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AP Recruit User Guide - Computing & Communications

1. Figure C The Contact Us form to use with question that is general The technical staff will receive this person is not logged in 19 My email CL tgrTcm echt Keis 29 Hornatzmngenmt MN fiporu meni Teat My Questor Recruimect spec fic Technical Support Geren Queaton Misang Recrui if thre moniment you are poking for is not shown Contact the fering Gepartment directly for assistence ZC amal ane phone puiniber A LEMN Simed in Pe acyvertnerment for fw Acuten Fieasons a recrutimant mey no Ce San sg 116 Posse Tart apoecetirrs are GekOgCcetiedm a aferett Hem fg than Peo fm eptsiip e The opan Kik Otken panog kt have Apaadi From ep Te khrar t urel com Need Help Witr d Apoiication Reterences tor IRD Future General Queston te offer postions UCI Technical Support eg upkec protien e Your question or commen wi be sent to Recrut support of Te samnisraior for Te postin A Cay Of Tis message ang a reply iT Necessary et Ge ap khgerrard gmal com Common Questions How do I request a letter of reference from one of my references Roguesing a miter of reserence a necetsary ory ifa wher must be sutntted Wea the Hequest Latier of Heteemc e IFNA 1 Set a Pees SO One Of your re ierecee If Pus Int ng auaa Ze Oet mmmemt wil contact your ruferences HE appropria UC Recruit User Manual Figure E Mai is routed to the proper person
2. and Appendix B Notifications Sent to Approvers 03 UC Recruit User Manual Updating Approvals Scenario The analyst has submitted a report for approval but an approver along the 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 gather any documents and make all necessary changes to correct the report On the Reports screen click the Applicant Pool or Shortlist section SE 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 oe p P Click Yes update report Are you sure you want to update the report being approved Replace with Approvers will now download the new report A corner will be added in your Name to nore the i hange An eman whl De sent tO those who have already approved So that they Ca YOT ify the chai iwe
3. information that is part of the Search Plan and or Search Report Committee Editors have the same access rights as Committee Chairs At UCR This is assigned to the Affirmative Action Compliance Officer AACO Search Committee Reviewers primarily review and manage the applicants They have viewing rights to completed applications and may comment or flag applicants They have viewing rights to a recruitment s information but unlike chairs or editors reviewers have only read access rights Equity Advisors This role is often part of the approval workflow for the search plan and reports They have viewing rights to view completed applications for a given recruitment and can view and create diversity reports In addition they can download all encompassing applicant diversity data Central AP Analysts have access to download a number of reports to provide to UCOP Diversity Analysts This role is often part of the approval workflow for the search plan and reports They have viewing rights to view completed applications for a given recruitment and can view and create diversity reports In addition they can download all encompassing applicant diversity data 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 applicants along with sample applicant files to help emulate the online application process Approvers are the newest roles in
4. Add Step when finished adding the steps The workflow will be applied to all future approval requests that meet this criteria 81 UC Recruit User Manual Editing an Approval Workflow Edits will not change any approval workflow that is currently in use Click Edit below the workflow name Make changes to the context and conditions Steps may added or deleted Reorder steps by dragging the icon into place Save the changes To remove the workflow completely click the button Delete this workflow eS a E Assign Specific Persons to Steps See the instructions for using the admin tool Manage User Roles Use the tool to assign specific people to their roles so that they are automatically pulled into the workflows that you have designed Approval Workflow Permissions This admin tool restricts Analysts from modifying the workflow design 1 Click Approval Permissions Create New Approval Workflow Approval Permissions Allow or restrict the analysts ability to reorder or add steps to an approval workflow When restricted analysts will not see the links Reorder steps or Add step in any workflow Restrictions will take effect immediately affecting any in progress approvals You may also fine tune abilities based on a specific role Pick a role from the selector box When an ability is restricted analysts will receive an error message Restrictions take effect immediately affecting any in progress approvals
5. Attar on neplicans hes applied th thin paaition yeu enanat change reference raquinments er requited documents But yas may all eo documents you saag ta collect en data kam Options Comment Description Curriculum Vitae Your mast recently undated CV Cover Letter Statement of Research Statement of Teacteng Nove Oniy mman infeemeten op Letters of recammendsoon Sr 1i Jj b tEh refs erneme In Ai errati Documents Requirements Define the required or optional documents to be provided by the applicants The applicants will see any description you decide to provide 204 characters limit 11 UC Recruit User Manual 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 See the section Editing a Recruitment Editing Document Requirements After Applicants Have Applied 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
6. Use the Manege User Roles paman tooi to massage roles for hese users hara User Marne Departmenti Berngg e A Acadetec Porsorna APS Qhari ky gu Department for Barheley SLACK Gwendolyn Sule Pr Jwan bur es Deparment far LCI Chin Jaan Ung ne joan chin ucs edu Department far UC Create edit and delete user accounts when Recruit S configured for Local Auth Manage Academic Unit Hierarchy Use this tool when Departments Schools or Divisions change their names or the data feed needs correcting Warning Incoming data feeds could overwrite any manual entries Currently this tool offers no way to delete and must be done by a programmer Manage Academic Unit Hierarchy EES EICH Use Manage Academic Unit Hierarchy to add new Departments or Schools Adding a New Department e Find the School listed on the page and click the link Add Department e Name the department e Provide an identifier This is typically the payroll home department code e Click Add e Use the Edit link to change this information at any time Adding a New School e Scroll to the bottom of the page and click Add another school e Name the school e Provide an abbreviation This arranges the sorting of schools on the Apply page e Provide an identifier any string of up to 32 characters e Click Add e Use the Edit School link to change this information at any time Approval Workflows Recruit administrators may d
7. access to this section sposition Reasons ppi marked as meets basic qualifications Qupcotia Ressars CpGirzearmarkrd es does net meet basit qguaifications eent we mert a Tee twett gregrt ec rara ben cl a wend wegen ett eegene Le E Customize disposition reasons Analyst may customize the lists per recruitment if the default reasons do not meet their needs After the first applicant applies only the Recruit administrator may customize the lists AT UCR Custom reason must be approved by OFSAA Contact affirmativeaction ucr edu for assistance 1 Click the button Add custom disposition reasons Add custom disposition reasons custom reasons dialog box opens Click Add custom reason j l Pad ms 2 The 23 UC Recruit User Manual Type a customized disposition reason and click the Add button beside it Add up to 5 custom reasons Save Changes The custom reason appears at the top of the list of disposition reasons To edit click Manage custom reasons L Manage custom reasons Noo Se Suppress disposition reasons Analysts may suppress any of the reasons to trim the list if needed After the first applicant applies only the Recruit administrator may suppress reasons 1 Click Manage suppressed reasons 2 Uncheck a reason to suppress 3 Save Changes 4 To edit the disposition reasons click Manage suppressed reasons Search Outcome This section al
8. maicolleague somecollege edu Affiliation Chair Phone number Mailing address 12345 Somewhere Blvd Chicago Il Done Edit reference Delete a reference or a letter in any of the 3 cases outlined above A confirmation warning appears gt Are you sure you want te delete reference Atai Colleague for marian marian This action cannot be undone e Any files associated wth ts reference wh be deleted ves Deserve No Don t Delete In recruitments with review dates IRDs 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 Are you sure you want to delete the Curriculum Vitae for David Lindgren Deleting tre Die will make Dawe Lindgrean s application status incomplete They will De removed from ther review window They will not De visits to the search committee even F you later replace the fie This action cannot be undone Yas Detete the be and Mark inconpete No Dont Demie 46 UC Recruit User Manual However 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 Recruit via U S Post or via email in any
9. s appointment file if an offer of employment is extended Subject UC 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 Calitormira Campus XIZ 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 The email template for optional approvers have slightly different wording Your approval is requested instead of required When a current step is approved and if the next step is marked as optional all potential approvers for the next mandatory step are sent the email Submitters of the item Plan reports etc receive a cc of these emails gt Ze gt Ze Ze gt Ze Ze Subject UC Recruit Approval Request Associate Professor of Chemistry JPF00123 Hello Approver name Your approval is required for Recruitment nam
10. Please note the reason for the update Fame we Armenien h men Search Reports Search Report Components At UCR A Search Report is required to be submitted for review and approval 30 calendar days after a search is completed hire is finalized search is cancelled or search has failed Search Plans for the following Academic Year will not be processed for approval until all previous years 54 UC Recruit User Manual 14 15AY or later completed recruitments have an approved Search Report on file and have been made inactive For additional information refer to AP Recruit Training 1 Search Report Guidelines and 2 Search Report Checklist and User Guide For a copy of the VPAP s memo regarding Search Report Requirements click here http cnc ucr edu aprecruit vpap_ memo regarding aprecruit search report requirements pdf 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 Be as thorough as possible to ensure approvals 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 Search Outcome At a glance this documents whether the search was successful failed or canceled You will be prompted to complete the search outcome if you haven t already done so 3 Information about proposed c
11. Reports 1 From the main Recruitment page locate the recruitment and click the link Reports IPF USS Associate Protessor CLardiovascular Ss f L f its E 2 Or click the Reports tab from the Search Info screen or from the top of the list of applicants Reports 3 Choose Search Report from the reports menu Applicant Pool Shortlist Search Report Dd UC Recruit User Manual 4 Click Preview to see the report before creating it Make any changes necessary 5 Click Create New Search Report Create New Search Report e 6 Title the report in the space provided Search reports contain summary information about the recruitment including information about any applicants with the status Selected Candidate or later including ary fies uploaded to the Documentation tab Name of report Create Search Report dei 7 Then click Create Search Report 8 Your new report will appear in your listing as the Current Report 9 Analysts may rename Search reports but only up until the final approval is received Use the Edit button beside the report to change the name If the Edit button doesn t appear it s too late to rename it sr test 2 4 C Edit Pending View approval request Search Report Approvals To initially submit a Search report follow the same instructions as for submitting Applicant Pool and Shortlist reports Live Updating of Search Reports Make any changes to the Search Report
12. Restricted Roles For Chancellor allow analysts ti 2 Save changes when satisfied with your settings Permission Options Customize what other permissions are available to the system s users Who can publish a plan Who can create and manage diversity reports Who can view incomplete and late applications Publishing Plans as Recruitments NA eil ai beg 1 up at Tal tate t AIDA Tune telr T oul hine fo the welet wer 1 We i ent i a a Hl Ali Recruit Analysts Recruit Administrators only 82 UC Recruit User Manual Diversity Report Management Diversity repons contain demographic information on a recrunment s applicant pool Who manages them All Recruit Analysts Recruit Anasta are reaponsitte for create and managing Oiversity reports and are inwed to see tham Recruit Administrators only All diversity reports are created and managed by a cantra administran if late Application Visibility Incomplete amd te applications are voile to Admins Analysts Chairs and Editors Allows Comte Chairs and edilors 16 See aNOOc ares Wer vGomtiptge or late annlicaDoms Admins and Analysts only Comurvtter chairs and ectors will only see applicants witi compiete on time applications poole Features See which of Recruit s optional features are enabled Contact the Recruit team at UCI to enable any features you would like to enable Administrative Reports Start with Reports in the top menu bar Home Recruitment
13. Vile warrants atitin infin We Stype M Applicant Matus ADernate for portui NM farretl trends Corgis n e g 5 Ane result of Skype interven mg strory Oe in sie Z 2CGheate Ski a te owerleps exStrg area of Areng In Cepariinearewwoyvco lege Fay Ei Wr awn Aw recommend for ireerview d Te X g wherview showed sorra Geficencies o se A od LGkuitegeg tome derinde aces nffem cht pereante a Merron Adeterto Longe Laces affoerdt cortritactene ta Gvetelyweutua Tete tre aces woe Gepti breadth of researrivernative eacelwrnce Di iarl pees nfen eniesteiotreigrcgio poutiu e Mai Margaret feconrunend far vrtgrvwg w ca pe Statuses and Short listing Which status is considered shortlisted The shortlist consists of all applicant statuses beyond Serious consideration Those include Recommend for interview Interviewed Proposed candidate Offered Accepted offer Declined offer Hired Withdrawn and Campus declined Serious consideration is NOT a shortlist status 41 UC Recruit User Manual 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 Definitions of statuses are clearly defined by rolling over the applicant s status in the status column ond Decined ir 16 20 1 Find the applicant in the list and click the Manage li
14. add more title codes or click the x to remove a title code 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 Start 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 iX Librarian Librarian All start typing a Sper g ty or If you cannnot 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 American 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 Reczuttrmm nr Contact Eman geb n W eege Analy
15. 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 Applicant Pool Report plus the aggregated diversity data for the short listed applicants Those who are designated as shortlist report approvers will have access to all 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 ISL DA Associate Professor Cardiovascular Seartn sta bei i 2 Orclick the Reports tab from the Search Info screen or from the top of the list of applicants Reports 3 On the 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 50 UC Recruit User Manual 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 Create New Diversity Report 0 O O Report Type Drop down menu shows either Applicant Pool or Shortlist Recruitment Properties Applicant Pool Statistics This region displays the number of Recruitment Prens sor
16. 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 professors 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 Thank You Email Sent to References is a fully customizable template that Recruit sends to references after their letters of recommendation are uploaded into the system See Appendix B for the default wording of this email sent to References Help Email Address for Applicants From Email Address e Ths name and email atdcress is used when Ui 5 References there ei them for ter ut D Appivar e when the appicetion re ma D APDICAMS tO ase Meam to complete Me divorsi Faber Y e
17. 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 16 UC Recruit User Manual ny lng mg Gen Se e E DEE DE D a a ee AE Planned Search amp Recrultrnent Efforts FOr Ageing faculty Grotte Cosmegques Neg eheriity eae tert t e i Pnie j T Advertisements mie female members of engimeening and comes es i socetie t j tiia f H rei es ande Tv pi f Actual Search amp Recruitment Effo DACH rren Art fart gd ei ere toloawe pe j sl D L A de Pet t f of nens sant i hej iny pre y i Ai 7 a Bis A t peter GA mi U I DOG te tile Cemment original advertisement short and long versions HERC Category KIT sTheruvore Srierwes Ad Sources f The Advertisement section includes Planned Search and Recruitment Efforts This section is to describe all planned efforts to reach a broad and inclusive applicant pool 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 Actual Search amp Recruitment Efforts Return to this field later to enumerate all effor
18. inline edit buttons on the Details page to edit information related to the recruitment General Information Edit Edit the position name department title codes salary control proposed salary etc Contact Information Edit Customize how various parties can inquire about the recruitment Description Edit Update this public facing important field Dates For Edit the open close final dates add review dates or change submission date type Document Requirements Eyal Scie Edit Requirements are fully editable until applicants appear in system Reference Requirements PATS Edit Requirements are fully editable until applicants appear in system Internal Analyst Notes Eait 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 Edt 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 29 UC Recruit User Manual Edit Dates Open date October 13th 2014 Initial review date November 30th 2014 Public shown to applicants Privat Add new review date gt Final date Dec 31 2015 The recruitment will no longer be Type in a new review date in the box provided By default the new date is Public
19. meaning you want all applicants to be are aware of the review date when they apply eme a ek uf mg i ee enge D mn w Cancel new review date 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 New review date Apr 17 2015 SS 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 units Departments Schools Divisions etc and this is often described in the advertisement Recruit supports this resulting in e the recruitment is displayed beneath the name of the home department and also beneath the cross listed unit s on Recruits Apply page e the applicant s dashboard displays the name of the home department and also the cross listed unit s e the Offer Proposal form displays each unit for the analyst to indicate the allotment of salaried time for selected candidates This information will be part of the Search Report Analysts may cross list between units for which they have access For example School analysts may cross list between any departments within their school
20. 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 58 UC Recruit User Manual Appendix A How Applicants Use Recruit e Browsing applicants locate the recruitment on Recruits apply page https aprecruit ucr edu apply e Preferably they click the 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 Dashboard 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 p
21. of AriInmancy completed applicants who have been marked as Meets Basic jose ennen 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 Department Department OFF Salary control 377372 Specialities Campus Algebra meet the basic qualifications The count for shortlisted applicants is Title codas 1100 PRNDF AY shown in this region too Report type rii d Shortlist Note For Basic recruitments those that have not been configured Diversity data set for online application management a field is provided for the Analyst to type in the number of applications received outside of Recruit Applicant Pool Statistics Fae eee ee EE meets basit 17 does not meet basic basic qualifications unknown on shortlist i 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 73 00 9 Q Approved amp Download 51 UC Recruit User Manual Acade
22. of the 3 cases outlined above 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 Dent forget Send a thank you mmal ard copy of the ATMEL ts Tee reference ater spioacing the wg Per Arar Moes Pothers Ate OCP tecrt Premer Srege t i geet eden a A Chee fhe rette rege Overvion i information 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 AT UCR The Flag field may be used to rank candidates 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 Schedule 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 47 UC Recruit User Manual 1 Click the link Schedule a visit seminar link Mesage Applicant for Motessa of Dinan Job a1 LPPoeiie Americo Kautzer Stee rey ne ORS ei te g Status Completed Upan en Basic Qualific
23. recruitment is officially closed Applicants can see when letters have been uploaded but will not be able to view them Dem tee Awaiting response trom reterence Ze Roteronce has been has habe this requirement my pal Daag Request letter of reference agair Edk reference bia bia jo 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 e d n oS eS SCH s Sworn var y urvey MTP PALEY The purpose for te requested information is te Meet he University s legal oigahon as a Federal contractor The iformanon you provide will be kept confidential and wi ramain in he Office of Equal Opportumty and Diversity See note below Privacy Notification The state of California information Practices Act of t977 requires Ihe University to provide he foRowing information to individuals asked to supply personal information about themselves information is requested in compliance wih Revised Order No 4 issued pursuant to Executive Order 11246 and wih other appicable Federal ee ee ee peepee tp on anaapa od ren ee eee tag yates bin pn Fey Re td tea fre ema reif we Seed pe E nd gen fg re to mt the rg of Oaa eerst eg Diverter nee EE V ves CF ele a gt Sg Leg meta e Ihe wt oa Rip eg DEE al A erg fg Ute oul ewes gg ASILAN REIGAN Se ap
24. system 5 Finally click the button Add amp Manage Now LR a gg fl Kn i E lt re vm fie tind e SS af wtf ffe TT eg Jam trt h Me e Application information Dale recetved 7 Notify applicant that app cation is in the ayabern Granting Access to the Applicant This important action sends another email to the applicant that grants the applicant access with login and Diversity Survey instructions See Appendix B Access your application 37 UC Recruit User Manual At the 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 Apoteen Paper joe Mal In wima Asistant Professor of Droom oo AppilicamtTO Iatnrmation f otitied thet Me enti gr wa SIE Agood ze Mow 03 2001 e 5 55am Reon om New 03 2011 a Pao T Activwied Activating sccess wn send the ape cart an emni ett instructors on hga to ag e and manage their aoptcetion The omal wil Ge ren to paperjoetiseomewheare edu Activate applicant access Notifying the applicant that an application has been submitted in their behalf sends the login information and Survey instructions Before the email is sent verify the email address for the applicant is correct Activate applicant access Send an email
25. 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 amp 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 UCR NetID UCR s authentication system for the campus community The UCR NetID is assigned to Faculty and Staff when they enter the payroll system however it must first be activated If you have never activated your UCR NetID instructions are available at http cnc ucr edu NetID obtaining html You also need to have an assigned role in Recruit which will determine what access level you have and what actions you can take If you log in and only see News amp Updates you have not been assigned a role and should contact aprecruit ucr edu for help If y
26. 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 13 UE Recruit User Manual Recruitment Page Filters Use the filter panel to fine tune your list of recruitments Submission Dates Submission Dates Check which recruitments you want wt Pending displayed By default you will see all regardless of the RES submission date status E Ciosed but not Fira i i Dates This filter displays all recruitments based on their open close or final dates Wi Final and Ciosed Datos Poras Academic Year This filter shows all your recruitments by their vier academic year By default the two most recent academic years z will be checked C ilemtec Year Wi 2013 20314 eg a Recruitment Type Do you want to display only recruitments that wf have been configured for online applicants or only basic Recruitment Type recruitments By default both will be checked v Lintrwe M Basic Hiring Type Decide whether you display recruitments with pista Fee Tenured
27. 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 Note Always check the footer of the email you receive The system provides time Recruit UC Irvine Recruit Applicant Question for Assistant Professor Ballet stamps and other helpful sender 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 14 UC Recruit User Manual Contact Us DANAE Ae ea Riel Recruitment MN Aacnamont Togi My Questor Roecnetment4pecitc echnical Suppor veneral Question Missing Recrutment B Bei 3 ASNES a On Se sg Figure A The Contact Us form to use with a question directed to the department person is not logged in Technical Supponi jeneral Questor Miang Recuitreng Figure B The Contact Us form to use with technical question person is not logged in Lontact Us My mame oan dert My email anappicant wea Recruitment MN Recruetiment Test My Questor Hecretmentspec ite Techical Support C Gone Queso gt Maske Mecrutinent f i i e r LF i Ff f i b gt s r i r bk
28. title codes or those without By default both are Wt Tenured SOE checked v Other Acuderve Positions Other Filter for those recruitments with applicants vs those without Or filter for all Inactive recruitments Other Has Apolkunts Show inactive Reset Your recruitment filters stay the same on this page as you pe 1 Se move throughout Recruit Click Reset when necessary Working with the Search Plan Find the recruitment and click either the Search Info link or the JP number re Name Departmen Submission Oates Actions Details The Details section summarizes the recruitment Committee chairs editors reviewers and approvers can view this section but only analysts can edit it C ER ower eed mag ret bee ee tree of Search info beta Sanem can sp 02 fe TTT amadarniy ak Hageman on jun 9 a General information t Hen Hi Prag Qeparnmem boys A Schoo of Abas P 1100 PROP AN Settste Terre SOE 12345 mans Open seprem Mewy AS ai Val 30772 Cncapige Tiere ie frieme Dezegre ET F gerrgb eou tr Jemp 9 UC Recruit User Manual A Dewninad Search Fan Apprwend TH zer far 7 2019 Sraerteg me Am 1 214 by Een Gem Unpabfnp Dates ta OpewCinse Final WHINE Monday WRTS 5 Tuemtay eet wd Wi n Tener Lait amp rW20 5 Tuei Document Requirements EXT Car vun Vise EH Matome ut Research Simone of Teacztcg Mac Ad
29. 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 Basic Qualifications The first order of business is to differentiate applicants who meet the basic qualifications from those who dont This reduces the time the committee spends on reviewing applications 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 Contact OFSAA at affirmativeaction ucr edu for any help deciding which applicants meet or do not meet basic qualifications Entire Pool view The entire pool tab color coded blue lists all applicants Committee 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 Find a completed applicant only completed applicants qualifications can be judged Put a check in the empty box in the applicant s row You may select multiple names and click the master checkbox at the top of the row Click Meets Unknown or Does Not Meet to move the applicant to the appropriate categ
30. to applicants on the Apply page and on application dashboards You may also use Change recruitment type as a toggle For example if the IRD dates are amiss try changing the type to OCF then back to an IRD and fix the dates accordingly Note Changing the submission type could have an impact on the applicants Please consider carefully before making the switch and consider notifying existing applicants using Recruit s bulk email feature 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 Recruit s 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 ST APPLICANT Edit Scroll to the bottom of the edit form and click Add another optional document Add another optional document An alert reminds you that there are applicants Name the new optional document and expand the link to add a description 31 UC Recruit User Manual The recruitment already
31. when the applicant chooses from the drop down menu person is logged in 76 UC Recruit User Manual Appendix C Special Tools for Recruit Administrators 1 Click Admin in the top menu bar Home Recruitments Approvals Admin Reports Help 2 The list of available administrative tools depends on your role access rights Support Tools Campus Settings Site Settings Q find Apriicants gi Manage Front Page News Aporoval Workflows Bermes and filter a strireta Create and et fromt Gage men jem Configure default aporover lhas fing References Manage User Roles Permission Options Browse and Aher af refer taces Edr assign and remove user roles Coefigure what permssions roles have fing Approvals H Manage Academe Unit Hierarchy i Features Browse and fitter af pprova Croste and renare otodemit units See erch features are enabied on this site Proxy as User Recs Info Assume the iSemity of a user See stetebes on the Redis server backeng thus the Create Fake Recruitment Create a fate recrustinet for Ferrey of other pulrpoee Diversity Benchmark Availablity Dasa View availabilty data fer AA 2015 Menu shows administrative tools that are available depending on user s role Find Applicants Search for applicants past or present in Recruit Find Applicants om nya Coun Orig rated Ate wa gehanwtr co Find References Search the Reference logs This information is used to determine if e The token has be
32. wilat m upisos d me a d T l File Agplicant Comman i troate J chalk talk topics provided t the servor candidates The Documentation section includes Search Plan Documents Store any miscellaneous documents associated with the search that needs to be kept for the electronic record 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 1 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 OL a iy 21 UC Recruit User Manual File wet be a pdt tet or imapa Name of letler memna Comment Associete file to an applicant topttonal 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 Click Upload and choose the file from your computer Give the item a name Add a comment if needed Optionally associate the item with an applicant s name using the drop down selector Click Upload File Lingoad interview Material ae ey Ss file musi be pel tet or image Name of file Comment Associate file to am app
33. 1 A lead analyst first creates the recruitment This recruitment now belongs to a home department 2 Return to the Details section of the recruitment 3 Click the inline Edit button beside General Information General Information Edit 4 Click the link Add crosslisted unit Add crosslisted unit 5 Place the cursor in field and select from the drop down list of unit names 30 UC Recruit User Manual 6 Click Save Changes 7 Note If the list doesn t show the unit you wish to cross list contact a Recruit Administrator at the Academic Personnel Office for assistance Editing Submission Dates Changing the Recruitment Submission Type Before any applicants apply you may switch the recruitment type between OCF and IRD 1 ale On the Details page click the inline Edit button beside Dates Dates Edt The Edit Dates editor opens Click the link Change recruitment type You may roll your mouse over the tool tip to learn the difference between the types A Change recruitment type You ll be required to enter a Close date when changing from an IRD to an OCF You ll be required to enter an Initial Review Date when changing from an OCF to an IRD Once the dates are set click the button Change to Open Close Final or vice versa to make the switch The Details screen will note the new type in the Dates section either Open Closed Final or Review Dates The changed submission dates will display correctly
34. A ea 77 Proxy as User Assume the role of any user IN Recruit ENNEN 78 Ee ain E 79 Administrative Repons assasi nanana ERRARE AAEN EAE DEAE AARE RE RAAEN ERRERA ERARE AREE 83 FV SCAICI FICO OU EE 84 Recruitment and Retention LEE 84 Applian amp Diversiy Download Dild EE 84 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 Recruit 1 Click Recruitments in the top menu bar Home Recruitments Approvals Help 2 Click the button 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 Speci alties 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 e Fourth confirm that all the information entered is correct Review A Get started by pressing the Next button 4 Fill in the basic inf
35. Academic Personnel Recruit USER MANUAL Produced by UClrvine s Office of Information Technology and UCR Academic Personnel Office August 13 2015 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 UC 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 for your educational use Please refer to
36. Plan and also to the applicant pool The number in parenthesis is the total number of completed applications PF02452 Associate or Full Professor Computational Neuroscience Search Info Applicants 48 Applicant Pools Most of the same tools are available to Reviewers See previous section Tools To Use With the Applicant List For reviewers the applicant pool opens to the green Qualified view This view represents all completed applicants who have been identified as meeting the basic qualifications The analyst editor and or committee chair mark the qualified and unqualified applicants 64 UC Recruit User Manual Assistant Professor of Dream Job a Search into Anniicants 5 Marian Neoeichey amp Oowriosd Ths Dats Dirk Names amp Addresses TD Owrge Cours Sear Qualified seal ge Unanown Persona Nate Applicant Highest Degree Current Position Status Add Fiar i fei Yale omreig Ungua fied Gre Hugo va Entire Poo Adu Halet Ka Pht Larity of Colorat Moposed candidate ca Status 7 Complete Adi A wh Ae ha Harvard Lompet al Getious Correicter atio Ady wd Ea d A Ch Ab k x mg e a A Proposed candidare Mra Window Add Payne Diaz Begonia PAD Universty of Southern mon Sennus Conpeteratur june Tech 2013 L r m july St 2013 August Geh 2003 Putare d pute h ech St To review individual applications reviewers click on the name of an applicant in the list The following view opens Jim Shorts EE c extra
37. R Use the comments text box for search plans that require revision do not approve the plan if it needs revision Leave a comment Automatic Approver Emails Automatic email notifications are sent to approvers and ccd 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 v Approvers who are next in line in the workflow receive an email The arrow points out the step A copy is also sent to the analyst who submitted the approval If a step is approved before it is the current step the email is suppressed If there are multiple people listed in a step alternates all receive the email simultaneously The email template for optional approvers have slightly different wording Your approval is requested rather than required v When a current step is approved and if the next step is marked as optional all approvers for the subsequent mandatory step are sent an email sy A 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 Ap
38. 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 Listed below are the Approver titles that may be chosen for a workflow Committee Chair Faculty Principal Investigator Affirmative Action Reviewer Department Chair Department Director Equity Advisor Dean s Analyst Dean University Librarian Diversity Office Central AP Office Academic Senate Budget Office Vice Provost Provost Executive Vice Chancellor Chancellor At UCR The Recruit Administrator will pre assign an approval workflow see page 23 Table of Contents HOWTO USE THE IY FA EE 2 What You Need to Know Before YOu Giant 2 Operating Systems amp BIOWS EE 2 el TOE ee 2 Oise Ee EE 3 Part 1 Recruitment Manageme n cccsccceeseeesseeseeenseenseeeseeenseenseeeseeeaeeonseoeseeaeeenseneneeeaeees 7 Create the Basic Recruitment ccccccccceeccceececeeeeeseeeeseeeeeaeueeseaceeseeeeseueessaeeeseeessaeeeseusesseeeeseesessneeess 7 Open Closed Final Recruitments VS POO Recruitments cccccecccsecccneccsneccesessuseeseessesessuessneesssesees 8 PECOS AO SCC Al CS cetacean yess se ae cece des Sass nee se ees gases aes eee ees eee 9 Configure the Recruitment for Online Applications ccccccccccceececeeececeeeeseeeeeseeeeeeeeeseuseseeeesseeesaaees 11 PING ANG View Eet 13 Working with the Sea
39. ains 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 Choose this for searches in which pools of applicants are gathered and evaluated separately at different times Choose if you think a candidate might be chosen before the recruitment closes Choose for pool recruitments when there will be multiple people hired Recruit informs applicants that in order to receive full consideration by the committee they must complete by a specific review date Initial Review Date Open Until Filled 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 applications 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 re
40. al This information appears in the recruitment s search plan emm Se eg gg gg ee eee gf mg wen wegen ing ee eee a eee E Kennt Specialties and Benchmark Data KEN Poo Diversty Affirmative action goa The Diversity section includes 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 Recruit Pool Diversity This table enables search committees charged with ensuring a diverse applicant pool to better perform that task e When there are less than 5 responses to the first two rows the percentages are suppressed e Equity Advisors Diversity Analysts and Recruit Admins have access to personally identifiable gender 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 Equity Advisors The name s of the department and or school Equity Advisor that has been designated by a 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 Advertisements This section is for all documentation related to advertising Committee chairs
41. 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 n od aa a rs s a ko net rette Published on Jul 10 2015 by Xen Eldridge Unpublish Unpublish 28 UC Recruit User Manual 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 ad after approvals please contact affirmativeaction ucr edu 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 it is published the change will not be reflected in the PDF Your own department s business practices should dictate 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
42. anagement Position Name Assistant Professor Atmospheric Chemistry Department Chemistry Schools School of Physical Seiences ToO access your application log on within 72 hours by using the rollowing linke Kater tco log in 69 UC Recruit User Manual This will direct you to a page displaying your ApplicantID login name With an Opportunity CO choose a Contidential password Taie lank wall expire in 72 hours Analyst signature University of California XYZ 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 Sent to all applicants complete or incomplete lt A date to provide the document is provided Subject UC Recruit Optional Document Requested Dear applicant name You are being sent this email because you applied to the following position at the University of California Riverside Recruitment Professor of Lorem Ipsum Department EDEDED Please note that the hiring department has requested that you provide a new optional document Optional document title You have until Darte co previde this document Log ante your application here Link 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 bank to contact form Thank you for your interest in th
43. andidates 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 d 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 For senate searches provide verification of ad publication and payment in a national professional journal online or in print 5 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 6 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 7 Actual Search and recruitment efforts You will be prompted to enter this information and the report cant be generated until this is done 8 Applicant Disposition Reasons Disposition reasons comments for all unqualified applicants and reasons amp comments for all qualified applicants who did not move further in the hiring process are included in the report Creating Search
44. 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 vouve made will be evident 56 UC Recruit User Manual 4 Use the Notify Approvers button on the approval screen if you want to send an email about the change that previous approvers should know about tA Notify Approvers Existing Report 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 wil become a current report and will be live updating The report siready submitted for approval 2 2 as the Search Report will be updated this will continue the existing round of approvals wah the updated report All comments and approvals wii remain ge Approvers will pow download Mhe new report A comment will be added in your na
45. ations Meats Deca Net Meet Unknown Shortisted No Hidden No Finalized Yes ke DAMES nal No visit or seminar scheduled yet Scnedule A yisiteernvriar SS Manage applicant Optionally schedule the candidate s visit seminar in Recruit 2 Inthe 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 fitie job were Summary Meet and greet Chair and otters Gio Sed ut perspiciatis unde cemis iste 4 NAON error ait voluptatem accussnt ius aper Lag ecaqee ipsa quae ab file Inventore veritatis st gaan architecte beatoe vitae dicta sunt explicabo tem onia Lpaap voluptatem quia voluptes sit Main evert date Aer 50 2013 La 3 Schedule any associated events that may occur during the visit seminar and click Save amp Done Schedwie Visit or Seminar 4 Walen e ger ver e eecwgeifech STT vr vis pee Peeve a Ach z EN Dr hei ena 3 i E d D 2s H Am E e Tuesday April 30th 2013 100m Litem Meeting wth Hiter Dem TED Ede famose A ttam 120 Hissrig Omot Univeraty Hits Ele Bano ADi a now orare Pyet Onee Srart L 0 2042 Ord Agr 30 2013 Location U Cie Add Evert 4 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 48 seen Age e ig Te of
46. ave read not write access Kn eng geg wg Deen egen tegen ee D a E e E gege eg eem gn ee E eben Age en ee bt DER f ie wem Selection Criteria SST TF KenmectedssineS Strong record of publications in computational neuroscience Strong record of extramural funding Aversa Ian ores DI es PLAN git Selection Plan COS The committee chait and committee members orovides a list of their top 10 candidates The committee meets and decides on a consensus Est of 15 candidates for further review ina subsequent meeting the top 5 candidates are identified by each mittee committee member The consensus top 5 are then selected for interview 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 in priority order 2 Selection plan Document how the search committee will evaluate the applicants and select the shortlist and finalist Phone interviews in person interviews etc Committee This section is where analysts assign committee roles on a recruitment by recruitment basis so when the members log into Recruit they will have the proper access to recruitments and applicants Any committee member and approver named in the search plan can view this section but only analysts may add edit members Committee permissions The designation between Core members and Additional members helps to satisf
47. been scheduled so your application 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 bank to Contact form Thank you for your interest in the University of California Riverside UC Recruit Team University Of California XYZ 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 Includes any modification dates If IRD recruitment includes warning that modifying after a certain date could disqualify them from consideration Includes a reminder to take the diversity survey if the system detects it has not been taken Subject UC 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 successtully suomiccing your application 67 Position Name Adolescent Psychology Assistant Professor Department Psychology amp Social Behavior school School of Social Heology Username Applicant s username Status Submitted Login Link Link to applicant logini You May continue to modify your application until Date After Date no further updates ar
48. ch Information Search breadth Open search explanation Is this an open general search or a targeted specialized search Initial search Newly Allocated 2 allocation Is this position newly allocated or is it being re listed from a previous academic year e Optional Information Link Provide the URL if this recruitment is advertised on your school or department jobs website and Recruit will display the link to applicants when they apply 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 Open Closed Final Recruitments vs Pool Recruitments 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 one time searches that will complete when the vacant spot is successfully filled Mar 16 2024 ken CS UC Recruit User Manual Key features of Open Closed Final o The Open date is when applicants can begin applying Open dates remain 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 rem
49. d 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 on a per applicant basis At UCR AP Recruit does not provide a way to rank candidates from within the system Reviewers can add applicant ranking to the reviewer COMMENTS or FLAG field Please contact your College School Organization AP Recruit Subject Matter Expert SME regarding your organization s process for entering ranking candidates 66 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 UC Recruit Application Started Dear applicant name Thank you for starting an application for Recruitment name at the University of California XYZ To ensure full consideration please complete your application by review date Your username username Login links Link to applicant logini Recruitment Name recruitment name Department department name School school name gt Note that at this time no additional review dates have
50. e Family Reason Spousal Partner Career Opportunity Cost of Living Salary amp Benefits Professional Support Other I H I H H H A e Select a reason why the selected candidate withdrew 42 UC Recruit User Manual Offer Proposals When updating to Proposed Candidate and beyond click Enter proposed offer information Changes to Make Status change Current status gt New 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 Lei 1100 PROF AY Department Department of Et Quibusdam A Departments Department of AH 50 3 M Department D 50 EK Discipline field carbon dating Discipline field j scipline field SS Sample discipline yey EE Starting salary gt 123 456 00 Step h P f3 step E Anticipated start Aug 31 201 date Anticipated start mar 31 zm The offer information is editable from the applicant
51. e Associate Professor of Chemistry JPFO0123 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 click here lank to change notificacions Approver s notification Updated Reports Approvers who have previously approved a diversity or search report are sent an email if the report has been updated The notification is an FYI and not a request for a re approval 72 UC 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 aporoved 9 3 2014 at 12 27pm The reason for the update is because we hadn t marked the disposition reasons for the ungualified 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 Link to change notifications Notifications Sent to Ana
52. e please consider providing this letter electronically by using the rollowing informatLon Easy Login Link Link to direct upload after reading Confidentiality Statement lt the masy Login Link wasn t working cry logging in with the ollowiung iantormation URL link to Recruit s reference login page Email the reference s email Token unigue 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 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 At your convenience please consider submitting a letter of reference using the information above Thank you for your time University of California X z 2 Request a letter of recommendation from the reference department initiated Asks the reference to log in and submit a letter This ability is only available if the r
53. e Applicant List Column Sorting Click directly on most column headers to sort the applicant 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 1 Click the button at the top of the list of names Change Columns Change Columns 2 Check the boxes to determine what to display on your screen Then Save Columns Select cobumns to dispiay Uelen Maufirereteret Dalis Mewar y d E A Te La STAT 7 lhicte d Daane DAT W I er Loretta 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 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 Orforasimpler 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 33 UC Recruit User Manual 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 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 th
54. e University of California Riverside Analyst signature University or Calirornila XYZ 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 Riverside s Recruit system Please visit the following link in order to complete this task Link to reset confirm password Note that this link will expire within 72 hours of your reset request Thank you for using Recruit Link to Recruit apply page 70 UC Recruit User Manual Notifications Sent to References 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 UC Recruit 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 XYZ 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 of Social Heology UC Riverside At your convenienc
55. e allowed If you have any questions about your online application or the process please contact us Link Eo cContace form UC Recruit Team University Of California XYZ 3 Thank you for completing your application and survey reminder Sent to all completed applicants who have not taken the survey Subject UC Recruit 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 COME rachor Link to Diversity Survey Position Name Associate Professor Biochemistry Department Biochemistry School School of Biological Scevences Username applicant s username Status Submitted Login links Link to applicant logini You may continue to 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 to Contact form UC Recruit Team University of California Riverside Sent 4 5 days before the recruitment s edit deadline a final date or review date UC Recruit User Manual 68 UC Recruit User Manual 4 Deadline approaching completion reminder Sent to all incomplete applicants 3 days before the recruitment s edit deadline a final date or review date Subject UC Recruit Application Completion Deadline Approaching Dear appl
56. e default state 2 If you click away from this screen your filters will persist 3 Committee reviewers do not have the Hidden filter yee Show Set a filter to show applications that have been hidden from the committee M Hidden 0 e Check the box and click the Filter button at the bottom of the panel Status gf Complete Status This filter allows you to pick and choose which applicants to display based on the applicants various statuses W Serious consideration e Make your selection Selected candidate e Click the Filter button at the bottom of the panel Review Window 1 June 12th 2013 July 6th 2013 z August 6th 2013 Final date 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 Reviewers see only completed applicants Dates b Last Updated P Applied On P Completed Date Dates e Choose Last Updated Applied On or Completed Date e Choose 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 Filter Reset NOTE The following actions will trigger the time da
57. e position At UCR It is not necessary to assign reasons to unqualified applicants Put a check in the boxes beside the applicant names that you want to mark disposition reasons for 40 UC Recruit User Manual 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 Reasons and comments are saved automatically Click Done to return to the respective applicant pool sreg Tweet gt Meets betr quatfestiors Appiikant Mecas Dngestzr Beggen 3 Comment DD A Doned nre wfo 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 applicants reasons one by one Assign Disposition Reasons App ca malted e Meets basic qualifications Let HOPUR retten Aa selected oarn d art tefected relics vibe A
58. e recruitment is posted to HERC org InsideHigherEd com etc The Description locks after the search plan is approved keeping the analyst from changing the public face of the recruitment while still allowing admins to make updates if needed When UC Recruit User Manual applicants apply to this recruitment this description will display For UCR See the PEVC and VPAP memo dated 3 20 15 for additional information that must be included in addition to the EEO tagline e Approved search area Optional editable field to document the area in which the FTE will be approved e g Medieval Studies 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 Academic year Refers to the academic year in which the search is conducted This field is not editable as it ties into reports Contact aprecruit ucr edu if you make the wrong selection e Salary control salary range and rank step These optional fields will help with tracking e Search Information o Choose whether this position advertised broadly or specifically targeted 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 E gn Dm engen Zeg vn E E A EE EE Click the Tool Tip for ot en en Dk na Sear
59. eed assistance d Make sure all roles are assigned names of people in those roles If not specify a person At UCR Mandatory approvers are pre assigned by the Administrators 5 Add any additional steps or alternate approvers if needed At UCR This may be assigned by the Recruit Analyst with the exception of OFSAA APO amp VPAP roles lf 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 prompt the approver who s taking too long warn the pending approvers about wat e coming their way or highlight a change that previous approvers might need to know about 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
60. een w gi AS Sete Legpegeted yass eee Rowe Get Rm n te zc gen Atert ug Rp etki tio fuagnmg Veo SS parton ne 2 EE VE information Ducuirerita A References Met ord greet Cee eet F mmen e eres amp Flags Cac peepee ole overs ete ratat STO H pf KASYA CIE ER fr maa St Bo Visit Sermonar eraan gee resch jeroane rest uf bere E Aran eer tan boon Teese re ge Apt Jon 200 bifetade fey Tuesday April 30th 2013 iether tices Sete ee eaters Oem gr Eitem 3 eee Ofte Urregmge m r Pine Free View bani Marange Ddi Uat Anana The completed visit seminar information UC Recruit User Manual 49 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 Typically Department analysts create diversity reports and submit them for approvals However central campus Diversity Analysts and campus Equity Advisors may also create shortlist reports for their own use The central campus Diversity Analyst also has the option to override the default dataset based on title code hiring type to create a report using different availability data 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
61. eference requirements are set to Contact only Department may re send at any time Subject UC Recruit 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 XYZ 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 71 UC Recruit User Manual which the source of confidential information is sought the University does its utmost to protect the identity of Such sources Thank you for your time Analyst signature University of Calirornia XYZ 3 Reference thank you Thanks the reference for providing a letter Ki Initiated by the reference s upload action Informs reference that the letter will become part of the applicant
62. en input incorrectly e The letter has not yet been requested e he applicant has revoked the request for a letter e he applicant has deleted the referee ind References g e K i Change Cotunns Downed geg CIW Q frre Seorcn Nelerence Ema Toker Applicant ma Token Stana Fuser Ermar ochenzie haag ne ipottomlez207arssaone 77o00so04T AR Vanao Bares JPFOO 160 Cep Lomer upfoaded Note Please do not distribute the tokens to references they are provided here for help troubleshooting reference login and upload issues If a reference needs their token ask the applicant to notify them again or upload the letter on behalf of the reference TT UC Recruit User Manual Find Approvals Administrators may browse and filter all approvals across all recruitments Note This tool brings Recruit admins to the Approvals screen also reachable via the top menu bar Proxy as User Assume the role of any user in Recruit Create Fake Recruitment This tool makes it easy to quickly create a published recruitment for training purposes It is only available on the training site The tool automatically assigns recruitment dates title codes specialties documents letter requirements as well as generating a list of applicants in various states of completion Recruit Administrator or Trainer access is required for this activity 1 Log into your campus Recruit training site The tool is not available on the live production site 2 W
63. ere listed on the campus recruitment planning form and have been added to the search committee in Recruit by the Analyst Gender and ethnicity for these individuals are derived from a central data feed e Recruit Administrator or Central AP Analyst access is required for this activity 1 Choose Core search committee composition 2 Choose the academic year from the drop down menu Applicant pool composition e Create a spreadsheet with the data required by UC s Office of the President consisting of applicant diversity information The report shows the total number of responses given for gender and ethnicity per recruitment e Recruit Administrator or Central AP Analyst access is required for this activity 1 Choose Applicant pool composition 2 Choose between Only meets basic qualifications applicants All applicants or Applicant pool shortlisted applicants 3 Choose the academic year from the drop down menu e Download a report of all hired applicants in a given academic year e Recruit Administrator or Diversity Analyst access is required for this activity 1 Choose Hired candidate composition 2 Choose the academic year from the drop down menu Recruitment and Retention Report Offers e Download a report of those applicants who have been offered positions in a given academic year and if they accepted or declined mapped to selected reasons Analysts generate the data in this report when they update an applicant s
64. esign approval workflows for search plans and reports based on best business processes The workflows will then be shown to analysts to ensure approval processes remain consistent and compliant 80 UC Recruit User Manual Click Create New Approval Workflow G Create New Approval Workflow Approval Permissions Give the workflow a descriptive name This name is shown to analysts before they create the approval submit section Name Search Plan and Advertisement Regular Ranks Faculty FTE Position Use the drop down selector and choose a context Search Plan Diversity Report Applicant Pool Diversity report Shortlist or Search Report Select All to have a catchall workflow when the other workflows you ve designed won t fit for whatever reason Context Search Plan Choose to apply this workflow to specific schools or choose All Schools to apply globally Schools Gei All schools Only in school For even more granularity choose condition based on Title Codes Title Codes Gei All title codes Only certain title codes Choose the recruitment type Only Senate Only non Senate or Both Senate and non Senate Recruitment Type Both Senate and non Senate Gei Only Senate Only non Senate Click the link on the right side of the screen Add step Add step and choose the role from the drop down selector When you uncheck the required box it makes a step optional HI bh step Role EH Km 9 Click
65. est Degree Current Fuiten Status Last U Oficis Dita Schong Ve vn Gm Odo School 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 Reviewers 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 Does 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 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 viable candidates for th
66. flow per college school unit 3 Otherwise click Yes submit for approval Are you sure you want to submit this plan for approval Arem approve wil be created fur tus pan Vung worthow NorSenate Plans ang Reports which Inine the fothowng neps Deparment Chay 2 Dewan L Deversty Offee F Aa h nar ect Workflow please CONLATT Sgr 4 The Plan Approval Request screen opens soproew route for Flan fer Colossus Lecturer of Able PFOOS35 Oort pan Wlewves cones EA NOt Appeovers v Approvers 0 3 required have approved MACH farses Detartzeent Char Pequired amp Specify person Dean Roguret Seely penon Diversity Office Reged Geveridotyn Kuhns Sek eguen Diece uci ehn A Aart anor m i Zar OAddueG Eeer ups gt Comments 9 20 UC Recruit User Manual Specify person Each step must have at least one specified person In some cases the system automatically assigns the person At UCR Mandatory approvers are pre assigned by the Administrators Contact aprecruit ucr edu if you need assistance For those steps not assigned 1 Click the link Specify person amp Specify person 2 Enter the person s email address or UCIneitID 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 an user
67. has applicants so new files must be optional Applicants will have until 1 5 2017 to provide new documents New Thing equired Optional L7 Add description Remove Notify applicants Do not notify L Add notification message View notification example 5 Click Add notification message To see a sample of the notification visit the Help Docs by clicking the link View notification example 6 Compose your message in the box provided and click the button Notify applicants 7 Click Save Changes save changes 8 The newly added optional document cannot be edited changed after being added 9 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 32 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 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 th
68. hen prompted give your fake recruitment a name and choose a department Create Faxe Recruitment Recratment name This admin tool may be used when training Analysts to use Recruit Diversity Benchmark Availability Data Find complete numeric diversity benchmark data for the current year When analysts create a new recruitment they select one or more specialties and enter title codes This raw data is used in the Applicant Pool and Shortlist reports to display availability percentages that most closely match the specialty and title Manage Front Page News Use this tool to write edit publish and archive news items on the Home page that users will see after they log in These posts are visible to all users except applicants and references Post training dates planned downtimes holiday support notices application enhancements special instructions or other announcements 78 UC Recruit User Manual Front Page News Manager i Active News Subject Publ shedt Dote Caren Crestor Archived Nows Sec Publaned Cote Coreen Crestor This admin tool s interface shows current and archived news posts along with a Create New Item button Manage User Roles This tool manages Recruit users and their roles All faculty and employees including student employees will have access to Recruit because they are part of a nightly data feed but they do not have the ability to do or see anything in Recruit until they have been gi
69. icant name Thank you for starting an application for position at the University Of California XYZ To ensure full consideration please complete your application by pep 16 2013 Your username applicant s username bogin links bink co applicant Logini Recruitment Name XYZ Department Pediatrics School School of Medicine If you have any questions about your application or this recruitment please contact us Lenk toecContace form Thank you for your interest an the University of California Riverside UC Recruit Team University of California XIZ 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 UC Recruit 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 Riverside Position Name Assistant Professor Atmospheric Chemistry Department Chemistry School School of Physical Sciences Analyst signature University EE EE 6 Access your application Sent to applicants who were added by an analyst when the analyst activates the application to allow the applicant to log in Subject UC XYZ Recruit Access Your Application Dear applicant name The application that was created in your behalf is ready for your inspection and or m
70. lan ey asot PEINE Raes 7 jaena Poan maaan seng use MAITIE ee of rem Oya 61 UC Recruit User Manual How References Use 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 Recruit and upload a letter Uploading a letter of reference 1 References receive an email with the subject line UC Riverside 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 aprecruit ucr 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 Sa _ateaqgem Although a condidste may reqeeest n eee the contents of letters cf evabention im acconlanoe w h California lew and University policy your khentity wili be beld confidenew The material made woilable will exclude the letterhead the agnetere block anid matenal hebow the signoture tock Therefore material thet mindi whentely yom particoleriy usferitation shinni pour relationship ta the candidate ehoukd be placmt below the sxgnatere binek D
71. licamt joptional 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 acomment 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 22 UC Recruit User Manual Applicant Disposition Status Ey Application period Review date Disposition status ZS jul 2 2015 Sep 1 2075 Sep 1 2075 14 applicants are missing disposition reasons ide Meets bauc quaitication 7 oohloanrs are murssing reasor e Ps i pt ba j i A i f E Unknown qua hor Tust marked as Meet joes Not AM sic Qualticat ER jur PD Di ji e are no apphcants int reew Veit A L Veet ba ws if D d T pt vt t e dr H 4 Doe i ba f 7 Te t ed it j Disposition Reasons List 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
72. lows 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 Any committee member and approvers have read not write access to this section 1 Click Select the initial outcome of this search i ee ee Se G oo Lz bs west enen initial Search Outcome gt UH Leet tte tw H GE TET ae Va nitia Search Outcome Search Outcome 2 Make a selection Proposed candidate Failed no candidate or Canceled You may add notes about the outcome of the search nial Search Outcome Proposed cardigate fated oo candidate Canrceted 24 UC Recruit User Manual 3 If no candidates have been updated to a proposed status and Proposed candidate is selected Recruit will remind you to go to the applicant list and update the statuses 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 D recruitment S ae section and click ae link Submit eech approval 2 The 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 aprecruit ucr edu At UCR The Recruit Administrators will pre assign the approval work
73. lysts 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 Recruitment name Associate Professor of Chemistry JPF0O0693 Approval request for Search Plan To view this request please visit Link to approval screen EE SE Publish the recruitment so that applicants can Start applying Monitor incoming applications and mark each as meets basic qualifications or does not meet basic gualifications 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 Riverside AP Recruit To change how you are notified about approvals click here Link 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 otherwise known as the analyst in charge of the recruitment The date the reminder is sent and the wording of the message differs from campus to campus The following is the message se
74. mail 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 Treff Agere and bratx ttzesi a eee eh 6 Oia Americo Kautzer Dertetes Ma Neeser No freberd We STE A Mags Va Seems rat tetuan Tees HOSA PFET ATERT Teen aber PT ma Asme L is Dee turezargrtert Fer A bhta ere win 44 UC Recruit User Manual Documents 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 mm 3 Su a ae se e s 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 Recruit A description field is 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 applicants document from their application This action will be logged and time stamped Manage the References amp Letters Recall when your recr
75. me to note the change e An email will be sent to those who have already approved so that they can verity the change Please note the reason for the update f Lance 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 d 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 inactivate the recruitment This effectively hides 57 UC Recruit User Manual the entire recruitment applicant pool comments etc from all reviewers For security reasons this end of search task is especially critical 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 Recruitments Approvals Help 2 Click the link Make inactive 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
76. mic Recruitment Analysis Report Applicant Pool Academic Recruitment Analysis Report Shortlist JPFOOGT Colkesus Reseanher PF 00110 Facts Nopeehorcdert Guatusden Peoutiment 2011 2012 Mapt perveratest Fab 12 2014 af 3 12pm EAA EAE About This Recruitarent soss suis sicuru UUU one A mere ren e mm Set erste Arm Seine of Cvt i Darina of Latoromen Dosti Snoot egen Deen krpati i Tampa SOT 1000 003 Campan Geta 3040 Hanta Saam Gata op 2010 Lem gier HOO pre ex Avadani Gate Teeme SOE 1901 2005 Ganges ab 20717 reg Someces Geta 2071 Lae d as gn 1900 OOR ALA diisi Campus Jateeng 110 TECH Sr e Maer A 3052 28 9 013 gg 2083 fe 18 SC Search and Recruitment Ettorts to poe emer uang ir thang Wen a Soko chow gielem Applications Response Rate pr est eet ere we CC peace af ite pot fet Tha sunta Dermy Tater Wat Teten Tots Meeponee be e ER Z Cece De bow ven of Pe ton gema vente tO Ip scha mm rfai gen for fe const ge tre Mento if d WEE feat InOwded tA report re red wet bnew 100 0 Ot d n er mr ween H D 1000 AFFLICT ee J pIftprtnmnt Bare Sarees Toben Met Toten Totali Heaperese Arie ns ns mm meaa Diversity Benchmark Availability Data Deet re geet nae 1 oO 1 ps Ss t o A w s E e d all d ll ees zeg Tee Tan eg Tee e Frey Le teri Fb rm Ett Cer CR ere ey een a eme E Sty ee CL EIL ARTTEC TT AIR 7 eea Lrrneg atiferce ei e ax Tag b zi ren Ten a mme e SIE tss mm
77. mployment information highest degree information and account information is editable by the applicant using the Update buttons ERR ewes anre ampoeeen overs Sires Contact Information rors Oasa somewferedake edu 080 789 5574 Aip honduchsse wordpresa com 12734 Street Way Vida OA 2979A Current Employment Information Aftiiietion University VU ol Minn Tithe Assistant Professor Highest Degree Information highest Gogree Pho U of Miles 1995 Nol provicec Not rom Account Information Usemamne mondachase Chato Lrserg rg Password Aat dspayoc Charge pmaworg 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 Cover Letter Statement of Research Statement of Teaching ana f Additional uomaa Merwe Zirrggs tetera avin My References When Contact Information Only is required providing the reference s name amp information satisfies the requirement 60 UC Recruit User Manual 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 applicants have fulfilled the requirement for letters once they have requested them Applicants may re notify their references at any time even after the
78. n anp legal proceediemg of other etrerteen in which the summe of pimienta memati in sought the University does ite nimasi 10 protect the kbertity of auch zamuteea E My Colleague Save read end enderstand the corn dentiaity intormation sbove Accept amp Continue wo 4 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 Provide Letter of Reference 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 e A letter cannot be edited after submission Yiu ef not be eile to edit your letter after sctrrt ttat Sit you wii be afte to prewide ne Appbcarts can not ve your etter A Menut bot wel be feted al you horva sciderefind Letter is for Josephine Applicant apolying for My Test Position in Information amp Computer Science Deans Office Donald Bren School of Information and Computer Sciences Upload letter as POF Typs in Mette d gege but References can provide a replacement marken POP We 9 Laccepte e Applicants cannot view the letters in Recruit but will be notified that they have been nen Ak submitted la at e Recruit automatically sends a message end Geel thanking the Reference for their contribution Dear Search Comittee This email is editable by the Analy
79. n 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 Rebeca qj s 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 gt Ge Not shown to reviewers Manage Log Ch 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 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 36 UC Recruit User Manual Click Send Email when ready This action i
80. nk Paucek Rebeca o S e Ka E K 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 Comr Recommend for intervie Update status Meets Does Not Meet Unknown No Yes 3 Recruit suggests the next logical status New Status Interviewed se another 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 If a mistake has been made and you are unable to roll back contact a Recruit Administrator at the Academic Personnel Office to unlock the statuses Current Status Comofete New Status ver Serious conpderstion Recommend far interwew Choices will ime viewed di rer Proposed candidote Gepaniing meas tiled Offered an IL cur on Accepted offer status of Declined offer rie Hred Linke ve uvedabiw only tc appican Withdrawn ecrull Actmiresirmtors Uodate Status Cancel more UN n a a at wot att A eg a gie ET ge wt ul t Mt lg at lu ett ag Lt eeng a en allt attente Tan een am Ap at sn Lanteren en If a status is changed from Proposed candidate to Withdrawn choose a reason from the list provided The same choice list appears when updating the status to Declined Decline reasons Select at least one reason Family Reason Child Care Elder Car
81. nt at UC Riverside 73 UC Recruit User Manual Subject UC Recruit Applicant Pool Report Needed Super Best Job JPF00673 Hello Analyst Name Super Best Job IPFO00G 3 hat ics final carce Since Feb 12thn 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 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 new approval Verify that the approvers listed are the ones you expect Click Yes submit for aporoyal Fill in the names of any approvers that need to be specified 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 Recruit s End Users 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
82. of Reference e References names and letters if letters are a requirement appear below the documents section e f the letter has been supplied it is viewable via any of the three methods mentioned above e If the applicant has requested the letter this will be indicated Letter requested but not yet uploaded e If the applicant has not yet requested a letter this will be indicated Letter of Reference not yet requested 5 Review Personal Note This feature is available to all reviewers and not viewable by other committee members Notes should be limited to those that are job related as they become part of the electronic record 6 Public Comments Comments are displayed to the rest of the search committee They should be limited to those that are job related as all comments become part of the electronic record e Comments are entered in the box provided and by clicking Add Comment e Owner s names and a time stamp appear to others below the comment e One comment is permitted per applicant You may return and add more text but it is still considered one comment e Owners may remove their comment by clicking Edit Comment and erasing it e There is no limit on the number of characters permitted in the comment field 7 Flags Flags are intended to be a unique set of labels applied to applicants to help categorize them Flags are entered in the box provide and by clicking Add Flag Owner s names will be displaye
83. ole and a finding a user 3 The name will be added in the appropriate section nee Se im in ee RL ee e n A re m m vi eS e Ee DE Care Commitee E Corenittce Derry Cori ctee irria i TE e Additional Access MHEDA 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 Search tor a parson Search taculty by department Selen Stew Save amp Gone 20 UC Recruit User Manual 2 Designate each person s role in the committee using the drop down selector Click Save amp Done when finished Search for a persom Search faculty by Geparimert Ouse Tree Leer Pereos Chair Editor Faculty Reviewer Additional Members Additional Chair Additional Editor Staff d Additional Reviewer No access To edit click Change role or Remove below the names OR click Manage existing members Manage existing members Documentation This section is for analysts chairs or editors to archive and retrieve various materials associated with the recruitment Accepted file types Files must be PDF TXT or images __ Search Plan Documents f b ai tile Comment Letters and Memos EBAREN REPORT File Appecant Commens in regards to candidate Documentatios g Offer better detailing terme of epseintment ire
84. om jam jm jem jim Io e ESET TNU La d ban e 71 E 7 e Ai ga ret rz Te ege g ma ER p z arr merem o rh E E eet ee 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 Diversity Reports Approvals Submit an APPLICANT POOL REPORT or SHORTLIST REPORT for review at different points of the search 52 UC Recruit User Manual 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 apor port will ist red for a new round g pi j w Applicant Poot Diversity All 3 There may be 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 At UCR there is a pre assigned approval workflow Contact aprecruit ucr edu if you n
85. ordinare SU Gece Quelfkstions Oon Mate eee Leg epee ep Per ef es Coenen Teeetey jeresery Deer Sinn About Documents fv Le zm vs ra S gem To ew EE Tuyru ES Geegete tender Sg A hadan hinn e S nex Reg Letters of Reference e Oepley to remm The Parts of the Application 1 Visit Seminar If a Visit Seminar has been scheduled by the analyst editor or chair the summary and schedule will appear prominently at the top of the review screen 2 About The applicant s employment degree and other personal information is found in this section 3 Documents This 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 65 UC Recruit User Manual G Viewer e Download link Click on the hyperlinked filename to download the document to your computer Note this method downloads potentially sensitive information to your machine Use with care 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 pages are placed in between each document with the title and any other information about the document if available Te Download PDF Bundle 4 Letters
86. ormation about the recruitment Recruitment name Professor Extraordinaire F Description Our department is conducting a search for an individual of international reputation working at the forefront of interdisciplinary awesomeness with a proven record of engagement and collaboration with other members of this discipline Responsibilities include a teaching load split between graduate and undergraduate courses regular administrative departmental duties oversight of the program and the ability to assume a leadership position within the area Qualifications PhD with two years of teaching experience and a strong commitment to undergraduate teaching graduate supervision and administrative service Displayed to applicants when viewing the details of this recruitment Approved search area Modern Contemporary Japanese Literature and Culture Area for which the FTE was approved e g Medieval Studies etc Department Department of Assumenda Libero Academic year 2014 2015 Cannot be changed after recruitment has been created Salary control 92120 e Recruitment name The recruitment name should match the ad e Description The description appears to applicants on the corresponding apply page Insert the full ad text Include the Equal Opportunity Affirmative Action Employer tag line EEO Include the UAL for Applicants that the system will auto assign This description text will also be used when th
87. ory ERNS Basic Qualifications Meets Unknown Does Not Meet 38 UC Recruit User Manual 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 Font ticity Saar Let veea KNOWN Personal Note Applicant Highest Degree Current Position Status levy Wilbers et esse Mies College Not complete EN oa Entire Pool ate lege ow ER Cer D t Staty t W Po meet All applicants will be found on the Blue tab Unknown applicants view As soon an applicant applies 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 Sem Vie tet ty feet Quasi tet tra Unknown Personal Note Applicant Highest Degree Cur reed Feit ior Statut Last Ups Applicants who have not yet been marked appear on the Orange tab To mark applicants as Qualified or Unqualified from the Unknown view Find a completed applicant only completed applicants qualifications can be judged Put a check in the em
88. osition requires its own Applicant ID 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 aprecruit ucr 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 CH My Raferences wf Divers As zi 4 Pd d D 8 Ap f e Recruitment Status E TS ET E Awaiting 1 letter of reference Accepting Od ations tO enlisting Ac athons and new applicants Lett ie recruiting Geoariment wih any questions SI Guy 10 Cube Changes is Sahaday Mar 1 2014 by 11 58pm Pacte Time New apgiicarts accepted unii Fetruary 15tn 2014 Laam monn about Miis Pogson Need Help Learn more about UC FreQuecty athe Quesgons Vill homepage Het documentano TodeyOUC mews Sepp CONME Deon Suppor VOL employ MeN sirma Want to apply for another position ha ang Mpina SCC KN ID tor go CR i yt tron ne onix Dr ter C fer ECUN OF Ke 09 UC Recruit User Manual My Information The applicant s contact information current e
89. ou have an activated UCR NetID log into to Recruit here https aprecruit ucr edu A link to Recruit is also available on UCR AP Recruit website http cnc ucr edu aprecruit All trainees will be using Recruit s training site at httos aprecruit ucr edu training UC Recruit User Manual 1 Click on UC Riverside Faculty amp Administrators 2 When prompted authenticate with your UCR NetID and password Welcome to Academic Personnel Recruit shor the Lirewersity of California Swerve mes ap Sue Yee The News amp Updates Page The Home page with news and updates is the same for all faculty and administrator roles LINTVERS 1Y ef ALTPORNIA RIVERSIDE Home Recent lt Applketons Admin Reports Hep felt Sone Lanali hond Hels UC Riverside AP Recruit News amp Updates Check out ne fu emma REQUIRED APRecruit in Person Training for all Staff amp Online Training for Search Committee Members Em eed hop Kaze Hermgtrbs AP Sect in Person Timing is RDQUIRED for wi Sial em fe yuen and mm renge AIRED Dr ai Search Omm mentees mr Comac WS APRA ut APRECRUT ONLINE TRAINING FOR SEARCH COMMITTEE MEMBERS All users know they are logged into 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 Recruit If you only see News A Updates you have no
90. p e 45 Manage the Applicants Comments e E 47 Schedule a Visit or Seminar cccccsccccseccccsecccsceccueecssueesseeecssueessaeeessueessueessaeessaeeesaeeesseeeesseeessneessnenenan 47 PAN SERED O e E E E AG 50 Applicant Geer ue Shortlist ln GE 50 The Applicant Pool Hepnort 50 TOOT US UIA CI OI eege 50 UC Recruit User Manual CH EGUNO TIC ee 50 RI Repons AD DIOV ANG iacaa standsdniian aan mandsdniag dean an dsamcian san ean dn aaa cada dada aan ean dsaa nae 52 aO ATO E 54 SC OD Ol raised iii ide iia iia aeda edid aa adat 54 Seden REDO enee 54 Search REDOM 2610 0 eee ane eee EEE eee eee ee eee 56 Live Updating Of Search Reports ccccscccsecccsseecnsusecsuseessusensusessseessusessaueessusessusessausessusessausesansesanes 56 Existing Report Saved Search Hepnortsl 57 Ai aioe ale ke igic pe Ea E 57 elen 57 TO Re activate a Hecruifrment 58 elei di EE 59 Segeler 59 HOW FRCS REM COS Use TREC EE 62 ROW AD DLOVElS TI E 63 How Committee Reviewers Use Recruit ccccccccscccceeceeeeeeeseeeeseeceseeeeeseucessaeeeseeeeteaeeesaeeeseesesseeeesees 64 APO IN ee 64 APPEND E sirine a E E AAA A 67 Notifications Sent to Applcante 67 Notifications Sent to Heterences 71 Notifications Sent to een 72 NOUO Wie ET 73 Supporting Recruits End lleerg 74 tee to gt E OTE EEE ABCs see ap Seen EIE ss is oe ein eee T A Ses ae ie sesame ei one aaa ees ee ane eeey sere ee 77 Special Tools f r Recruit Administrator S esaurisce Aaa Eae a
91. pplicants 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 to document the qualifications required of an applicant and should be reiterated in all advertisements for the position Approvers and committee reviewers can view this section Analysts chairs and editors may add edit it Note These fields will no longer be editable after the Search Plan has been approved effectively restricting the ability to retroactively change the recruitment s goals to suit a particular candidate Lock icons appear to cue you and a rollover tool tip explains the lock For minor editing only the lock may be overridden by a Recruit Administrator 18 UC Recruit User Manual n gg DE a ge en D nen Den fl D ff fen ha ggf un nen ett DEE T a a ee en ee D gt Details Basic Qualifications FESS edit Diversity Must possess Ph D at time of application Record of publications in computational neuroscience Advertisements Gier re AA D AR EPA Additional Qualifications CH PLAN Edit Qualifications Record of extramural funding Selection Process Preferred Qualifications FEI Add Committee Selection Process This section is for analysts chairs or editors to document the job related criteria and the committee s plan for the selection of candidates Approvers and reviewers h
92. provers button tA Notify Approvers 2 Type the message and choose whom to send it to Notify Approvers EE os 3 Click Send Email EI UC Recruit User Manual Monitor Approvals In Progress Use the top menu Approvals link to monitor approvals in progress ee Be Pr Logat Name Testing a Basie ze 14 Ze Chai lan 15 20 lan 15 20 44 Ghd Faja 5 20 TT Oo Kit tree a eT vi tie Silice eg Seerch Pen Rese Recruttrnent notterg tancy Row 7 PPS 4 her 1s 701 im rni Semel SELIG at ww Chai i Dean tea wiht n Apd werd ATe gt OE Fl Dime o Seerch Pen OCF Recrwttrreertt Ter Emeis PPD 05 RF v Chee ZZ Semel Se ESS Publish the Approved Plan 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 CeCe eee All approvers have approved Publish now 2 Confirm that you would like to publish the recruitment Really publish Don t forget to publish Unpublished recruitments mean that the recruitment will This wal convent this plan into a recruitment languish and you won t receive any o The search committee will see the recruitment immeckatety applicants e Applicants can apely to the recruitment enmedtately 25 amp opened of jul 28 2014 ves pm To Unpublish a Recruitment This flexibility built into Recruit allows
93. pty box in the applicant s row 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 a 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 9 pied Les sen Eer Qua coer Daso er Geese te E kk e te Fersenel Notes Aopricant Highest Degree Curvertt Poetien Status Last Status Applicants marked Meets appear on the Green tab 39 UC Recruit User Manual To move an applicant back to Unknown or to mark them as Unqualified 1 Put a 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 Praca t Py er Que Pascana Drpeman Yesurn LA i g Personai Nate Apizin art Higt
94. rch Plan 14 RE 14 Ee 15 AVO CICS ee 16 CQ CBU OS EE 18 Ee eer 19 COT Hee 19 Doc MenNaUON eaten see rt ee sce nr iene rt Pane Nes PA ages ee hen 21 Ree eg OA ONS ersis tania tiiiasiesas ans adie anu E E A E anes aden eens 22 ACI OU OTO aac sec ects ascension pen ae pee ees oes ene eee ene eee eee eee eee eee 24 Search Plan Approvals ccccccescccsececeececeeeeececeeeeeeeseeeeseeeeeseeeeseeeessaeeeseueesseeeseeessneeeseeeessneesseeeesaees 25 SUDIMIE TAC Plan Tor ADDI OV TEE 25 Monitor Approvals In FIOQICSS EE 28 PUDISA He PAOLO CO Plai DEE 28 POPPOO TARE TU O A A E E E E A A 28 EHNE RCM E 29 Edin aN FAV OV CO rat artes ice tee eters sE ENEE tne RESES S EEE ENERE ee ester EEEE EE ERESSE SERES EEEE 29 Editing a Published Rue 29 PCA EO I E 29 Editing Department Names Cross listing Hecruutments 30 Editing Submission Dates Changing the Recruitment Submission Type ccseccsseeeesesersnsesenenenes 31 Editing Documents Requirements after applicants have oppe 31 Part 2 Applicant Pools and Individual Applicants cccccceseseeeeeeseesseeeeeenseeeeeeeaeeeneenens 33 HOOIS 70 WSS Wii Me FONG AE E 33 Email the Applicants E 36 Manually Add an Applicant E 37 BaSe e Ier de EE 38 PISDOSMION ROASONS srera araa aE EE REE E AEE RAE 40 Statuses and SOM SUNG EE 41 Erao e Ea EE EEEE EE 42 Oller Propos E 43 Manage the Applications nnn nn nn nnnni 43 OVE N E 44 O E E EEE E EEE E EEE E EE EE poees dence ere seco 44 Documents am
95. rtearta p vU A Reference Thank You Email Thak yoo For 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 12 UC Recruit User Manual eg ee Seet Thee you fer ed como iter for Aceecert rere fer Coed maaori st UC wm Ter eau Sor suoretieng a letter of onorate Dan Ter eter if wm geg eg rn Te kr amre ta ihe ty gc comer tee Edit Basic Recruitment Information te the position r e TS Find and View Recruitments 1 Click the Recruitments in the top menu bar Home Recruitments Approvals Help Viewing Rights to the Recruitments e Department analysts see all recruitments created under their department name e School analysts see all recruitments created in every department within their school e Committee Chairs and Editors see all recruitments they have been given access to e Committee Reviewers see all published 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 PFOO594 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 Qr Name JP Salary control etc Search Change Columns Add or reduce the information about
96. s Approvals Admin Reports Help Reports are grouped by those required by UCOP and the Applicant amp Diversity Reports UCOP Reports li UCOP Raportis 3 Apoicant Diversity Ooarvoad Data Report Type Faculty Search Report Recruitment Geecription LU Core search committee composition Appileact pool composition Only meets basic qualifications applicants All applicants Shortiisted applicants anpicants with Pe stetus of Wivited for itterview oF later Hired applicants anpecant wih fe stetus of hired Recruitment amp Retention Report O Offers offer dat including tessons why offers were dectned Options Academic year 2011 2014 3 Gre Aeport Fyrst All administrative reports available Choices depend on your particular admin role 83 UC Recruit User Manual Faculty Search Report Recruitment descriptions e This report shows information on all recruitments in a given academic year such as position name department name initial search allocation search breadth title codes etc e Recruit Administrator or Central AP Analyst access is required for this activity 1 Choose Recruitment descriptions 2 Choose the academic year from the drop down menu 3 Choose Regular Rank Non Regular Rank or All Rank from the drop down menu Core search committee composition e Download a report containing diversity data on unnamed core search committee members Core members are those individuals who w
97. s 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 7 Inthe 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 1 2 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 Locate the recruitment s list of applicants 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 Add applicant 3 Fill in the form Applicant s contact information degree information current employment etc Contact ifor mation Tee rere Lan rama Degree Information segnes rier Mabry edcrene wette en Dee atiggeet Current Employment information aPawtoct stnerety AA iU E n ce wf Fre mt elle le ee et a b gr 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 B Application is in the system x Notify applicant that application is in the
98. s information section Applicant Status G can Documents amp Proposed candidate References Proposed Offer Information Egi Tithe code 1100 PROF AY Comments amp Flags Visit Seminar Department Mathematics 100 Discipine Twid Shiny Things Starting selary 105 000 00 Titie step 3 nticioated start Gate enee le Ee e ge d 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 43 UC Recruit User Manual Overview Click Manage beneath an applicant s name and the application s Overview screen opens Apapo d r od tes Prgerezn d Fee wg frt Dategertt na Logan Deny ments sphaa Doownerts References ae LAE e tehete Ars 8 Lommemns A Flags Loemil VIAL Smia ttire of Rebetenee me Lag tr corte nore 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 AT UCR The Flag field may be used to rank candidates Information View or update the applicant s address e
99. s 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 At UCR This may be assigned by the Recruit Analyst with the exception of OFSAA APO amp VPAP roles 1 Click the link Add alternate approver amp Add alternate approver 2 Enter the person s email address or UCIneitID into the box 3 Click Add Augment steps with additional steps ex we also need the Principal Investigator s vote At UCR Diversity Office and APO roles cannot be modified Contact aprecruit ucr edu if you need assistance 1 Click the link Add step Add step 2 Choose a role from the list and place into position within the workflow kesze a 3 Once added don t forget to specify a person for the new step amp Specify person Reorder Steps ex lets 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 26 UE Recruit User Manual 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 At UC
100. seveacaomment Approve Pin as Dears Angie gt Approvers 0 3 required have approved gt Comments 1 Download button opens a PDF of the plan or report Leave a comment button to leave a comment for the analyst and or other approvers At UCR Use this to send back a plan or report for corrections before approval w Comments 0 d Mars approval as reed Boe Approve button to approve the plan gt Approvers displays the identities of any other approvers named in the workflow The arrow indicates who is the next person in line to approve Roll over the icons with your mouse to see the approval date and time gt Comments expand the comments arrow to read comments left by others 63 SE Recruit User Manual How Committee Reviewers Use Recruit Committee reviewers log in using the UC Faculty amp Administrators link on the RECRUIT homepage Welcome to Academic Personnel Recruit AP ipuru tree of ihe Adank Dersgntel atas for the Uledeeralty of Laebicmka Becke References WC Riverside Faculty Acdmmatrators A Faculty Reviewer s Quick Guide is available for download in the sidebar on the Home page Need Help Quick Guides for e Approvers Faculty Reviewers sg Department Staff Check out the documentation or contact support Recruitments leads to all those which the reviewer has been assigned access Home Recruitments Approvals Help Reviewers may link to the approved search
101. st when they are configuring the recruitment for online applicant management The Reference provides a letter of recommendation 62 UC Recruit User Manual 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 UC Riverside 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 Or bypass the email and log into Recruit directly e Navigate to httos aprecruit ucr edu and click UC Riverside Faculty amp Administrators e Once eae in the Home screen will SE the link to any pending approvals e The link opens a personalized To Do approval dashboard filterable by the type of approval Click on the name of the recruitment to open the approval request screen Search Pian Your rove Dean Cardiovascular Professor Extraordinaire Depart mOD Subevrned for aporoww 7 Di by Kim Geroa Appi requested for a Pian for Cardiovascular Professar Extracrdinaire PF00557 OI Dawnjoac pian i
102. status e Recruit Administrator or Diversity Analyst access is required for this activity 1 Choose Offers 2 Choose the academic year from the drop down menu Applicant amp Diversity Download Data e Create a spreadsheet showing all diversity survey responses for a given academic year e The filter able report will show all applicants for a given recruitment including applied completed shortlisted and non shortlisted e As this report is so encompassing it possibly will not match the per position diversity report data 84 UC Recruit User Manual e Recruit Administrator or Diversity Analyst access is required for this activity 1 Click the Diversity Download Data tab on the Reports page Applicant amp Diversity Survey Data Pine Search Criteria 2 Filter by Academic Year by selecting from the dropdown menu 3 Click the plus signs to filter other criteria including job number open date close date final date and survey submission date 4 Click Download Data Note If you do not add any filters then all data will be downloaded This could take a while 85
103. sts administrators anc the online search committee will use tus address Department Mailing Address The mai ing Adress that apolicants and references may use Finally look over the information for accuracy and click the Save amp Done button 10 UC Recruit User Manual ame My Test Postion ei International Programs Universty Programs mr 2033 2014 von July 7th 2013 Januar 7m 2014 denuary 21st 2014 Saurth broecth Open search D Newly Allocated e 1234 RL Wttps staffing nr ucledu CSS External CSSPage Browselohs ASPir 4b no Title Codes amp Speciaities i 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 date SR dE Applicant M anagement I you re ready to input the required docenbnt mee iohacwation Chokes Se tor EE Seege gemeng DOA Otherwise to return to the Recruitment list choose Done for Now You can configure this position at a later date by using the Configura for Online Applicant Management link on the Recruitment tist No Done for Now Yes Configure for Orine Applicant Management Configure the Recruitment for Online Applications Its time to define the required and optional documents and references Mete
104. t been assigned any role and should contact aprecruit ucr edu for help Home Recruitments Approvals Help User Roles in Recruit 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 Recruit determines the tasks you can perform UC Recruit User Manual 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 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 They 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 see incomplete applications 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
105. taol Reference Requrenents FCT ve Leteers of recortrrertdatem Description re Da deparei x maag e warih br an natius of iter nano fepulahon wirking at the bett of intertiacipiinary emewuneren With a prosen read of engagement and collaboration weh other members of the 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 E rank ene iania T e VI E N LS urri SAT d dl al Lei t 7 Fi EST Applicants are making final edits Review current applicants Applicants can no longer make changes Review applicants EN This recruitment is inactive Make active Diversity Committee chairs editors reviewers and approvers can view this section and analysts can edit the section Chairs and editors can also edit the Equity Advisor Role field Note Look for icons that serve as indicators telling you whether the information is part of the Search Plan or Search Report Roll over the icon with your mouse to reveal the helper text as shown here 15 UC Recruit User Manu
106. te stamp change in the Last Updated column 7 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 Filtering the list of applicants 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 in their row 2 Then click the Read button in the row at the top of the list of names Read Read Unread 3 A green indicator will appear in the applicant s row ei 34 UC Recruit User Manual 4 lf an application is updated since you marked it as read an alert icon will cue you i d 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 caution 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 ro
107. ts taken to reach a broad and inclusive applicant pool This information is required to generate all of the recruitment s reports 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 Name of Description of uploaded file Comment nee Zo oi 17 UC Recruit User Manual HERC Categories Select a HERC category to ensure the best visibility for your job posting in HERC Higher Education Recruitment Consortium Ad Sources Simply list the various places where your recruitment will be advertised Ad source Hame Joumal of Engish Literature 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 proof 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 Ad source File must be a parf txt or image Choose Tue SL Advertisements proof pal Name of Description of uploaded file Comment Search Sources This hard coded list corresponds to the choices on the a
108. uitment 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 B Notifications Sent to References department initiated Send a letter request to references in cases 1 and 2 outlined above 1 First add the reference using the Add reference bution 2 Next click the link Send letter request References amp Letters amp Mai Colleague Add reference Letter not requested My Colleague Chair E No references provided View details Send letter request Upload letter Edit Delete 45 UC Recruit User Manual 3 The following email template opens All fields are editable LA LES SKIL View the details of any reference and edit this information This capability is possible in all 3 cases outlined above Reference Details Name Mai Colleague Emai
109. ven a role This tool enables you assign roles edit existing roles and remove user access Recruit Administrator or Recruit User Manager access is required for this activity The following example assigns the School Analyst role A School Analyst has all the access rights of the Department Analysts within his her school In the Manage User Roles admin tool 1 Click the button Add Role for User Add Role for User 2 Search for the person by name email or UCInetID 3 Select a user role from the drop down menu 4 Choose a resource type from the drop down menu Note Most of the time select either Department or School Committee roles will be assigned by the Analyst as part of the search Plan Choose Tool when assigning roles across the system 5 Click Save when finished 6 Type their name and click Find to confirm that the user is in the alphabetical listing Manage User Roles Locate users by their sign in name on the View by users tab Manage User Roles n Caw seen gt Q Mesvuarte Tee Ke nt Locate users by their roles Manage Users 19 UC Recruit User Manual NOTE TO OTHER CAMPUSES USING RECRUIT This tool is only available if Recruit is configured on your campus for local authentication Under Shibboleth Recruit expects to be fed user directory data so this tool would be unavailable in order to prevent overwriting data Manage User Accounts amp Creare User Accownt
110. view 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 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 UC Recruit User Manual Type a title code in the box Or type part 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 Tile codes 3618 ASSOC LIBRARIAN TEMP STATUS Non senate 3622 ASST LIBRARIAN TEMP STATUS Non senate Start typing a title code to
111. w at the top of the list of names 3 Committee reviewers will no longer see this applicant Visibility Hide WUnhide 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 m S be t e St p Check the Applicant s Log Check the time stamps of all the actions that have taken place on within an applicant s application eClick the Log link below an applicant s name Read the log and close it when you are finished Paucek Rebeca lt lt KA O D i d Log 39 UC Recruit User Manual Download the applicant s documents Obtain a PDF bundle of all an applicant s documents with one click Click the Download link found beneath their name Paucek Rebeca By ay o ze o Progress dots Roll over the color coded dots beneath a
112. y 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 19 UC Recruit User Manual e Core Committee Chairs will see all applicants regardless of whether the applications are complete or not and 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 At UCR The Core Editor is assigned to the AACO 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 Additional Chairs Additional Editors Additional 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 r

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