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Academic Personnel Recruit - Academic Affairs

1. The Recruitment Details To see the details about a particular recruitment and or update it follow the links using either the JP or Recruitment Details Fig 1 15 13 Super Best Job Recruitment Details Diversity Reports Search Committee Applications 9 JPF00173 Medical Co Director Transfusion Medicine Recruitment Details Diversity Reports Search Committee Applications 0 Figure 1 15 Reaching a recruitment s detail screen AP Recruit User Manual Department Submission Dates Actions Pathology amp Laboratory Medicine Open Jane Doe Analyst 7 31 2010 6 1 2014 janedoeanalyst uci edu Pathology amp Laboratory Medicine Final and Closed Make Inactive Marissa SAPLALA 4 23 2009 5 31 2009 msaplala uci edu Adolescent Psychology Assistant Professor Recruitment Details Diversity Reports Search Committee Edit Basic Recruitment Update Online Applicant Requirements About this search 2011 2012 Psychology amp Social Behavior 1100 PROFESSOR ACADEMIC YEAR 1200 ASSOCIATE PROFESSOR ACAD YR Tenured SOE American U S studies Anthropology Personality Psychology http www lib jobs Tracking amp Reporting JP00097 12345 7876 Open search Newly Allocated Ongoing Internal Analyst Notes No note has been created for this recruitment Search Sources Source 0 HERC Higher Education Recruitment Consortium Figure 1 16 The Recruitment Details screen provides a one stop shop
2. and have completed the survey These survey takers will be the only applicants in aggregated results making this report in compliance with the US Department of Labor e Any applicants marked as Unqualified or left Unknown will not be included in the resulting report e The number of shortlisted applicants if any also displays in the statistics region e For Basic only recruitments there is a fill in box available to type in the number of applications received outside of the system Click the button Create Report to generate the Diversity Report Fig 1 59 33 AP Recruit User Manual Create New Report Recruitment Properties For Basic recruitments those that have not been Sree eee Toara Saapa acre configured for online application management a field is Job JPF00160 E Seba are or viiahe tara provided for the Analyst to type in the number of Diversity data set Tenured SOE B applications received outside of Recruit Fig 1 60 Salary control 477372 Specialties Campus Algebra Applicant Pool Statistics applicants r2 cant Pool Statistics meets basic 16 does not meet basic 11 basic qualifications 0 unknown on shortlist 5 Figure 1 59 The Create New Report screen Figure 1 60 Fill in of applicants for survey only use of Recruit 6 Back on the Diversity Reports screen click the Download link to view the report Fig 1 56 above 7 This opens a
3. ny 2 cents Kim Gerrard kgerrard ucdi edu Add Comment Figure 1 45 Manage applicant Comments and Flags 29 AP Recruit User Manual Schedule a Visit or Seminar 1 Click the link Schedule a visit seminar link Fig 1 46 e In the form that follows add a title summary bio of the applicant and the main event date e Click Next Fig 1 47 2 Schedule any associated events that will occur during the visit seminar Fig 1 48 e Click Save amp Done Manage Applicant for Professor of Dream Job 1 JPF00508 Americo Kautzer Status Completed Update status Basic Qualifications Meets Does Not Meet Unknown Shortlisted No Hidden No Finalized Yes Schedule Visit or Seminar ra Whee ie es oe wake oe ge ein aoe Step 1 Information gt Step 2 Schedule Visit Seminar Information Title Job interview Summary Meet and greet Chair and others Tuesday April 30th 2013 10 00am 11 00am Meeting with History Dept TBD Edit Remove 2 00pm 3 00pm Housing Office University Hilis Edit Remove Add a new event jo Sed ut perspiciatis unde omnis iste ra Event Dinner natus error sit voluptatem accusantium a aperiam eaque ipsa quae ab illo Start Apr 30 2013 E3 7 00pm Inventore veritatis et quasi architecto End Apr 30 2013 E3 10 00pm beatae vitae dicta sunt explicabo Nemo Y speer enim ipsam voluptatem quia voluptas sit Location U Club Main event date Apr 30
4. Add Document namie Book List Opti nal des criptic This is a reading list you have used in your teaching Applicant email notification You can view a preview of the email in the help documentation Yes notify applicants Add custom text to email O No don t notify Final date for applicants to provide materials Applicants have until 12 31 2013 to provide this document Cancel Add Figure 1 18 Notifying the applicants about an additional optional document 5 After clicking the Add button the new optional document appears in the list of requirements Create and Manage the Search Committee The Department Analysts assigns committee roles on a recruitment by recruitment basis so when the members log into Recruit they will have access to review the applications 1 Asan Analyst click Recruitments in the top menu bar Home Recruitments Applications Help 16 AP Recruit User Manual 2 Find the recruitment and click the link Search Committee Fig 1 19 JP Name Department Submission Dates Actions JPFO0203 Super Best Job Pathology amp Laboratory Medicine Open Make Inactive Recruitment Details Diversity Reports earch Committee Applications 9 Jane Doe Analyst 7 31 2010 6 1 2014 a janedoeanalyst uci edu JPFO0173 Medical Co Director Transfusion Medicine Pathology amp Laboratory Medicine Final and Closed Make Inactive Recruitment Details Diversi
5. amp view diversity reports for a given department school or tool Central AP Analysts have access to download a CSV of applicant pool gender ethnicity data Diversity Analysts have viewing rights to completed applications for given recruitment department school or the entire campus They may also view and create diversity reports and can download a CSV of all diversity survey responses Trainer is a role that gives permission to create fake recruitments for use in the Recruit training site This timesaving Admin tool also creates a pool of fake applicants along with mock files that help to emulate the online application process Create the Basic Recruitment The Recruit Analyst begins by creating the Basic recruitment This data creates the Survey on Diversity an important component of Recruit 1 Click Recruitments in the top menu bar Home Recruitments OF cations Help Figure 1 3 The Analyst s menu bar Other users menu items may differ depending on their roles 2 Click the button Create New Recruitment F Create New Recruitment 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 multipl
6. ccccceseseeseceeeeseeseeeeseseeeesenseseees 10 Find and View a Recruitment asnnnnnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn 12 Other Methods for Finding Recruitments cc ceeccceceeeecceceeeeeceeeeeceeeaeeceeeseeeeeesseaeeeeseeaeeeesseseeessasaneeess 13 The Recruitment Details peusses n a ia ETa EE 13 Update a Be US iteana tard reenact ee 14 Specifying Additional Review Dates cccccccccccsssceecseseceeseeeeeeeseeeceeeseaeeesseeeessseeecesseeaeceesseeeeeeessaeeess 14 Adding an Optional DOCUIMMIC IM wexiascuserctstavexaaccasezanseccetansesnasdetouaysetagensiaataseupanansedateaSephancaqcoaeeeebiweseiagiaeiennet 15 Create and Manage the Search Committee cccssscccesseceneeceeseesceneeseeneesensessensessensesees 16 Roles for Committee Members ccccecccccseececeeececeeeceecenececeeeceseueceeeeueceeseeeeesaeeesseaeeessueceeseneeeetegeeetsnes 17 WeOtmING Vis Me neat LISI airite a EENEN AEREE Ra 18 TOOIS to Use with the Applicant LISTS sessista eener E EEEE AREER 19 Marking Applicants as Meets Basic QualifiCations ccccccccessseecceeceeeseeeceseeeeeeeeeeeseeeeeeesseaeaeeeeesseegeees 22 PAOD CANIS DOL eiren r E E E E EEEE E E ns 24 Man aly Add an Applicant ssscsrisnosonien onnan e aA ir i aiaia EOT Eaa 24 Manage an Application sssssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnnm 25 An Application s Overview aecredscaiecenigecece
7. Actions JPF00203 Super Best Job Pathology amp Laboratory Medicine Open Make Inactive Recruitment Details Applications 9 Jane Doe Analyst 7 31 2010 6 1 2014 janedoeanalyst uci edu Figure 1 57 The Manage Diversity Reports link 3 The Diversity Reports Screen opens Fig 1 58 If you have previously created reports they appear in a list with a time stamp response rate download link etc If the recruitment was not configured for online applicant management you ll be given a survey URL which you must provide to applicants who are applying outside of Recruit Recruitment Details Diversity Reports Search Committee View Applicants Create New Report Date Generated of Meets Basic applicants Response Rate o Mar 14 2012 21 17 21 81 0 Download 1 on shortlist when generated Mar 14 2012 21 17 21 81 0 Download 0 on shortlist when generated Mar 12 2012 16 16 16 100 0 Download 0 on shortlist when generated Diversity survey web address http recruit ap uci edu survey take 16 Send this address to your applicants Figure 1 58 The Diversity Reports screen after several reports have been created The survey URL is provided only for recruitments that haven t been configured for online applicants Create New Report 4 Click the button Create New Report 5 The Create New Report screen opens e The statistics region displays the number of applicants who have been marked as Meets Basic Qualifications
8. Address is the address where questions from applicants will be directed Fig 1 12 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 A for the default wording of this email sent to References 11 AP Recruit User Manual Help Email Address for Applicants Email kpersona uci edu From Email Address This name and email address is used when UC Irvine AP Recruit sends an email to References thanking them for their submitted letter Applicants when their application is manually created and or activated Applicants to ask them to complete the diversity survey when the applicant is manually finalized From Name Kimberly Persona From Email kpersona uci edu Reference Thank You Email Subject Thank you for your contribution Body Hello Thank you for submitting a letter of recommendation Your letter is now available on line for viewing by the faculty search committee Diasea raad tha lrtevarcitu af al ifarnia o ranfidantiali ew nal iow Figure 1 12 Contact information and reference template screen 4 Look over the information for accuracy Fig 1 13 and the
9. Faculty Additional Members lt m Additional Chair Additional Editor Staff Additional Reviewer No access Figure 1 21 Adding roles for committee members The Add Members button will open an extended search box Fig 1 22 Here you can search by name rather than by UC Davis Login ID Or add an entire department s faculty as reviewers as shown in Fig 1 23 Click Save amp Done when finished 17 Add Members to Search Committee Search committee for Super Best Job Search for a person Figure 1 22 Add members to the committee using the extended search in Name z Search or Browse people by department Select School x Select Department gt Select Person v Go AP Recruit User Manual Search committee for Assistant Professor of Civil Engineering Search for a person in Name l Search or Browse people by department ENGINEERING CML amp ENVIRONMENTAL ENGR Select Person l Go Name Tithe Department Role Department CIVIL amp ENVIRONMENTAL ENGR All Full Associate and Assistant No access Professors eS eee ee Ful Professor CIVIL amp ENVIRONMENTAL ENGR e Assooate CIVIL amp ENVIRONMENTAL ENGR aa pian Ss Professor Ector Facuty O e a G Full Professor CIVIL amp ENVIRONMENTAL ENGR KEVECWE Additional Members m m Agsooate CIVIL amp ENVIRONMENTAL ENGR Additional Chair Professor Additional Editor Staff Additonal Rewewer cw ne Ful Professor CIVIL amp ENVIRONMENTAL ENGR No ac
10. Figure 1 67 Change Columns Basic Qualifications APPlicant Basic Qualifications Unknown Meets Basic Qualifications Does Not Meet Basic Qualifications Status Completed Completed Application Withdrawn AP Recruit User Manual Or Kip Koch allene damorelabadie com Last Updated May 24 2012 11 38am May 24 2012 11 38am May 24 2012 11 38am Review the Applications Click the hyperlinked name of any applicant and their application will open Fig 1 68 Josephine Applicant Return to List of Applicants Recruitment My Test Position Information amp Computer Science Deans Office Donald Bren School of Information and Computer Sciences Last updated October 01 2012 11 53 AM Visit Seminar A visit seminar has been scheduled for this applicant Contact the analyst responsible for this recruitment with any questions about this visit seminar Marian Lvubomirov NEDELCHEV mnedelich uci edu Title Meet the Candidate Summary Lorem ipsum dolor sit amet consectetur adipisicing elit sed do eiusmod tempor Bio At vero eos et accusamus et iusto odio dignissimos ducimus qui blanditiis praesentium Date Thursday October 18th 2012 About this applicant Degree Yale 1980 PhD PhD Advisors Dr Smith Dr Jones Dissertation The Application of Computational Modeling to Data Visualization Current Employment Asst Prof Yale Email address josephine
11. PDF showing the aggregated results of the Survey on Diversity for this particular recruitment Fig 1 61 Academic Recruitment Analysis Report For Position JPF00160 Dignissimos Totam Saepe Recruitment Report Generated Mar 27 2013 at 1 25pm SHORT LIST COMPOSITION Decline to State POSITION DATA Job Number JPF00160 Salary Control 477372 Number Short List by Race Ethnicity Department Department of Totam Earum e h hH o ff ts Availability Data Tenured SOE 1990 2004 Campus data 2011 Health Sciences data 2011 500 250 250 oo 1000 00 va _ va_ Seofespondents 4 SE Set Law data 400 200 200 joos e00 00 oo 20 0 etitatatentit Title Codes 1100 PROFESSOR ACADEMIC YEAR Research Area Campus Algebra Recruitment May 24 2012 Jul 29 2012 period APPLICATIONS RESPONSE RATE Survey Taken Not Taken Total Response Rate Included in report Meets basic Not included in report Job JPF00160 Dignissimos Totam Saepe Recruitment Does not meet basic 100 0 Confidential This section contains gender ethnic data on short listed icants Do not share this page with the Unknown 100 0 recruitment committee reon o iii e aaaea SHORT LIST DIVERSITY BENCHMARK AVAILABILITY DATA Short List By Name Gender Ethnicity Status Minority Total Name 21 22 eew osw 12 esew POOL COMPOSITION Total Applicant Poo by Gender pee ree E a toner me State eooo CO CO je fe e Mino
12. Please refer to the UC Recruit Project Website at http sites uci edu ucrecruit for recent product updates that may not be included in this edition of the guide Using Recruit for All Academic Positions As of May 2012 RECRUIT accepts all Academic Title Codes for online applicant management This includes recruitments using Title Codes for Tenured Tenure track AND Other Academic Positions non tenured For a complete list of Title Codes log into RECRUIT and visit the Manage Recruitments tab in the online Help Docs UC Irvine s RECRUIT Development Team AP Recruit User Manual Table of Contents How To Use This Mantal arccsc EE ES 2 Using Recruit for All Academic PositionS 00nnnannnannnannnannnannnnnnnnnnnnnnnnrnnnrnnnnrnnrrnnrrnrrrnrrnnrrnnrrnnrrrenrrnrernne 2 What You Need to Know Before You Start cccssscccssseecesseesceseeeeeseeeeeneesenseesenseesensessensees A Operaing SY Sterns ANd NOW SONS os sthcces nanesie E E nace eceueneteceeeenee ee 4 FIOW TO LOTING ACC ION one E E E E E 4 The News amp Updates Paga crirssrieresisiceiioiniiisaE dines ace EEn E EEEak Dari TOEKEN EEN EE EENES 5 Roles and Assignment Of ROles cccccccsecceeeeeeeeeeeceeeeseeeeeeeeeeseeeseeeseeseeeeeeeseeesseeeseeeesseeessaeeessesenseeeens 5 Create the Basic Recruitment nnnunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn mnnn nnn 6 Configure the Recruitment for Online Applications c
13. Your question or comment will be sent to technical support or the administrator for the recruitment Note Please provide the recruitment department school information for faster assistance Am going to need references Figure 5 3 The Contact Us form to use with a question that is general The technical staff will receive this person is not logged in 56 AP Recruit User Manual Contact Us My name Joan Applicant My email joanapplicant kasprovw edu Recruitment MN Recruitment Test My Question Recruitment specific Technical Support General Question Cc Missing Recruitment gt If the recruitment you are looking for is not shown Contact the hiring department directly for assistance e Contact email and phone number is usually stated in the advertisement for the recruitment Reasons a recruitment may not be shown e itis possible that applications are being accepted in a different form other than through this website e The open application period may have lapsed Figure 5 4 Applicants who cannot locate a position on the Apply page are given instructions to contact the department for assistance Fig 5 5 shows the contact form when Applicants are logged into their application Contact Us Please see our Common Questions below for quick assistance From Reply To kgerrard gmail com I Need Help With V Application References for IRD Future General Question eq other positions UCI Te
14. 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 June 18th 2013 July 6th 2013 July 8th 2013 July 16th 2013 D Final date applicants Dates Y Last Updated Dates Between ey e Choose Last Updated Applied On or Completed Date 3 e Choose a date range On or before On or after On or Between e Choose a date gt Applied On e Click the Filter button at the bottom of the panel e Adjust the columns to see the results of the date filters gt Completed Date Filter Reset NOTE The following actions will trigger the time date stamp change in the Last Updated column 1 Any change made to the documents provided 2 Any change made to the references removal contact info changed etc 3 When a reference letter has been uploaded into the system 4 Any change made to an applicant s personal information 5 If you manually complete the applicant and if you revert back again Figure 1 28 Filtering the list of applicants Mark as Read This is a way to quickly put a checkmark next to applicants that have been reviewed The feature is available to Analysts Editors Chairs and Reviewers The checkmarks are private and unique to your view only 1 Locate the applicant in the list and put a check in the empty
15. archive news items on the Home page after login 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 Recruit Administrator access is required for this activity Front Page News Manager e Create News Item Active News Subject Published Date Content Creator We Cleaned House 2013 06 11 This Recruit training demo site has been recently refreshed and reset All recruitments that Kimberly Ann Gerrard Eda Archive What s New in Recruit 2013 06 10 For all the news on Recrult s updates and enhancements visit our blog at http sites uci edu ap Kimberly Ann Gerrard Eda Archive Archived News Subject Published Date Content Creator Testing 2013 08 09 testing Kimberly Ann Gerrard Eda Unarchive Figure 4 8 This admin tool s interface shows current and archived news posts along with a Create New Item button Create Fake Recruitment Fig 4 9 This tool makes it easy to quickly create a recruitment for training purposes Create as many fake recruitments as needed The timesaving tool automatically creates all necessary attributes 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 Recru
16. have any questions about your online application or the process please contac re Us Link EO Contack Gorn UG Daas AP Recruit feam 3 Thank you for completing your application and survey reminder Sent to all completed applicants who have not taken the survey Sent 4 5 days before the recruitment s edit deadline a final date or review date Subject UC Davis Recruit Application Confirmation and Survey Request Dear Fred Pryer We request that you complete the following survey by Date This survey helps UC meet our obligation as a federal contractor lank to Diversity Survey Position Name Associate Professor Plant Biology Department Plant Biology School College of Biological Sciences Username applicant s username Status Submitted Login links Link to applicant login You may Continue to mocity 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 Link to Contact form UC Davis AP Recruit Team Fi AP 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 Davis Recruit Application Completion Deadline Approaching Dear Al Applicant Thank you for starting an application for XYZ at the University of California Davis To ensure ful
17. have 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 If the list is over 100 be patient as the screen may take a moment or two to load because it does not paginate Full Professor Experimental Particle Physics Recruitment Details Diversity Reports Search Committee View Applicants Download This Data Download Names amp Addresses Change Columns Add applicant i Qualified Read Read Unread Basic Qualifications Meets Unknown Does Not Meet Unk Basi i nknown asic Personal Note Qualifications Applicant cd Unqualified B Add Basic Heller Jarred ad Qualifications 2 a yS re Entire Pool Unknown T OT T a a eS ee Oe eee ae O Figure 1 32 The entire pool view You may also mark Basic Qualification from this screen 1 Puta check in the empty box in the applicant s row You may select multiple applicants 2 Click Meets Unknown or Does Not Meet Basic Qualifications Meets Unknown Does Not Meet 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 23 AP Recruit User Manual Applicant Dots The
18. in several locations before and after applicants are logged in General and technical questions are sent automatically to ap recruit ucdavis edu All others are sent to the recruiting department The Applicant s Dashboard Once all requirements are fulfilled the application is completed and then becomes visible to the committee reviewers The applicant s various tabs turn blue and the Application Status on the Dashboard displays Submitted Fig 2 1 Recruit will send a confirmation email when the application is complete See Appendix A Application Status Submitted Recruitment Status Awaiting 1 letter of reference Accepting modifications to existing applications and new applicants Contact the recruiting department with any questions Last day to make changes is Saturday Mar 1 2014 by 11 59pm Pacific Time New applicants accepted until February 15th 2014 Learn more ut this ition Need Help Learn more about UCI Fr nti k ion UCI Homepage Help documentation Today UcCi news and events Contact position support UCI employment information Want to apply for another position You must create a new separate ApplicationID for each position you apply to 1 Logout from this position Click Browse other recruitments or log back in to see the list of open recruitments Locate the position to which you would like to apply and click the Apply to this position link Create a new account with a different user name fo
19. o Academic year Refers to the academic year in which the search is conducted This field is not editable as it ties into reports Contact Recruit support ap recruit ucdavis edu if you make the wrong selection o Salary control This optional field may help you with tracking o Application Submission Dates Choose between two types of recruitments explained below OPEN CLOSE FINAL Fig 1 5A Use this if your recruitment is opened for a limited time ON en a nn Nn Sf NAN PIN spre ge NIRA O A Ge NY O O Open Close Final 6 Open date jun 30 2013 Applicants cannot apply until this date Close date Mar 1 2014 EG Applicants cannot apply after this date Final date Mar 15 2014 ca The recruitment will no longer be available to applicants after this date Figure 1 5A Open date The date the recruitment opens This is when the recruitment is posted to applicants on Recruit s Apply page Close date The date that no new applications will be accepted Final Date The last date for existing applicants to modify their applications Match your close date if you don t want to use this optional grace period AP Recruit User Manual OPEN UNTIL FILLED IRD Fig 1 5B for collecting pools of applicants separated by review dates When applicants apply to an IRD recruitment they are made aware of the importance of completing their application before the review date in order to receive full consideration by the commit
20. 1 44 All fields are editable except the Confidentiality Statement The University of California confidentiality policy Send Letter Request To Mai Colleague lt maicolleague somecollege edu gt Subject Request for letter of reference for Adrian Applicant XYZ Recruitment Body Dear Mai Colleague You are invited to submit a letter of reference for Adrian Applicant for the position of XYZ Recruitment at the University of California Irvine Log in information Thank you for your time zee Analyst Dept Address university of California Irvine Confidentiality statement Send request Cancel Figure 1 44 Manage the Applicant s Comments amp Flags Flags To flag an applicant type a descriptor Remember to click the button Add Flag Use the checkbox if you want to hide the flag for this applicant from reviewers Fig 1 45 Comments Committee reviewers may always read one another s comments about an applicant Comments should be written as considerately as words spoken in face to face meetings You may leave your own comment on the Manage Comments amp Flags screen Click Add Comment Fig 1 45 Manage Applicant for Professor of Dream Job 1 JPFOOS08 Americo Kautzer Status Applied Update status Basic Qualifications Unknown Meets Does Not Meet Shortlisted No Hidden No Finalized No Flags No flags have been defined Add fiag Qualified Show this flag to reviewers Add Flag Comments
21. 11 2012 O 2010 2011 Recruitment Type Do you want to display only recruitments that Si anneonin have been configured for online applicants or only basic C 2008 2009 recruitments By default both will be checked 2000 2001 Hiring Type Decide whether you display recruitments with Tenured title codes or those without By default both are checked Recruitment Type wv Online v Basic aes Other Filter for those recruitments with applicants vs those Tenured SOE without Or filter for all inactive recruitments M Other Academic Positions pa NOTE These filters will not persist If you go to another Hae Appears screen or log out these filters will reset to default Show Inactive Filter Reset Figure 1 14 The filter panel Other Methods for Finding Recruitments Use the toolbar at the top of the columns T o Change Columns Add or reduce the information about the recruitments Hint Click directly on the column headers to sort the list Search 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
22. 2013 Comment Your comment will be displayed to the rest of the search committee My 2 cents Kim Gerrard kgerrar uci edu Display to reviewers Add Flag Figure 1 35 Manage applicant The overview of an applicant s file 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 The Applicant s Personal Information View or update the applicant s address email username personal web site employment and degree information Fig 1 36 Manage Applicant for Professor of Dream Job 1 JPFO0508 Americo Kautzer Status Applied Update status Basic Qualifications Unknown Meets Does Not Mee Shortlisted No Hidden No Finalized No Applicant Status amp dit Applied Applicant Information Edit Contact Information Name Americo Kautzer Email address jalen ernser name Phone number Mailing address 881 Zoie Camp Wilmerhaven Texas 39179 4217 Web address Employment Information Current affiliation Laudantium School Current job tite Autem Culpa Degree Information Jegree name et numquam titution Ea College Jate of degree 2012 04 14 13 56 16 visor 1 Emmett Adams MD hD Advisor 2 Mrs Mckenna Gleason io
23. 2013 jE Add Event Figures 1 47 and 1 48 Adding the details to the visit seminar and scheduling associated events After saving you are returned to the main Visit Seminar screen Fig 1 49 This is where you find links to a flyer and a formatted itinerary that you may print and distribute Manage Applicant for Professor of Dream Job 1 JPFO0S0S8 Americo Kautzer Status Completed Update status Basic Qualifications Meets Does Not Meet Unknown Shortlisted No Hidden No Finalized Yes Information Edit Title Job Interview Summary Meet and greet Chair and others Bio Sed ut perspiciatis unde omnis iste natus error sit voluptatem accusantium aperiam eaque ipsa quae ab illo Inventore veritatis et quasi architecto beatae vitae dicta sunt explicabo Nemo enim ipsam voluptatem quia voluptas Visit Seminar sit aspernatur aut odit aut fugit sed quia consequuntur magni dolores eos qui ratione voluptatem sequi nesciunt Neque porro quisquam est qui dolorem ipsum quia dolor sit amet consectetur adipisci velit sed quia non numquam elus modi tempora incidunt ut labore et dolore magnam Main Event Time Tuesday April 30th 2013 mmen Schedule Edit Timeline Tuesday April 30th 2013 10 00am 11 00am Meeting with History Dept TBD 2 00pm 3 00pm Housing Office University Hills Printer Friendly Versions Links open in a new window e Flyer jtiner e Delete this entire visit seminar 3 Ecos Figure 1 49 The completed visit semi
24. Academic Personnel Recruit USER MANUAL Produced by UC Irvine s Office of Information Technology Revised October 2013 Revised by UC Davis s Office of Academic Affairs draft form Revised October 2013 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 creation application reference gathering reviewing by the search committee and finally selecting a hired candidate Reports are built in to the system providing for an easy way to create the reports that the University of California s Office of the President uses to ensure all campuses meet their requirements as equal opportunity employers Recruit also ensures the security and integrity of all applicant reference and related recruitment data AP Recruit User Manual How To Use This Manual The purpose of this manual is to document RECRUIT s functionality in order to aid Recruit Administrators and trainers to help other users of the system Permission is granted to copy distribute and or modify this document for your educational use
25. Biology biomedical sciences general Campus Cancer biology r click the x to remove a specialty Figure 1 6 Title codes and specialties page Title Codes Start typing a title code in the box You may also enter part of the code s name for example Prof and 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 Hiring Type This section is automatically filled in for you based on the Title Code s chosen Specialties The specialties are used when generating the diversity reports a core feature of Recruit All applicant pools must be compared against national averages which is associated via the specialties Start typing a specialty into the box Recruit will present you with a list to select from Add up to 5 specialties Click the x to remove a specialty Click the Next button Complete the Contacts amp Notes page Contact amp Notes Complete your contact name and email address Verify your department mailing address shown to applicants Include any internal notes you d like to keep regarding this recruitment for yourself or another administrator Fig 1 7 ecr Analysts administrators and the online search committee will use this address Suzanne M Doe smdoe uci edu Department Mailing Address The mailing address that applicants and references may use Criminology Law amp Society 271 Mult
26. OR Federal Figure 2 5 Applicant S Diversity Sunes screen Diversity Survey Academic Applicant Data Request Recrui nt My Test Position Recruitment My Test Position tei ts below are consistent with federal reporting requirements A aE OE a sah ceo i Pe i ea ae ce or for which you beleve most people would identify you Should you have questions about these categories please do not hesitate to contact ep it pores ert do Diversity 103 Multipurpose Science amp Technology Irvine CA 92697 1130 Phone 949 824 5594 Email ceod udi edu The information you provide will be kept confidential and will remain in the Office of qual 1 Gender O Male O Female O Dedine to state 2 Ethnicity iem 4 inah apas a of ation are st e Clo frica asian Paci ISLANDER ate AMERICAN INDIAN o or C ALASKAN NATIVE ving ongns OHISPANIC Mexican age Rican Cuban aaron countries who ore Spar WIP origin sent of culture shout O sif sccorang r their race and would not necessarily asuifies accord orang te rece Own oot ot Hispanic ot e origina How did you hear about the position O HERC Higher Education Recruitment Consortium O Inside Higher Education Website O Professional Journal Bulletin O Other O Dedine to state Submit survey Figure 2 6 The Diversity Survey displayed to the applicant 41 AP Recruit User Manual How References Use Recruit As part of the application process the Applica
27. applicant yahoo com Address 678 Dogwood Documents ment Viewer gt Curriculum Vitae Required Required for final consideration Cover Letter Required Statement of Research Required Misc Additional one more Required additional Letters of Reference 1 to 3 required Kim Chair Department kimgerrard yahoo com Figure 1 68 Reviewing an applicant s file Download PDF Bundle Private Notes This information will not be shown to the rest of the search committee O Raymond Christian Vadnais rvadnais uci edu Updated October 01 2012 03 26 PM Impressive documents but only one reference 7 E Display to reviewers Add Flag 37 AP Recruit User Manual 1 Visit Seminar e lf a Visit Seminar has been scheduled the summary and schedule will appear prominently in the middle section of the review screen 2 About this applicant left side e The applicant s employment degree and other information is found in this section 3 Documents center section e The center of the review screen contains the applicant s required or optional documents There are THREE methods to reviewing the documents Viewing Method 1 recommended Click the button Download PDF Bundle at the top right of the page This recommended method downloads a PDF bundle of all documents including watermarks that provide document types applicant s name and the name of person creating the PDF Inters
28. asirensnvadanenusuievonrnnsncennnitececseverteesabersuesteessvevtersteemnesteeuiees 42 Special Tools and Reports for Recruit ACMINS ccccccesseeceseesceneesceneesenneesenneeseneeesoaes 43 Admimistrativye MOONS tate rest asee tee daseecstazcuarcestoenasenaencccaasesanetecaetatessenndechenaneaasnaseweemseied pede eeeeorsaressneteceesas 43 AOM WAI HAC DOM i sciatic anes E a E EE E EEEE 47 aiee ae DA E E E E AE A E E A E tee ener es 50 Notifications Sent to Applicants csscccsceceecesceseceencosesceeceseseeccssencensceesesccceseenccceeeesscesseeeeseesereecccens 50 NOUMGCATIONS oent tO RET ENCCS snes inccodnsdncusiuniendiaciteesnetemetdsannciaanedheeamuieatedoardnntadinaseenanepweniacssboamduanevaes 54 SUPPONGO Fe CM NISC iS aae A N LE EEE E E EE N EEE 55 AP Recruit User Manual What You Need to Know Before You Start Operating Systems and Browsers UC Recruit supports the latest browsers for all modern operating systems We recommend that users stay as up to date as possible not just to ensure compatibility with UC Recruit but maintain a secure computing environment e Operating systems Microsoft Windows XP Vista 7 8 and Apple Mac OS X 10 6 Leopard Snow Leopard Lion Mountain Lion e Browsers Internet Explorer 7 recommend 9 0 Google Chrome Mozilla Firefox 10 recommend 14 0 Apple Safari 4 recommend 5 0 e Recruit has also been reported to work nicely on the Apple iPad using the Safari browse
29. because they are part of a nightly data feed but they do not have the ability to do anything in Recruit until they have been given a role Until they are assigned a role they may log in and see the News and Updates page but nothing more 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 Click the button Add Role for User Type in their login ID Select Recruit Analyst For resource type choose School Choose the School name and click Save When finished confirm that the user is in the alphabetical listing 1 2 3 4 9 6 Manage User Roles View by roles A c D E F G H I J K L M N 0 P Q R S T U v w X Y Z All Full Name UCinetiD Role Resource Type Bababeygy Simon R SBABABEY Other Professor Ophthalmology Department Eds Remove Pro xy abaian Kara M Figur 4 5a Locate users by their sig AB AIAN Professo r A Urology n in name on the View by users tab oth 44 AP Recruit User Manual Manage User Roles View by users C View by roles gt Central AP Analyst Diversity Analyst Equity Advisor Global Administrator Recruit Administrator Recruit Analyst No Reports Recruit U
30. box beside the name of the applicant 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 applicants row S Application modified since marked as read If an application was updated since you marked it as read an alert icon will cue you e Locate the applicant in the list e f modified since you marked it as read an alert icon will appear 20 AP Recruit User Manual Hide Unhide an applicant It is not possible to delete an applicant but any applicant may be hidden from the committee s view Only Analysts Chairs and Editors have this tool 1 Locate the applicant or applicants in the list and put a check in the empty box beside the name s 2 Then click the Hide button in the row at the top of the list of names 3 Committee reviewers will no longer see this applicant 4 Analysts Editors and Chairs may Hide and Unhide applicants Visibility Hide Unhide y Add Personal Note This is a way to jot yourself a note about an applicant application The feature is available to all users Your notes are private and unique to your view only 1 Click the link Add in the Personal Note column beside the applicant s name Personal Note Add 2 Notes may have up to 255 characters 3 Click Save 4 To read the entire note roll over it with the mouse 5 To edit the note roll over it with the mouse and click 6 Clic
31. ce for their contribution This email is editable by the Analyst when they are configuring the recruitment for online applicant management Figure 3 2 The Reference provides a letter of recommendation 42 AP Recruit User Manual Special Tools and Reports for Recruit Admins Administrative Tools 1 Click Admin in the top menu bar Home Recruitments Applications Admin Reports Help 2 The list of available administrative tools depends on your role access rights Fig 4 1 Q Find Applicant Browse and filter all appl Q Find Reference Browse and filter all referen Proxy as User g Manage User Roles r roles yy Manage Academic Unit Hierarchy Fal Manage Front Page News Create Fake Recruitment Figure 4 1 Menu shows administrative tools that are available depending on user s role Find Applicants Fig 4 2 This tool browses and filters all applicants listed in Recruit Recruit Administrator access is required for this activity Find Applicants Change Columns Q Zion Search Originated Applicant Analyst added wv Added by analyst Nam Nooba Physics Professor Okuneva Zion Filter Reset Manage wv Not added by analyst No lea champlin biz Figure 4 2 Find Applicants Find References Fig 4 3 Authorized Recruit support personnel who have been given access to this tool are able search through the Reference logs This information is used to assist References to determine if e the token
32. cess I Figure 1 23 An extended search allows for quick adds of all faculty within a department 4 Analysts may manage committee roles throughout the length of the search Click Change role or Remove next to the names OR click the button Manage Existing Members Fig 1 24 Add members Manage existing members Quick Add UCInetID as a Choose a role Add Name Email Title amp Department Chairs Garrick Max Carleton Change role Remove max garrick uci edu Office of Information Technology Unknown Editors Figure 1 24 Edit the search committee at any time Working With the Applicant List Analysts locate the applicant pool either on the Recruitments page or the Applications page Homa e cruitment iD 1 From the Applications page Click the link View Applicants The total numbers of applicants who have applied appear beside the link Fig 1 25 plications Help Jane Doe Analyst Social Science Feb 1 2010 List Applicants 9 janedoeanalyst uci edu Nov 30 2011 JPF00203 Super Best Job Global Administrator Figure 1 25 Locating the applicants from the main Applications tab 18 AP Recruit User Manual 2 From the Recruitments page Analysts Find the position and click the link Applications The total numbers of applicants who have applied appear in parenthesis beside the link Fig 1 26 JP Name Department Submission Dates Actions JPFO00203 Super Be
33. chnical Support eg upload problems e Your question or comment will be sent to Recruit support or the administrator for the position e A copy of this message and a reply if necessary will be sent to kgerrard gmail com Common Questions How do I request a letter of reference from one of my references Requesting a letter of reference is necessary only if a letter must be submitted Use the Request Letter of Reference link to senda request to one of your references If this link is not available the department will contact your references as appropriate NOTE Always check the footer of the email you receive The system provides time stamps and other helpful sender information for supporters to address the email 57
34. d they will manage most role assignments Committee Chairs Editors and Reviewers are assigned their roles on a recruitment by recruitment basis by the Department Analyst The role you are assigned in Recruit determines the tasks you can perform 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 create the recruitments for their Departments They build search committees view and manage all applicant files short list the candidates and create amp manage diversity reports School Analysts have the same access rights as the Department Analyst but on the School level Committee Chairs have slightly more access rights than the Committee Reviewers but not as much as an Analyst Chairs can review non completed applicants and may manage applicant files though this is generally left to the Analyst AP Recruit User Manual Committee Editors have the same access rights as Chairs Editors generally assist the Department Analyst in managing the applications Search Committee Reviewers have viewing rights to completed applications for a given recruitment and may comment on them and flag applicants Equity Advisors have access to view an application for a given recruitment department school or tool and can manage create
35. date close date final date and survey submission date 4 Click Download Data NOTE If you do not apply any filters then all data will be downloaded This could take a while 48 AP Recruit User Manual UCOP Reports Applicant amp Diversity Download Data gt Applicant amp Diversity Survey Data Filter Search Criteria Data to include Diversity survey responses All applicants Recruitment Academic Year Remove Add filter Recruitment Job Number Value Recruitment Open Date Range s Recruitment Close Date Range s Recruitment Final Date Range s Applicant Survey Submission Date Range Download Data Figure 4 11 Setting up criteria for the Diversity Survey Data report 49 AP Recruit User Manual Appendix A 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 for full consideration complete by date If IRD recruitment includes notation if application was submitted after the review date See sample below Ky o hesg KSA Subject UC Davis Recruit Application Started Dear Hilda Haythere Thank you for applying to the University of California Davis Position Name Assistant Professor in Photography Department ART Schools LEs HACS Username applicant s username Logi
36. e edit and delete user accounts when Recruit is configured for Local Auth Manage Academic Unit Hierarchy Fig 4 7 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 Recruit Administrator access is required for this activity Manage Academic Unit Hierarchy MN School AA Edt Departments Add e Wonder Department Exit A School of Aliquid BC AAA Departments Add e Department booya Edt e Department of Ex Commodi Et Figure 4 7 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 45 AP Recruit User Manual 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 Manage Front Page News Fig 4 8 Use this tool to write edit publish and
37. e 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 ss Get started by pressing the Next button Figure 1 4 The Basic Overview screen 4 Fill in the basic information about the recruitment Fig 1 5 AP Recruit User Manual Basic Information Recruitment name Professor of Dream Job Description our department is conducting a search for an academic with an emphasis on critical Hide Practices related to what we need in this position O we are seeking an individual of international reputation working at the forefront with a proven record of engagement and collaboration with members of this discipline Responsibilities include a teaching load split between qraduate and a Department Test Department SSS y Note if this is a cross listed position contact us before continuing Lad Academic year 2012 2013 Salary control 12345 Optional Figure 1 5 Fill in the form to create the basic recruitment Recruitment name Type in the name of the recruitment This should match your ad s Description This field accepts an unlimited amount of text and may include links When applicants apply to this recruitment this description will display o Department Select your department from the drop down menu
38. er is accepted o The rest of the committee WILL be able to read each other s comments Owner s names are displayed e Flag the applicant by typing in the My Flags box Multiple flags are permitted o By default committee members WILL be able to read one another s flags although the department Analyst can control this when the recruitment is set up 38 AP Recruit User Manual How Applicants Use Recruit 1 Applicants locate the recruitment on Recruit s apply page https recruit ucdavis edu apply 2 They create their ApplicantID unique username and password 3 They fill in their contact information highest degree information current employment information etc 4 They provide files and references 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 5 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 6 Applicants who have forgotten their passwords may change it on the apply page by clicking the link in the login box Forgot your password 7 Applicants may apply for multiple positions however each position requires its own Applicant D unique username and password 8 Contact Us links appear
39. ferences requirements were set to one of the following 1 None the applicant is not required to provide references 2 Only contact information the applicant is required to provide their reference s names etc 3 Letters of recommendation the applicant is required to provide references AND notify their references that a letter of recommendation is requested Department analysts chairs and editors have complete manage rights regarding references and the letters of recommendation per applicant You may Add Edit or Delete a reference You may Upload letters that arrive outside the system You may Send a letter request to references if the requirements are Contact Information Only or None See Appendix A Notifications Sent to References e Add a reference for an applicant using the Add reference button Fig1 38 This button appears in all 3 cases outlined above References amp Letters Add reference amp No references provided Figure 1 38 e View the details of any reference and edit this information Fig 1 39 This capability is possible in all 3 cases outlined above 2 AP Recruit User Manual Reference Details Name Mai Colleague Ermai maicolleague somecollege edu Affiliation Chair Phone number Mailing address 12345 Somewhere Blvd Chicago Il Done Edit reference Figure 1 39 e Delete a reference or a letter in any of the 3 cases outlined above A confirmation and warning will appea
40. for all the information about the position Update a Recruitment Specifying Additional Review Dates View Applicants kim gerrard kgerrard gmail com URL for applicants This URL can be used to link directly to the listing for your recruitment You can use this URL in job ads postings electronic mailings and links on other websites https recruit ap uci edu apply PFO1234 wr Dates Copy the unique URL and include it with your ads Be sure to include the JP February 2nd 2011 May 14th 2013 May 14th 2013 Requirements Documents Curriculum Vitae Required Your most recently updated C V Cover Letter Statement of Research Statement of Teaching References 1 to 2 letters required Reference letters viewable by only full professors Contact Information for Applicants kgerrard uci edu Kimberly Ann Gerrard lt kgerrard uci edu gt 2131 Brine Hall Social Sciences Road Open Until Filled IRD recruitments are for an ongoing recruitment that collects pools of applicants separated by review dates Learn how to create this type of recruitment in the above section Create the Basic Recruitment 14 AP Recruit User Manual Once the initial review date has lapsed it will be possible to add more review dates 1 Find the recruitment and click on the link Recruitment Details Click the button Edit Basic Recruitment Use this button to update the recruitment name dates title codes specialtie
41. forms reference that the letter will become part of the applicant s appointment file if an offer of employment is extended Subject UC Irvine Recruit Thank you for your contribution Dear Reference name Thank you for submitting a letter of recommendation Your letter is now available on line for viewing by the faculty search committee We would like to include your letter in the appointment file when an offer of employment is extended If you have any concerns about this please contact analyst s name and email Analyst signature University of California Irvine Supporting Recruit Users Recruit Administrators should expect inquiries with these subject lines originating from applicants references e Subject UC Recruit Question Technical e Subject UC Recruit Question General e Subject UC Recruit Reference Question General e Subject Recruit Contact Us Subject lines containing the name of the recruitment are copies and are intended for the hiring department t Recruit UC Irvine Recruit Applicant Question for Assistant Professor Ballet There are numerous locations where an applicant can find the Contact Us link The first point of contact is on the Apply page where anyone can send us email and direct their question accordingly Fig 5 1 Fig 5 2 Fig 5 3 Fig 5 4 Dd AP Recruit User Manual Contact Us My name Joan Applicant My email joanapplicant kasprovw edu Recrui
42. g 1 33 Add Applicant All fields are required Download This Data Download Names amp Addresses tte tae aa ee eal Contact Information Degree Information Email ansatt ammen a Date obtained 2007 Verify email jdoe44 gmail com Current Employment Information Affiliation or university Assistant Professor Figure 1 33 An analyst may add an applicant to the pool by filling out the form 1901 Beach Blvd Santa Monica Ca 54321 Mailing address Job title 3 Decide if you wish to notify the applicant that they have been added This optional action sends an email to the applicant that an application has been created on their behalf It does not send login instructions See Appendix A When an Analyst Adds the Application Notification 1 4 Click the button Add amp Manage Now 24 AP Recruit User Manual Application Information Date received November 5 vi 2011 3 Vv Notify applicant that application is in the system Add amp Manage Now Add amp Add Another Add amp Done Figure 1 33a Bottom section of the Add Applicant form 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 A When an Analyst Adds the Application Notification 2 Granting Access 1 At the top of the applicant s screen click the l
43. g review date In this case they will be informed that their application may or may not be considered Search Information Fig 1 5C e Choose whether this position advertised broadly or specifically targeted e Choose whether this recruitment is newly allocated or if it is being re listed from a previous academic year Search Information eo Click the Tool Tip for Search breadth Open search JO explanation Is this an open general search or a targeted specialized search Initial search Newly Allocated allocation Is this posit on newly allocCi e or c it he Figure 1 5C Optional Information Link Fig 1 5D 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 AP Recruit User Manual m 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 Figure 1 5D When satisfied with the information section click the Next button Fill in the Title Codes and Specialty Types Fig 1 6 Title Codes amp Specialties Place cursor in pve 1100 PROFESSOR ACADEMIC YEAR 1107 ACTING PROFESSOR ACADEMIC YR boxes and begin typing Click x to remove typing a title code to add more title codes or click the x to remove a title code Hiring type Tenured SOE eo x Campus Biochemistry Campus
44. has been input incorrectly e the letter has not yet been requested e the applicant has revoked the request for a letter e the applicant has deleted the referee 43 AP Recruit User Manual 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 Change Columns Download as CSV Q Ernser Search Reference Email Token Applicant JP Token Status Ruben Ernser mackenzie haag kuvalis net 1bcf1cb02207afg992db9 127cd6047281 Winston Burke JPF00160 Active Letter uploaded Figure 4 3 Find Applicants The References log excluding the tokens is available as a csv file to download 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 Proxy as User Fig 4 4 This tool assumes the role of any user listed in Recruit Recruit Administrator access is required for this activity Proxy as Proxy as User Cancel Figure 4 4 Proxy access Manage User Roles Fig 4 5a and Fig 4 5b This tool locates and manages Recruit users and their roles All faculty and employees including student employees will have access to Recruit
45. ic recruitment information click Yes Configure for Online Applicant Management in the confirmation box Fig 1 9 This Recruitment is eligible for Online Applicant Management If you re ready to input the required document and reference information choose Configure for Online Applicant Management below Otherwise to return to the Recruitment list choose Done for Now You can configure this position at a later date by using the Configure for Online Applicant Management link on the Recruitment list No Done for Now Yes Configure for Online Applicant Management Figure 1 9 The confirmation screen once the Basic recruitment has been created Read the Online Overview page and click the Next button 2 Define the required and optional documents as well as the number and type of requested references Fig 1 11 IMPORTANT After an applicant has applied to this position you cannot change reference requirements or required documents but you may add optional documents if you need to collect additional data from applicants See section below Update a Recruitment 10 AP Recruit User Manual Note After an applicant has applied to this position you cannot change reference requirements or required documents but you may add optional documents if you need to T collect additional data from applicants Documents AGG Reorder Document Optional Comment or Description Your most recently updated C V Cover Letter S
46. icant pool shortlisted applicants 3 Choose the academic year from the drop down menu Hired candidate composition 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 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 Diversity Download Data Report Fig 4 11 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 e Recruit Administrator or Diversity Analyst access is required for this activity 1 Click the Diversity Download Data tab on the Reports page 2 Filter by Academic Year by selecting from the dropdown menu 3 Click the plus signs to filter other criteria including job number open
47. icular admin role Faculty Search Reports 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 Core search committee composition e Download a report containing diversity data on unnamed core search committee members Core members are those individuals who were 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 47 AP Recruit User Manual 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 Appl
48. ink Activate now Notice Applicant cannot access this application until it is activated Activate now 2 On the applicant s information screen click the button Activate applicant access Fig 1 34 Manage Account Information Applicant Information Applicant Paper Joe Mail In Recruitment Assistant Professor of Dream Job ApplicantID Information Notified that No application was added Added on Nov 03 2011 at 5 55pm Received on Nov 03 2011 Activated No Activating access will send the applicant an email with instructions on how to log in and manage their application Np email will be sent to paperjoe somewhere edu Activate applicant access Figure 1 34 Notifying the applicant that an application has been submitted in their behalf sends the login information and Diversity Survey instructions Manage an Application Only Analysts Chairs and Editors have the Manage link below the name of each applicant The Analyst and or Editor roles usually do the tasks below An Application s Overview Click Manage beneath an applicant s name and you will see an overview of the application Fig 1 35 20 AP Recruit User Manual Manage Applicant for Professor of Dream Job 1 JPFO0S08 Americo Kautzer Shortlisted No Hidden No Finalized No Applicant Documents D i Curriculum Vitae Last updated Apr 16 2013 Your most recently updated C V Letters of Reference i Last updated Apr 16
49. ipurpose Bldg University of California Irvine 92697 2225 Internal Notes Any information you d like to be attached to this recruitment for other analysts in your department to use Figure 1 7 Contacts amp Notes page AP Recruit User Manual 9 Look over the information for accuracy Fig 1 8 and click the Save amp Done button at the bottom of the screen Information g Edit Recruitment name My Test Position Department International Programs University Programs Academic year 2013 2014 Recruitment dates July 7th 2013 January 7th 2014 January 21st 2014 Search breadth Open search Initial search allocation Newly Allocated Salary control number 1234 Job information URL https staffing2 hr uci edu CSS_External CSSPage_BrowseJobs ASP r44b no Title Codes amp Specialties lt Edit Figure 1 8 Review all information before saving Basic Recruitment Completed Although the Basic recruitment is completed applicants will not be able to see the position listed on RECRUIT S Apply page https recruit ucdavis edu apply until you configure it for online applicant management You may configure the recruitment at this point or else choose No Done for Now Fig 1 9 If you choose the latter you may resume configuring the recruitment later by locating it on the main Recruitments page reachable via the top menu bar Configure the Recruitment for Online Applications After entering the bas
50. it training site The tool is not available on the live production site 2 Inthe Create Fake Recruitment admin tool give your recruitment a name and choose a department 3 When finished with the training inactivate the fake recruitment Create Fake Recruitment Recruitment name Super Best Job Department Department booya More applicants How many optional Create Fake Recruitment Cancel Figure 4 9 This admin tool may be used when training Analysts to use Recruit A6 AP Recruit User Manual Administrative Reports Start with Reports in the top menu bar Home Recruitments Applications Admin Reports Help Reports are grouped by those required by UCOP and the Applicant amp Diversity Reports UCOP Reports UCOP Reports gt Applicant amp Diversity Download Data Report Type Faculty Search Report Recruitment descriptions Core search committee composition O Applicant pool composition Only meets basic qualifications applicants All applicants Shortlisted applicants applicants with the status of Invited for interview or later Hired applicants applicants with the status of Hired Recruitment amp Retention Report Offers offer data including reasons why offers were declined YS Options Academic year 2013 2014 1 Recruitment type Regular Rank Configure Report First Figure 4 10 All administrative reports available Choices depend on your part
51. k Remove to delete the note 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 Howe Gus y x E gt Check the Applicant s Log Check the time stamps of all the actions that have taken place on within an applicant s application IIl eClick the Log link below an applicants name Read the log and close it when you are finished Howe Gust K P amp Ill Download the applicants documents Obtain a PDF bundle of all an applicant s documents with one click Click the Download link found beneath their name Howe Gust l Yo Y gt lil 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 21 AP Recruit User Manual Howe Gust j gt Not shown to reviewers Manage Hide Log Download applicant is not yet completed Marking Applicants as Meets Basic Qualifications As of July 1 2013 an analyst editor or chair will be able to mark applicants as Meets or Does Not Meet basic qualifications This action ensures the reporting on the applicant pool diversity is in compliance with the Office of Federal contract Compliance Programs Department of Labor OFCCP Unknown applicants As soon as applicants apply the
52. l consideration please complete your application by Sep 18 2013 Your username applicant s username Login links Link to applicant login Recruitment Name XYZ Department Pediatrics Schools School of Medverne If you have any questions about your application or this recruitment please contact us Link to Contact form UC Davis AP Recruit Team 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 Davis Recruit An application has been submitted on your behalf Dear Joanne Jones An application has been established on your behalf for the position noted below and is on file at the University of California Davis Position Name Assistant Professor Atmospheric Chemistry Department Chemistry Schools LEs MPS Analyst signature Uniyersicy of California Davis 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 Davis Recruit Access Your Application Dear Joanne Jones The application that was created in your behalf is ready for your inspection and or management Position Name Assistant Professor Atmospheric Chemistry Department Chemistry Senools LSs MPS TO access your application log on within 72 hours by using the following links Link to log in This will direct you t
53. n Title Quia distinctio recusandae illum et dolores in perspiciatis Figure 1 36 Manage applicant The information screen Manage the Applicant s Documents amp References Manage the Applicant s Documents Fig 1 37 Analysts chairs and editors can fully manage the 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 26 AP Recruit User Manual When non digital material is part of the applicant s file the Analyst can click Upload and check a box Document received outside of the UC Recruit application A description field is provided to cue the committee that the material exists and where to physically locate the item Manage Applicant for Professor of Dream Job 1 JPFO0S08 Americo Kautzer Status Applied Update status Documents amp References Basic Qualifications Unknown Meets Does Not Meet Download POF bundle Launch Document Viewer Application Documents lt Curriculum Vitae D l fil ri _ Cover Letter Statement of Research Statement of Teaching Misc Additional Upload References amp Letters Add reference 8 Boehm Shortlisted No Hidden No Finalized No Figure 1 37 Manage applicant Full control over documents and references Manage the References amp Letters Recall when your recruitment was configured re
54. n click the Save amp Done button tack save amp Done Documents amp References g Edit The documentation and reference requirements cannot be changed once your first applicant has applied of documents 1 Required 4 Optional Type of references Letters of recommendation of references 1 to 3 Reference viewing rights All reviewers Email Settings lt Edit Applicant help email ejlarson uci edu Reference Thank You To Email address for the reference email From Elizabeth J Larson ejlarson uci edu Subject Thank you for your contribution for Applicant name for My Test Position at UCI Figure 1 13 Review all information before saving Find and View a Recruitment 1 To see a listing of all recruitments in the system that you are responsible for click Recruitments in the top menu bar If you do not see this link your role in the system is not set to Department or School Analyst Home Recruitments OF ations Help 2 Use the filter panel to fine tune your list of recruitments Fig 1 14 12 AP Recruit User Manual aaa Submission Dates Check which recruitments you want A Pending displayed By default you will see all regardless of the E pen submission date status v Closed but not Final A Final and Closed Academic Year This filter shows all your recruitments by their academic year By default the two most recent academic years will be checked Academic Year Mi 2012 2013 M 20
55. n links Link tO applicant login gt Note that at this time no additional review dates have 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 link to contact form UC Davis AP Recruit Team 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 Davis Recruit Application Complete Dear Hilda Haythere Please complete a one page survey to help us meet our obligation as a federal Contractor Link to Diversity Survey Thank you for successfully suomitting your application Position Name Assistant Professor of Photography Department ART School ho HACS Username Applicant s username 50 AP Recruit User Manual Status Submitted Login links Link tOo applicant login You may Continue GO Modiry your application until Date After Date no further updates are allowed If you
56. nar information 30 AP Recruit User Manual Applicant Status Keeping the 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 Updating the status of an applicant starts with the Update Status button at the top of every applicant s application Fig 1 50 1 Click Update status Manage Applicant for Professor of Dream Job 1 JPF00508 Americo Kautzer Status Completed Update status gt Basic Qualifications Meets Does Not Meet Unknown Figure 1 50 Update the applicant s status using the button at the top of their application 2 Select the next logical status by pressing the left button or press the right button to choose another status New Status Change to Serious consideration Choose another status 3 When Choose another status is pressed select a status from the list NOTE this list only shows available statuses in a forward progression If a mistake has been made and you are unable to roll back you will need to contact Academic Affairs Office to unlock the statuses New Status Serious consideration Applicant should be considered for the short O Invite for interview Applicant has been invited for an interview Interviewed Applicant has been interviewed Choices will O i vary depending O Selected candidate Recommended that an offer be made to
57. nsoaicede aieiaacucatcseoanse ceca yeedeserendocs eunoasdequmesasdnnersieeesteteneeeeatecs 25 The Applicant s Personal Information cccccccccceecceceeeeeceeeeeeeeeeeeeeeeeeseaeeeeeeeeeeseeeeeseeeeesaaeeesseeeeessageeeeas 26 Manage the Applicants Documents amp REfEreNnCeS ccccccseeececeeeeeeeeeeeeseeeesaeeesseeeeeseaeeesaaeeeesageeesaaes 26 Manage the Applicants Comments amp Flags ccccccccccccssseceeeeeeeeeeeeeeeeeeaeeeeeesseaeeeesseeeeeeseeeeeeesaeeseesaganees 29 ochedule a Visitor SI MI al assu ep E EOE EE 30 pele fers g icy 2 EE EE E EEEE 31 Create Diversity REPoOrts ccccsssccssseeceeseeseeneesenseesenseeeenseeceaseecenseeoeaseseenseseesseseeseesonseesons 33 What to Do When the Search is Complete cccccssseccessecceneeeeeneesenneesenseesenseesensessoaes 35 PACT THE Fe IEG MME sceececccanane cen cecet tea tececend oan E hetmsoutae sadedaneaeabe aoe A 35 Re activate the Recruitment ccccccccceccceccceeeeceeeceeeeseeeceeeeseeeseeeseeesaueesaeeseueeseeesauessueeseueeseeseseessesesanes 35 How Committee Reviewers Use ReCruit cccccssecccsseecceseeeceseesenneesenseesenseesenseesensessonsees 36 Review the Applications appesta pene san cerita rntnrpatn agate vin nena nln at cote an peo tenderer ne ear anne 37 How Applicants Use Recruit saunnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnmnnn 39 How Reierences Use Recruit cctccisicnras
58. nt 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 Davis Recruit Letter of Reference Requested 2 The Reference is instructed to log into Recruit one of two secure ways e Using the Easy Login Link OR e Using their email address with a token combination at hitps recruit ucdavis edu reterence 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 Fig 3 1 Welcome to UC Berkeley AP Recruit Submit a Letter of Reference My Colleague Read amp accept Upload comfigerntiaigy statement letter of reference 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 Universit
59. o a page displaying your ApplicantID login name with an opportunity to choose a confidential password This link will expire in 72 hours Analyst signature University of California Davis 52 AP Recruit User Manual 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 A date to provide the document is provided o o hesa e Subject UC Davis Recruit Optional Document Requested Hello Jane Stark You are being sent this email because you applied to the following position at the University of California Davis Recruitment Professor of Lorem Ipsum Department Department D Please note that the hiring department has requested that you provide a new optional eeeument Optional document title You have until Date to provide this document Log into 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 Link to Contact form Thank you for your interest in the University of California Irvine Analyst signature Diversity of California Davis 8 Notify applicant of password reset Provides for an applicant who has forgotten their password to reset it 2 Initiated by applicant
60. p documentation gt Figure 1 1 Analysts Admins and Search Committee Members log into Recruit using the Faculty amp Administrators link AP Recruit User Manual All users regardless of their role will Know they are logged into Recruit by looking at the top of the Recruits home page which is also where to look to log out of the system UCDAVIS RECRUIT The News amp Updates Page e The landing page is the same for all Faculty and Administrator s roles Fig 1 2 e The top menu bar will differ depending on the user s access rights For example committee reviewers will only see Home and Applications All users have the Help menu item UCDAVIS RECRUIT Home Recruitments Annlications admin Reports teia edo KIMBERLEY C POOLE Loan avis AP Recruit News amp Updates amp Need Help Primary help is found in the Help link in the menu above Read the Faculty Quick Guide for UPDATE Committees Please Contact Us with any Dear Recruit users comments questions or concerns s Some of you have noticed that the Applicant Statuses have changed in all recruitment s The Recruit Governance Board worked on clearly defining applicant statuses for use across all 10 campuses and to comply with federal regulations Figure 1 2 The landing page after logging into Recruit displays news and updates Roles and Assignment of Roles Recruit Administrators and User Managers are the primary supporters for end users an
61. r Are you sure you want to delete reference Mai Colleague for marian marian e This action cannot be undone e Any files associated with this reference will be deleted Yes Delete No Don t Delete Figure 1 40 e Upload a letter into the applicant s file if the letter arrives outside of Recruit via U S Post or via email in any 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 Fig 1 41 Upload Reference Document upparted fle tyres arate its ta the reference after uploading orien Please upload a POF or a supported media file type Learn more about i Don t forgeti Send a thank you email and a copy of the confidentiality Position MN Recruitment Contact Info Qnty Applicant sarod Marien Reference Mai Colleague File Browse Bokalai Optional Description Figure 1 41 e Send a letter request to references in cases 1 and 2 outlined above First add the reference using the Add reference button Fig 1 42 References amp Letters Add reference amp No references provided Figure 1 42 Next click the link Send letter request Fig 1 43 amp amp Mai Colleague Letter not requested My Colleague Chair View details Send letterrequest Upload letter Edit Delete Figure 1 43 28 AP Recruit User Manual The following email template opens Fig
62. r How to Log Into Recruit To access AP Recruit you must have a UC Davis Login ID and Kerberos passphrase UC Davis s authentication system for the campus community The UC Davis Login ID is available to Faculty and Staff when they obtain a campus computing account If you do not have your UC Davis Login ID and Kerberos passphrase instructions are available at https computingaccounts ucdavis edu cgi bin services index cgi 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 ap recruit ucdavis edu for help If you have an activated UC Davis Login ID log into to Recruit http recruit ucdavis edu A link to Recruit is also available on UC Davis s Academic Affairs website http academicaffairs ucdavis edu tools recruit index html All trainees will be using Recruit s training site http training recruit ucdavis edu 1 Click on UC Davis Faculty amp Administrators Fig 1 1 2 When prompted authenticate with your UC Davis Login ID and Kerberos password Applicants Apply for an academic position at UC Davis or manage your existing applications References Submit a requested letter of raference on behalf of an applicant UC Davis Faculty amp Administrators View and manage positions and applications Need help Visit the hel
63. r the new position Figure 2 1 A completed application as it appears to the applicant 39 AP Recruit User Manual My Information The applicant s contact information current employment information highest degree information and account information is editable by the applicant using the Update links Fig 2 2 Contact Information Name Rhonda Chase Email somewhere fake edu Phone 980 789 5676 Website _http rhondachase wordpress com Address 1234 Street Way Vida CA 29798 Current Employment Information Affiliation University U of Minn Title Assistant Professor Highest Degree Information Highest degree Phd Institution U of Milan Date obtained 1999 PhD Advisors Not provided Dissertation Not provided Account Information Username rhondachase Change username Password Not displayed Change password Figure 2 2 Applicant s My Information screen My Files Applicants upload the necessary files using the Upload Now link Fig 2 3 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 Misc Additional Alternate Submission Information Show gt Figure 2 3 Applicant s My Files screen AO AP Recruit User Manual My References Fig 2 4 When Contact Information Only is required providing the reference s name amp information satisfies the
64. rcaphy Department ART sehool lo HACS At your convenience please consider providing this letter electronically by using the following informations Easy Login Link Link to direct upload after reading Confidentiality Statement If the Easy Login Link isn t working try logging in with the following information URL link to Recruits reference login page Email the reference s email Token unique identifier alpha numeric string Please read the University of California s confidentiality policy regarding external letters of recommendation Although a candidate may request to see the contents of letters of evaluation in accordance with California law and University policy your identity will be held in confidence The material made available will exclude the letterhead the signature block and material below the signature block Therefore material that would identify you particularly information about your relationship Eo 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 Lo 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 Davis 2 Request a letter of recommendation from the reference department initiated Asks the reference to log in and s
65. re 1 64 A two page Faculty Reviewer s Quick Source Guide is available for download when logged in Need Help Primary help is found in the Help link in the menu above Read the Faculty Reviewer s Quick Chan ge Source Guide Please Contact Us with any comments questions or concerns departments individual re The diversity Figure 1 65 Reviewers have only three menu items at the top of the page Reviewers click on Applications Home Applications Ge Those recruitments to which the Reviewer has been given access are listed with direct links into the applicant pools The totals indicate only completed unhidden applicants Applications Job Recruitment name amp Your Role Committee Contact Department a Action JP00097 Adolescent Psychology Assistant Professor Chair Chuck Jones Psychology amp Social Behavior Jan 13 2011 List Applicants 14 kgerrard gmail com Dec 31 2011 JPFO00203 Super Best Job Reviewer Jane Doe Analyst Social Science Feb 1 2010 List Applicants 2 janedoeanalyst uci edu Nov 30 2011 Figure 1 66 36 Clicking the hyperlinked name of an applicant opens the application to review Nam Earum Exercitationem Recruitment R itmen il View Applicants Download This Data Download Names amp Addresses Qualified Read Read Unread unknown Personal Note Entire Pool Status i Applied v Completed M Shortlist i Application Withdrawn Dates gt Last Updated
66. re are dots located below each applicant name The dots refer to the Recruitment Requirements as defined in the initial setup of the recruitment Each color dot represents a specific requirement A filled in dot represents the requirement has been met whereas an unfilled dot outline only represents the item is not completed lf you hold the mouse over the dots a drop down menu will display indicating the items that are complete or still required see Figure 1 32A below i Qualified Read Read Unread Basic Qualifications Meets Unknown Does Not Meet Unknown Personal i First Last Added Note Flags Applicant 4 Ppa Niana Status Hidden by Unqualified Add Sy Burke Winston Winston Burke Complete No Applicant o f Entire Pool Recruitment Requirements e Curriculum Vitae present Show Reference 1 present Add Reference 2 present Ephraim Keeling Not No Applicant Hidden 0 Diversity survey suppressed to complete Status protect applicant anonymity gt Not complete r Figure 1 32A Manually Add an Applicant Occasionally Analysts may need to create an application on behalf of someone For example this may be useful for high level searches such as Deans 1 At the top of the applicant list click the button Add applicant Change Columns Add applicant 2 Fillin all required information about the applicant contact information degree information current employment information and the date the application was received Fi
67. requirement and the tab turns blue lf letters are a requirement providing the reference contact information AND requesting the letter causes the My References tab to turn blue A completed application is not contingent on the receipt of letters In other words there is no deadline on when letters need to be uploaded Applicants may renotify their references They ll see when letters are uploaded but will not be able to view them Awaiting 1 response from reference S Reference has been notified The applicant has fulfilled this requirement Request letter of reference again Edit reference Delete Not yet provided by reference email bla bla ick Figure 2 4 Applicants My References screen Diversity Survey Applicants read about the Diversity Survey Fig 2 5 and click the link Submit diversity survey They fill out the 3 question survey Fig 2 6 The purpose for the requested information is to meet the University s legal obligation as a Federal contractor The information you provide will be kept confidential and will remain in the Office of Equal Opportunity and Diversity See note below Privacy Notification The state of California Information Practices Act of 1977 requires the University to provide the following information to individuals asked to supply personal information about themselves Information is requested in sacl cc with Revised Order No 4 issued esisiini to Executive Order 11246 and with other T
68. rity Decline to T Oe Ce oe a a va ee Recui on Mar 27 2013 at 1 25pm All percentages rounded to the nearest tenth 9 95 5549 gt sro wax soe eam oom oon ooe ow vain ica pcg yo nam ae enc ce Figure 1 61 The diversity survey s aggregated results for a recruitment 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 Asian NaAm Mult 34 AP Recruit User Manual What to Do When the Search is Complete Inactive the Recruitment The search is complete when a candidate has formally accepted the offer and has been processed in the payroll system At this point Analysts may archive the recruitment which is accomplished by inactivating it This effectively hides the entire recruitment and applicant pool from all reviewers 1 Click Recruitments in the top menu bar and find the recruitment on the page Home Recruitments Applications Help 2 Click the link Make inactive Fig 1 62 JP Name Department Submission Dates Actions JPF01603 ASST PROFESSOR IN PHYSICAL CLIMATE Earth System Science Open e Inactive Recrui
69. s Edit Basic Recruitment Update Online Applicant Requirements 3 Inthe Application Submission Dates field click the link Add new review date If this link doesn t show then the initial review date has not lapsed and you will have to wait to specify additional review dates Application Submission Dates Open date July 25th 2013 Initial review date Oct 1 2013 a Add new review date Final date Nov 1 2013 M The recruitment will no longer be available to applicants after this date 4 Specify a new review date in the field provided If you check the Private date box the new review date will not be shown to applicants ei Application Submission Dates Open date July 25th 2013 Initial review date Oct 1 2013 Review date Oct 25 2013 Es Private date don t show to applicants Final date Nov 1 2013 C In the scenario shown above the new review date will place any new applications completed by Oct 25 2013 into the existing pool of applicants already in the review bin Oct 25 acts as the last modification date for this new group of applicants and Recruit will automatically send reminders to applicants in this group about the last day to modify their applications If they ignore the date and complete their application after Oct 25 they will be told on their application dashboard that they may not be reviewed or considered for the position Adding an Optional Document After your first applican
70. s appear on the Green tab To move an applicant back to Unknown or to mark them as Unqualified 1 Puta check in the empty box in the applicant s row You may select multiple applicants 2 Click Unknown or Does Not Meet Basic Qualifications Unknown Does Not Meet NOTE You can revert a Qualified applicant back to Unknown if they delete required information from their application However once they re upload the required document s they will move back to Qualified without the need to be marked as Qualified again 22 AP Recruit User Manual Unqualified applicants The Unqualified Grey category contains applicants who have been marked as Does not meet basic qualifications Fig 1 31 These applicants diversity data will not be used in reports sent to UCOP Qualified Read Read Unread Basic Qualifications Meets Unknown Unknown m Personal Basic Note Qualifications Sppacani Unqualified O Add Does Not Meet Weber Annetta Basic 2 x A Entire Pool Qualifications Zz gt Figure 1 31 Applicants marked Does Not Meet appear on the grey tab To move an applicant back to Unknown or to mark them as Qualified 1 Puta check in the empty box in the applicant s row You may select multiple applicants 2 Click Meets or Unknown Basic Qualifications Meets Unknown Entire Pool This tab lists all applicants who have applied Fig 1 32 This view like the others respects any filters you might
71. s list and the data fields that have been pre selected from the column options e Click the button Download This Data for all column data displayed e Or for a simpler list click Download Names amp Addresses e Depending on the web browser o the file will download to the usual download area on the user s computer OR o the file will open automatically in Excel OR o 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 applications This is particularly useful when the list is long Fig 1 28 NOTE e Use Reset when you want to restore the applicant list to the default state elf you click away from this screen your filters will persist e Committee reviewers do not have the Show category in their filter panel 19 AP Recruit User Manual Show Set a filter to show applications that have been hidden from the committee e Check the box and click the Filter button at the bottom of the panel wv Hidden 0 Status Status This filter allows you to pick and choose which applicants to display based sf Complete on the applicants various statuses e Make your selection WA Accepted offer e Click the Filter button at the bottom of the panel v Declined offer Review Window Review Window Slider Mechanism available only for IRD recruitments Adjust the two thumbs if you want to see only those applicants who
72. ser Recruit User Manager Q Full Name UCInetID Role Unit Resource Resource Type Chin Jean Ling JLCHIN Recruit Administrator recruit Tool Edt Remove Proxy Figure 4 5b Locate users by their roles Manage Users Fig 4 6 This tool is useful to create users and their roles for training or demonstration purposes 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 Recruit Administrator access is required for this tool Manage User Accounts amp Create User Account Use the Manage User Roles admin tool to manage roles for these users Name User Name Email Department Last Modified Actions Berkeley2 Academic Personnel APUCB oasii berkeley edu Department for Berkeley Oct 17 2011 Edit Delete 12 26PM BLACK Gwendolyn Kuhns gkuhns gwen black uci edu Department for UCI Oct 06 2011 Edit Delete 12 44PM Chin Jean Ling jichin jean chin uci edu Department for UCI Oct 06 2011 Edit Delete 12 44PM Committee Chair Charlie cchair kgerrard uci edu Department for UCI Oct 06 2011 Edit Delete 12 44PM Committee Editor Edna eeditor kgerrard uci edu Department for UCI Oct 06 2011 Edit Delete 12 44PM Committee Reviewer Andy areview kgerrard uci edu Department for UCI Oct 06 2011 Edit Delete Figure 4 6 Creat
73. st Job Pathology amp Laboratory Medicine Open Make Inactive Recruitment Details Diversity Reports Search Committee Mpplications OD Jane Doe Analyst 7 31 2010 6 1 2014 TE janedoeanalyst uci edu Figure 1 26 Locating the applicants from the main Recruitments page Tools to Use with the Applicant Lists Column Sorting Click directly on most column headers to sort the applicant list Search Box Zero in on the applicant application you are looking for by typing in a search word and pressing return Change Columns Add or reduce the information about the applicants e Click the button at the top of the list of names Change Columns e Check information you want to display on your screen e Click the button Save Columns Fig 1 27 Position Applications Columns Save Columns Restore Defaults Cancel Applicant Application Contact Reviewing gt Username M Status T Email M Personal Note M Applicant M Hidden Q Address Basic Qualifications First Name Survey Taken Website Flags Last Name Last Updated T Phone N Visit _ Highest Degree _ Applied On _ Reviewer Comments PhD Added by M Current Position T Completed Date _ References Figure 1 27 Column options dialogue box Download Applicant Data This is a useful tool used to create lists of applicant names addresses and other column criteria to take to a meeting or use for mail merging Recruit will build a comma delimited file consisting of the applicant application
74. status No don t change Figure 1 53 Select the title code associated with the candidate who is offered the position Mark applicant as Accepted or Declined Return to the Update status link and click Change to Accepted offer or Change to Declined offer New Status Change to Accepted offer Change to Declined offer Choose another status If the candidate has declined select a reason from the resulting choice menu Fig 1 54 Yes change status No don t change Figure 1 54 Select a reason why the offer was declined Definitions of statuses are clearly defined to the Analyst and search committee by rolling over the status name with the mouse This appears in a number of places throughout the application Fig 1 55 Recommended that an offer be made to the applicant j Status Sel Figure 1 55 Roll over definitions for statuses 32 AP Recruit User Manual Create Diversity Reports Applicants are directed to take a short survey on gender and ethnicity via their online application process Recruit sends out several email reminders to complete the survey See Appendix A Notifications Sent to Applicants You may create Diversity Reports for your recruitment as often as you d like 1 Click Recruitments in the top menu bar and find the recruitment on the page Home Recruitments plications Help 2 Click the link Diversity Reports Fig 1 57 JP Name Department Submission Dates
75. t has applied you can only add optional documents The newly added document requirement cannot be edited changed after being added Changing requirements should not be done lightly 1 Find the recruitment and go to the Recruitment Details screen 2 Click the button Update Online Applicant Requirements Use this button to update the document requirements contact information for applicants and the thank you letter sent to references Edit Basic Recruitment Update Online Applicant Requirements Vo AP Recruit User Manual Documents 3 Click the button Unlock t chere are 10 soies ov and read the warning Fig 1 17 Unlock to add an optional document Please read and then check the box indicating you understand the following It is strongly recommended that you notify applicants after adding new documentation requirements Be careful when adding new documents changing requirements should not be done lightly I have read and understand the above and would like to add a new optional document Figure 1 17 Unlocking the documents to add an additional optional one 4 Name the document and add a description We strongly recommend that you send the email to applicants notifying them that a new document has been requested You may review the email and add additional text to the template Fig 1 18 New Optional Document These changes will be saved immediately after clicking
76. tatement of Research Statement of Teaching Misc Additiona References None Only contact information Letters of recommendation eh S Figure 1 11 Define the requirements Documents 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 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 References The reference requirements cannot be changed once the first applicant applies Type Choose None Only contact information or Letters of recommendation Number For contact information or letters choose the minimum to maximum range required Search Committee Reference Viewing Rights You may restrict who sees contact information or letters to certain search committee members 1 All reviewers 2 Only faculty members 3 Only assistant associate amp full professors 4 Only associate amp full professors or 5 Only full professors This flexibility is important if departments wish to exclude any graduate students who may be serving on their search committee 3 Click the Next button and complete the information on the next page Help Email
77. tee IMPORTANT The search committee can only see applicants who have completed their application before a review date Application Submission Dates Initial Review Date Open Until Filled Open date June 25th 2013 Initial review date July 31st 2013 Review date January 31st 2014 Private date don t show to applicants Need to add anothe view date Come back after January 3 Final date jan 31 2014 TI ine recruitment will n Figure 1 5B Open date The date the recruitment opens This is when the recruitment is posted to applicants on Recruit s Apply page Initial review date Marks the closing of the first pool of applicants Once the recruitment is posted the IRD cannot be changed this is designed to keep the advertisement and submission dates in sync After the IRD has lapsed you may establish more review dates in order to extend the review period Review date After the IRD has passed and if the initial applicant pool does not yield a candidate you may update the recruitment to establish more review dates See Specifying Additional Review Dates Private date checkbox Check for an internal review date not advertised to applicants Final date The last date when applicants can apply If you add an additional review date that is after the final date the final date automatically moves forward to accommodate it NOTE Applicants may apply before the final date even if there is no upcomin
78. the applicant on the current O Offered An offer of employment has been made to the applicant status of the O Accepted offer The applicant has accepted the offer of employment applicant O Declined offer The applicant has declined the offer of employment and no further offers will be made O Hired Formal campus approval following completion of formal appointment process Unlock is only available to O Withdrawn Applicant has withdrawn themselves from consideratior Recruit Administrators Update status Cancel Need to choose a status not listed here Unlock Figure 1 51 Status choices If you wish to mark an applicant Withdrawn after they have already been marked Selected candidate you will choose from two options 2 Withdrawn Applicant has withdrawn themselves from consideration C Campus declined to make offer Campus has declined to make a formal offer of employment to selected candidate Figure 1 52 A confirmation screen will inquire as to why the applicant withdrew Fig 1 52 31 AP Recruit User Manual include Invite for interview Interv Jit eae affan OEA ay f F ma Caf Ter Fl j If changing the status to Offered the confirmation screen may list multiple Title Codes associated with the recruitment Select one to be used for this candidate If the recruitment was cross listed also select the main department to affiliate with this candidate Fig 1 53 Yes change
79. titial pages appear in between each document with the title and any information about the document if available Viewing Method 2 Click on the hyperlinked filename to download the document to your computer Viewing Method 3 Click the link Use Document Viewer This will open the applicant s documents within the browser frame NOTE The document viewer tool may be affected by browser versions and third party PDF readers If you have trouble viewing any file use the Download PDF bundle link use viewing Method 1 4 Letters of Reference center section e Below the documents section find any references names and letters if letters have been required e Ifthe applicant has not yet requested a letter this will be indicated below the Referee s name Letter of Reference not yet requested e Either click the hyperlinked name of the Reference to download the letter Or download the entire PDF bundle of documents and letters Or use the Document Viewer link 5 Applicant Review Private Notes e Click the button Mark as Read to cue you that you have looked at this application e Jota personal note to yourself about the applicant e Mark as Read and Personal Notes are NOT displayed to the rest of the search committee e NOTE personal notes are discoverable 6 amp 7 Applicant Review Committee Comments amp Flags e Type or update your comment in the box provided in the My Comment section Only one comment per own
80. tment MN Recruitment Test My Question C Recruitment specific gt Technical Support General Question Missing Recruitment Your question or comment will be sent to technical support or the administrator for the recruitment Note Please provide the recruitment department school information for faster assistance am interested in your position but notice that it is closing tomorrow am just getting my materials ready today and was wondering if you could accept them late Figure 5 1 The Contact Us form to use with a question directed to the department person is not logged in Contact Us My name Joan Applicant My email joanapplicant kasprovw edu Recruitment MN Recruitment Test My Question Recruitment specific Technical Suppo gt General Question Missing Recruitment Your question or comment will be sent to technical support or the administrator for the recruitment Note Please provide the recruitment department school information for faster assistance intend to apply to the position Super Best Job After apply will be able to return and update my application Figure 5 2 The Contact Us form to use with a technical question person is not logged in Contact Us My name Joan Applicant My email joanapplicant kasprovw edu Recruitment MN Recruitment Test My Question Recruitment specific Technical Support C General Question gt Missing Recruitment
81. tment Details Diversity Reports Search Committee Applications 95 9 19 2011 6 30 2012 Figure 1 62 The Make Inactive link effectively archives the recruitment Re activate the Recruitment 1 Using the filter panel place a checkmark next to Show Inactive and click the Filter button Fig 1 63 Submission Dates WV Pending v Open M Closed but not Final 2 Now locate the recruitment in the list WV Final and Closed 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 Academic Year WY 2012 2013 M 2011 2012 M 2010 2011 O 2009 2010 2008 2009 2000 2001 Recruitment Type VY Online V Basic Hiring Type Vv Tenured WY Other Academic Other C Has Applicants Filter Reset Figure 1 63 The filters panel 35 AP Recruit User Manual How Committee Reviewers Use Recruit Committee reviewers log in using the UC Davis Faculty amp Administrators link on the RECRUIT homepage Applicants Apply for an academic position at UC Davis or manage your existing applications References Submit a requested letter of reference on behalf of an applicant UC Davis Faculty amp Administrators View and manage positions and applications Need help Visit the help documentation gt Figu
82. ty Reports Search Committee Applications 0 Marissa SAPLALA 4 23 2009 5 31 2009 mcanlsis A rcri are Figure 1 19 The Search Committee link 3 There are two methods to add members to a search committee Fig 1 20 1 Use the Add members button for an extended search for names or 2 Type in the UC Davis Login ID in the Quick Add box and select a role from the adjacent drop down menu Super Best Job Jane Doe Analyst Recruitment Details Diversity Reports Search Committee View Applicants janedoeanalyst uci edu Add members Manage existing members Quick Add neti as a Choose a role lt Add Figure 1 20 Committee members selection and role assignment Roles for Committee Members e Committee Chairs will see all candidates regardless of whether the applications are complete or not Chairs have complete management rights to the applicant s files though these tasks are generally left to the Analyst and Editor e Editors have the same access rights as Chairs and are able to assist the Analyst in managing the applications e Reviewers have viewing rights to see all completed applications unless the analyst chair or editor purposely hides them The designation between members who were listed on the Search Plan form and additional members helps to satisfy annual reporting requirements for the Office of the President regarding applicant pools and search committee demographics Reviewer X Listed on search plan lt e Chair Editor
83. ubmit a letter This ability is only available if the reference requirements are set to Contact only Department may re send at any time Subject UC Davis 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 Davis At your convenience please consider providing this letter by emailing it to department address Please read the University of California s confidentiality policy regarding external letters of recommendation Although a candidate may request to see the contents of letters of evaluation in accordance with California law and University policy your identity will be held in confidence The material made available will exclude the letterhead the signature block and material below the signature block Therefore material that would identify you particularly information about your relationship to the candidate should be placed below the signature block In any legal proceeding or other situation in which the source of confidential information is sought the University does its utmost to protect the 54 AP Recruit User Manual identity of such sources Thank you for your time Analyst signature University of California Irvine 3 Reference thank you Thanks the reference for providing a letter Initiated by the reference s upload action In
84. using Forgot your password tool on the Apply page UC Davis Recruit Password Reset Dear Jane You requested to reset your password for UC Davis 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 Recrut MECS recruit uccayvis edu appoly 9 Notify applicants in bulk email correspondences 2 Initiated by department and sent to all applicants that are checked in the applicants list view Optional variables inserted into the body may include ApplicantFirstLastName UserName CompletionDate RecruitmentName ApplicantAddress RecruitmentAddress ContactAddress MAGE PENDING DEPLOYMENT Oct 21 2013 93 AP 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 Davis Recruit Letter of Reference Requested Hello Dr Reference Applicant s name is requesting a letter of reference from you for a position at the University of California Davis in the Name of department Applicant Name Name of applicant Applicant Email applicant s email Applicant Notes Custom text provided by applicant Position Name Assistane Proressor of Phorog
85. y are in the Unknown category color coded Orange Fig 1 29 An analyst chair or editor then reviews their files and selects whether they are qualified to apply for the position or not based on objective pre determined criteria such as having a PhD or two years of teaching experience x Qualified Read Read Unread Basic Qualifications Meets Does Not Meet Unknown Personal Basic Applicant zh Note Qualifications eo Unqualified O Add Basic Boyle Dennis Ap Qualifications 2 Vv Yo Entire Pool Unknown ork j ODA I OOOO ES Ae w pon pl LN mond NN ee Figure 1 29 Applicants who have not yet been marked appear on the Orange tab To mark applicants as Qualified or Unqualified 1 Puta check in the empty box in the applicant s row You may select multiple applicants 2 Click the button at the top of the list of names Meets or Does Not Meet to move the applicant s to the appropriate category Basic Qualifications Meets Does Not Meet Qualified applicants Applicants found in the Qualified Green category are those who have been marked as meeting the basic qualifications Fig 1 30 l Qualified Read Read Unread Basic Qualifications Unknown Does Not Meet Unknown Personal Basic Note Qualifications Appacan Status Unqualified O Add Meets Basic Heller Jarred No Long Qualifications 2 d Interestec Entire Pool ad Figure 1 30 Applicants marked Meet
86. y does its utmost to protect the identity of such sources oh My Colleague have read and understand the confidentiality information above Accept amp Continue or cancel Figure 3 1 The UC Confidentiality Statement is shown to the Reference before the letter can be uploaded 4 References upload their letters or type them in Fig 3 2 Provide Letter of Reference e References may upload one file You will not be able to edit your letter after submitting it but you will be able to provide a new one e The fi es m ust be P D Fs e Applicants can not view your letter in Recruit but will be notified that you have submitted it i i e The files must be less than 2MB in size Letter is for Josephine Applicant applying for My Test Position in e Letters are also accepted as plai n text Information amp Computer Science Deans Office Donald Bren School of Information and Computer Sciences without any formatting 3 e A letter cannot be edited after submission Upload letter as POF Type in letter Gem but References can provide a replacement Letter of reference must be a PDF file or other supported media tvoe Accepted as text e Applicants cannot view the letters in Recruit l but will be notified that they have been New file submitted Desktop DEMO files recru Browse a Optional Comment References Thank You Email Dear Search Committee Recruit automatically sends a message thanking cried pa the Referen

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