Recruitment

• Recruitment Intake Form (Career Staff) - This form outlines the necessary details the department/hiring authority needs to provide in order to have a career staff position posted for recruitment. 

• Recruitment Planning Form (Career Staff) - This form should only be completed after the Recruitment Intake form has been completed. 

• Intake Form (Non-Career Appointments) – This form initiates requests for Short Term Exceptions or Temporary Employment positions.  

• Recruitment Guide
• Scheduling Coordinator Task List 
• Search Committee Charge & Confidentiality Statement 
• Search Committee Recommendation Document (Will be provided by HR Analyst)
  
• Reference Check Worksheet (Will be provided by HR Analyst)
  
• Verbal Offer Talking Points 

• Typical Recruitment Strategies 
• Full Scheduling Recruitment Process 
• Self-Scheduling Recruitment Process 
• Recruitment Closeout Workflow 

• Affirmative Action 
• Appointment 
• Exception to Recruitment and Recruitment Waiver 
• Nondiscrimination in employment 
• Preferential rehire 
• Probationary period 
• Recruitment 
• Rate-Setting Guidelines 
• Reasonable accommodation 

Applicant: An individual who expresses interest in a specific open/vacant position by submitting an 
employment application or similar documentation via the established application 
process. 

Background Check: Used to verify information about a candidate’s history, credentials, and experience. Background checks may include any combination of the following, as appropriate: a candidate’s work history, education, certifications, licenses, credit history, driving record, criminal record, medical history, and/or drug screening. 

Candidate: An individual who meets the minimum qualifications for the position for which they have 
applied.  

Career Appointment: An appointment established at a fixed or variable percentage of time at 50 percent or more of full-time, which is expected to continue for: (1) 1,000 hours or more during any 12 consecutive month period without a break in service of at least 120 consecutive calendar days; or (2) one year or longer. Career appointments should be filled through an open recruitment process. 

Criteria: The established knowledge, skills, and abilities (KSAs) that have been selected for the purpose of assessing an applicant or candidate’s likelihood to be successful in a role.  The criteria are selected from the KSAs outlined in the respective job description.  The criteria is selected by the Hiring Authority for the pre-screening, screening, and interview rounds.  For the screening and interview rounds, UC San Diego requires 5 criteria to be selected.  

Floater Appointment: An appointment reserved for use in temporary employment pools and may be established at any percent of full time for up to a two-year duration.  These are typically hired via Temporary Employment Services (TES). 

Hiring Authority ('HA'): Person responsible for selecting and hiring, in their best judgment, the candidate who possesses the skills, knowledge, and abilities to best perform the duties and 
responsibilities of the position. This is typically the direct Supervisor/Manager for the position or the Unit Head.  

Human Resources Analyst ('HRA'): Responsible for the recruitment and serves as a consultant to the Hiring Authority and Search Committee Chair. 

Internal Recruitment: Seeks candidates from within UC San Diego specifically in order to obtain a qualified applicant pool. Internal recruitments may be used if it is consistent with equal opportunity and affirmative action objectives.  For internal recruitments, the Hiring Authority should consult with their HR Analyst (who will work with Central HR counterparts) to determine if the associated title aligns with appropriate use of an internal recruitment, and determine if the potential internal pool is sufficiently diverse.  (Note: Internal recruitment should not be confused with the UC San Diego “Staff Promotional Program”.) 

Interview Committee ('IC'): Responsible for drafting and reviewing interview questions, performing interviews and recommending qualified candidates for consideration by the HA. 

Knowledge, Skills, & Abilities (‘KSAs’): Outlines the required and preferred qualities a candidate should possess for a particular role.  KSAs can be found within each job description, typically located at the bottom of the job description.   

Limited Appointment: An appointment established at any percentage of time, fixed or variable, which is expected to continue for a period of less than 1,000 hours in any 12-month period.  These are hired via the short-term exception (STE) process.  

Open/Full Recruitment: Seeks applicants from both inside and outside UC San Diego in order to obtain a diverse and qualified applicant pool. 

Promotional Program/Policy:  Seeks applicants from within a department/department code specifically.  Should a Hiring Authority wish to use this program, they should connect with their HR Analyst to facilitate the process.   (NOTE: The Promotional Program should not be confused with an “Internal Recruitment”.) 

Questionnaire: A set of pre-screening questions used during the application process to help assess an applicant’s alignment with key qualifications for the position.  Questionnaires help to learn additional details about an applicant that may not be apparent or clear from reviewing their resume alone (e.g., writing/language skills, experience with a specific methodology or software, alignment with a department’s mission and values, etc.). 

Reference Check: The process of contacting previous employers, colleagues, clients, and/or other 
professional contacts, in order to obtain information about a candidate’s qualifications, performance, work experience, and conduct. 

Referral Pool: A set of candidates, who have been reviewed by the Talent Acquisition Advisor, and determined to meet the minimum qualifications to merit review by the Hiring Authority.   

Requisition: Formal documentation used to request a new hire/open a recruitment. The requisition is submitted by the HRA and outlines the necessary details to fulfill the recruitment. 

Screening Committee ('SC'): Person(s) responsible for reviewing and scoring an initial pool of applications (commonly known as the "Referral Pool"). The Search Committee is charged by the Hiring Authority to complete scoring of the Referral Pool and provide recommendations to the Hiring Authority. Note: Screening may also be performed by the Hiring Authority. 

Search Committee Chair (‘SCC’): Person charged by the Hiring Authority to facilitate various recruitment activities. Provides collective recommendations of the Search Committee to the Hiring Authority. 

Talent Acquisition Advisor (‘TAA’): The Talent Acquisition Advisor is located in Central HR and is responsible for posting the requisition to the UC San Diego job board, as well as other job boards. The Talent Acquisition Advisor is also responsible for the pre-screening of all applications and providing the referral pool. Additionally, the Talent Acquisition Advisor provides formal approval of salary offers and supports the HRA in closing out requisitions.