts will not change based on what happens during a search To cue you lock icons appear in the field along with a tool tip when the icon is rolled over For minor editing only the lock may be overridden by a Recruit Administrator Planned Search amp Recruitment Efforts Make personal calls to encourage potential underrepresented 2 candidates to apply to the position Approach and or interview candidates at professional meetings or conferences and encourage them to submit an application Y Save changes Kme Actual Search amp Recruitment Efforts Return to this field later to enumerate all efforts taken to reach a broad and inclusive applicant pool This information is required to generate all of the recruitment s reports 2 Ad Documents Upload your ad drafts and final ad copy here Files must be a PDF TXT 19 AP Recruit User Manual or an image The comments field may be used in any way that may be helpful for your approvers
109. te when it is prudent and necessary to edit information that has already been approved and or published just as you would in a paper process Use the inline edit buttons on the Details page to edit information related to the recruitment 32 AP Recruit User Manual General Information Edit Edit the position name department salary control proposed salary etc Contact Information Edit Customize how various parties can inquire about the recruitment Description Edit DO NOT EDIT THIS FIELD THIS IS THE APPROVED ADVERTISEMENT DISPLAYING ON AP RECRUIT FOR POTENTIAL APPLICANTS Dates Edit Do not edit the open close final dates or change submission date type without approval by OFEW Document Requirements APPLIC Edit Requirements are fully editable until applicants appear in system Reference Requirements RST APPLICANT Edit Requirements are fully editable until applicants appear in system Internal Analyst Notes Edit Add and edit any special notes Special Editing Additional Review Dates Your initial review date has passed and you need to add another review date On the Details page click the inline Edit button beside Dates Dates Edit Click the link Add new review date If this link doesn t show then the previous review date has not passed and you will have to wait to specify additional review dates Edit Dates Open date October 13th 2014 Initial review date November 30th 2014 P
110. the Green tab To move an applicant back to Unknown or to mark them as Unqualified 1 Puta check in the empty box in the applicant s row 2 Click Unknown or Does Not Meet Basic Qualifications Unknown Does Not Meet Note You can revert a Qualified applicant back to Unknown if you discover required documents have been deleted from the application If the required document is re uploaded the applicant will automatically move back to Qualified Unqualified applicants view The Unqualified Grey category contains applicants who have been marked as Does not meet basic qualifications Qua lified Read Visibility Basic Qualifications Disposition Reasons Read Unread Hide Unhide Meets Unknown Send Bulk Email Assign Reasons Unknown Personal Note Applicant Highest Degree Current Position Status Last Upda Add Stark Jane a incidunt Officiis Dicta School Withdrawn Oct 2 201 Unqualified i Odio School f X Manage iLog amp Download Entire Pool Applicants marked Does Not Meet appear on the grey tab To move an applicant back to Unknown or to mark them as Qualified 1 Put a check in the empty box in the applicant s row 2 Click Meets or Unknown Basic Qualifications Meets Unknown What does the search committee see Heviewers will have the same color coded categories They will see all applicants who are completed and categorized accordingly However reviewers will not have the ability to mark the applicants as Meets Doe
111. the new document requirement and add a description We strongly recommend that you send the email to applicants notifying applicants that a new document is needed You may add custom text to the email template New Optional Document These changes will be saved immediately after clicking Add oem TEDEDN Book List Optional description This is a reading list you have used in your teaching Applicant email notification You can view a preview of the email in the help documentation Add custom text to email No don t notify Final date far applicants to provide materials Applicants have until 12 31 2013 to provide this document Cancel Add 5 Click the Add button The new document appears in the requirements list References Requirements You may choose to have your applicants provide self solicited reference letters OR reference contact information with their application OR nothing at all The reference requirements cannot be changed once the first applicant applies Type Choose None Only contact information or Letters of recommendation Number For contact information or letters choose the minimum to maximum range required Search Committee Reference Viewing Rights You may restrict who sees contact information or letters to certain search committee members 1 All reviewers 2 Only faculty members 3 Only assistant associate amp full professors 4 Only associate amp full professors or 5 Only full pro
112. ts are displayed to the rest of the search committee T Flags Any user may flag an applicant by typing into the Add Flag box Your name will be displayed below your flag Flags are by default displayed to the rest of the search committee Analysts committee chairs and editors may privatize their own flags and may privatize existing flags placed by others e Unlike comments flags are intended to be a unique set of labels applied to applicants to help categorize them You may not use the same flag for one applicant 70 Appendix B Notifications Sent to Applicants 1 The application has been started Sent to applicants when they start their application Will be suppressed if the analyst added the application If IRD recruitment includes a notation To ensure full consideration complete by review date If IRD recruitment includes a notation if application was submitted after the review date See sample below Subject AP Recruit Application Started Dear applicant name Thank you for starting an application for Recruitment name at the University of California Berkeley To ensure full consideration please complete your application by review date Your username username Login links Link co applicant login Recruitment Name recruitment name Department department name School school name gt Note that at this time no additional review dates have been scheduled so your applicati
113. tted it Letter is for Josephine Applicant applying for My Test Position in Information amp Computer Science Deans Office Donald Bren School of Information and Computer Sciences Upload letter as PDF Type in letter ee Letters are also Letter of reference must be a PDF file or other supported media type accepted as text If you are unable to upload your letter you can manually enter it by clicking the tab above New file Desktop DEMO files recru Browse 9 Optional Comment Dear Search Committee About to upload Reference Letter pdf Upload Letter The Reference provides a letter of recommendation How Approvers Use Recruit These instructions are for any faculty or staff who are named as approvers for a SEARCH PLAN DIVERSITY REPORT or a SEARCH REPORT There are two quick ways to reach the approval Screen 1 Look for an email from Recruit Subject AP Recruit Approval Request name of recruitment e For the exact wording see Appendix B Notifications Sent to Approvers e Approvers are prompted to log into Recruit with a direct link given in the email e The approval screen appears where the user will view approve or comment on the item e Approvers may opt out of future notifications using the link in the email 2 Or bypass the email and log into Recruit directly e Navigate to https recruit ap uci edu and click UC Irvine Faculty amp Administrators Once logged in the Home screen
114. ty of California Berkeley To ensure full consideration please complete your application by sep L5 2013 Your username applicant s username Login links Link tco applicant login Recruitment Name XYZ Department Pediatrics School School of Medicine If you have any questions about your application or this recruitment please contact us Link CO Contact Corm Thank you for your interest in the University of California Irvine UC Berkeley AP Recruit Team University of California Berkeley 5 Application is in the system Sent to applicants who were added by an analyst provided the analyst asks for the system to notify the applicant Subject APRecruit An application has been submitted on your behalf Dear applicant name An application has been established on your behalf for the position noted below and is on file at the University of California Irvine Position Name Assistant Professor Atmospheric Chemistry Department Chemistry Schools School of Physical Sciences Analyst signature University of California Berkeley 6 Access your application 4 Sent to applicants who were added by an analyst when the analyst activates the application to allow the applicant to log in Subject APRecruit Access Your Application Dear applicant name The application that was created in your behalf is ready for your inspection and or management Position Name Assistant Professor Atmospheric
115. ublic shown to applicants Private hidden from applicants G Add new review date gt Final date Dec 31 2015 t The recruitment will no longer be available to applicants after this date Type in a new review date in the box provided By default the new date is Public meaning you want all applicants to be are aware of the review date when they apply 33 AP Recruit User Manual Sample Scenario In the example shown to the right the new review date April 17 2015 acts as the last modification date for a new group of applicants and Recruit will send reminders to them w Cancel new review date New review date Apr 17 2015 Fl to finish up a few days prior If they complete their application after their review date their application dashboard will display the fact that they may not be reviewed or considered for the position Public shown to applicants Private hidden from applicants Editing Department Names Cross listing Recruitments Sometimes academic positions are shared between departments or even between schools When you cross list a recruitment it appears to applicants beneath the name of each department or school on the Apply page When a candidate is chosen Recruit s offer proposal form lists each department or school for the analyst to indicate the allotment of salaried time 1 To cross list a recruitment return to the Details section of the recruitment 2 Click the inline Edit butto
116. ublish To Unpublish a Recruitment This flexibility built into Recruit allows an analyst to pull the recruitment back to a plan Unpublishing does not remove any approvals so if changes are made analysts may need to solicit re approval off line An Unpublish link appears at the top of the Details page and is available up until the first applicant applies Unpublish Once published follow the unique URL shown in the Details section to verify that the recruitment is now live Once published the committee will see the recruitment when they log into AP Recruit Editing the Recruitment Editing an Approved Plan The flexibility of Recruit allows editing of any area of the plan even after approvals and the PDF will be updated accordingly But be advised once a role has approved the plan there is no re approving it for that role In other words if your Dean has approved the plan and then you make a change Recruit does not provide a way for you to resubmit the plan for approval to the Dean a second time If you wish to change the search plan or ad after approvals please contact OFEW Editing a Published Recruitment Once published the final PDF of the approved plan is available for download This is a snapshot in time a historical record of what was approved If you make changes to the recruitment of any kind after itis published the change will not be reflected in the PDF Your own department s business practices should dicta
117. uia consequumtur magni dolores eas qui ratione voluptatem sequi nesciunt Neque porre quisquam est qui da arem ipsum quia dolar git amet consectetur adipisci velit sad quia nan numaquam eius madi tempora incidunt ut labore et duiae magnam Main Event Time Tuesday April 35th 2015 Visit Seminar Schedule Edit Timeline Tuesday April 30th 2013 i 0am 11 00am Meeting with History Gept TR 2 00pm 3 00pm Housing Office University Hills Printer Friendly Versions LINKS open in a mew window Elyer linerary Save Done The completed visit seminar information 92 Part 3 Reporting Applicant Pool and Shortlist Reports Analysts may create two types of diversity analysis reports and solicit approvals by key people whom they will identify through a roles list Analysts equity advisors and diversity analysts may create the reports at any time or multiple times even after the recruitment is closed The Applicant Pool Report The Applicant Pool report may be thought of as an interim report It shows aggregated results from the diversity data collected from applicants who completed their applications took the survey and have been marked as Meets Basic Qualifications Their responses are compared against national averages This report is intended to be reviewed and approved before anyone is put on the shortlist The Shortlist Report The Shortlist diversity report shows the same results that are in the A

AP Recruit Manual - Office for Faculty Equity & Welfare

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AP Recruit Manual - Office for Faculty Equity &amp; Welfare

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AP Recruit Manual - Office for Faculty Equity & Welfare