Open Recruitment

OPEN RECRUITMENT

 

 

 

 

 

 

 

The following information is for filling a position via a recruitment open to the campus community and general public. This option is the primary recruitment process, and viable for all appointment and position types. Effective summer 2018, contract appointments and short term emergency hires must go through the open recruitment process and the recruitment process overall will transition to a new system (TAM) with UCPATH. 

PRELIMINARY INFORMATION

  • Per OCP practice, all recruitments require review by the OCP Human Resources and Finance teams. Resources should be submitted in as part of an overall package via the Personnel Action Request Center (PARC), including a current org chart, and the PD (with tracked revisions if any updates).
  • Many aspects of the hiring and recruitment process are now automated through Talent Acquisition Management (TAM) system. 
  • Please note that for high level executive leadership and Academic positions, OCP Human Resources should be contacted in order to provide guidance on the best process and resources as the following may not be applicable.
  • Intake meetings with OCP Human Resources are required for all recruitments. This is to formally outline the recruitment plan, identify necessary steps, and tailor the overall process to the business need of the unit and to ensure its viability.
  • Due to the duration of recruitments, it is encouraged to review if any additional support and/or rearrangement of duties temporarily. Temporary Employment Services (TES), awards, and stipends may all be possible solutions in addressing these concerns, and OCP Human Resources is also available to discuss these matters prior as well as throughout the recruitment process.
  • Throughout the process, the following information should be noted (as it is provided) as it will help expedite the process at different stages:
    • Payroll/Career Tracks title
    • Working title
    • Basic familiarity with the salary range
    • AggieService case number
    • Requisition (REQ) number
    • Home department code

NECESSARY CONSIDERATIONS

  • Salary Range
  • While preparing the PARC ticket and outlining the recruitment plan, a salary range should be identified. With larger salary ranges, it is recommended to post a sub range with the maximum allocated budget being the highest end. For example, if the salary range is $20.64 - $42.29 hourly, and mid-point of the range is the highest budgeted salary available, then it is recommended to post the salary as: $20.64 - $42.29/hr. Budgeted salary up to $31.47/hr or Budgeted salary up to $XX/mo. Commensurate with experience. Please note that offering more than the posted range is not allowable as it violates the equitable offering standards.
     
  • Posting Parameters
  • Postings must be up at least 10 business days. There are other parameters that should be discussed with an OCP HR Analyst prior to this option being utilized.
  • New Screening Process
  • The purpose of screening for minimum qualifications is for the SSO HR (P3 & Below) or Recruiter (P4 and above) to identify qualified applicants from the applicant pool, in accordance with who meets or does not meet the minimum qualifications.  You will receive a standardized screening grid to identify and assess all applicants.

  • Phone Screening
  • Phone screening can be a useful tool to obtain additional information for candidates or to narrow down a large pool of well-qualified applicants to those you want to interview in person.  Create a set of questions before you start and ask all candidates the same set of questions so you can compare responses.
  • Advertising
  • Advertising is at the discretion of the unit. All UCD job postings are aggregated by major employment websites, including Monster.com, Indeed.com, and a few others. It is also encouraged to first consider options that are already freely available, such as existing distribution lists that enable quick sharing across communities as well as posting to professional associations using membership benefits. Talent Acquisition (Central HR) also contracts with AdClub, who can review the PD and identify potential advertising options at an additional cost. This is a great option for specialized and/or leadership level positions to potentially increase recruitment options. 

ADDITIONAL CONSIDERATIONS

  • Screening Sheets & Non-Selection Reasons
  • Screening need to be completed using the position qualifications; minimum qualifications for candidates who applied but were not selected to interview, with both preferred and minimum qualifications available for use for those interviewed and not selected. Screening sheets must be returned to the SSO before a new employee can start. If a hiring manager is having difficulty identifying the most applicable qualification, they should work with an OCP HR Analyst at any point in the process after applications have been received.
     
  • Alternates
  • Alternates are finalists who would be considered viable if the primary candidate for hire were to withdraw from the recruitment or turn down the offer. Alternates need to continue through the process in the exact same manner if being considered for hire. If alternates are identified and not selected, it is recommended to identify them as an alternate on the screening sheet while also noting why they weren’t selected. For example, “Alternate-Not as strong as hired candidate in (insert minimum or preferred qualification)”. OCP Human Resources is always available to support throughout a recruitment, especially in situations where there numerous prospective candidates.
  • Multiple Hires
  • Multiple hires require approved positions for each potential hire before initiating a recruitment. Meaning that if a unit would like to hire 2-3 Web Designers at the same level and in the same position description via one recruitment, there must be at least 3 Web Designer PDs in the system. A note to the SSO during the ticket submission will trigger the creation of these positions if needed. For the posting, in the “Number of Positions” section, it is recommended to put either the range of positions the unit is looking to fill (2-3) or simply, “multiple”. If there is a need to hire an additional employee after the recruitment has been completed, there is potential to hire a qualified candidate so long as it is within 6 months of the recruitment and per the approval of OCP Human Resources in tandem with Central HR via Talent Acquisition.
  • Background Checks
  • Background checks are required for many positions but not all. It is recommended to review the UCD Central HR Background Check Worksheet to determine if the position being recruited requires one. If a background check is required, it is noted in the posting as well as the offer letter.  The SSO schedules the initial appointment on a hiree’s behalf.  If the hiree needs to start before the background check results are returned, this is called a conditional start, meaning the hiree can only stay seated in the new position if the background check is successful. It is recommended to limit direct access to sensitive systems and/or processes until these results are returned, though training can still continue in these areas.
  • Near-Relative Policy
  • Near relatives are defined as a spouse, domestic partner, parent, child, or sibling, an in-law or step-relative. Additionally, they can be relatives of domestic partners and residents of the same household (per the UCD Central HR Near Relatives page and policy). Please notify OCP Human Resources as soon as it is known that a near relative is being considered. Approval from Human Resources is required prior to offer of employment, and OCP Human Resources can support in coordinating with Employee & Labor Relations and other stakeholders.
  • Reference Checks

Reference checks should be conducted for every finalist after you have completed your interviews. Please advise interviewees that the department will be checking references for final candidates.

Different types of reference checks:

  • Traditional telephone reference check.  See additional resources for reference check questions.
  • SkillsSurvey (UCD online reference check).  Coordinate with your HRBP
  • Internal UCD only: review campus personnel file. Coordinate with HRBP

 

  • Offers & Relocation
  • Offers must be coordinated with OCP Human Resources via the salary analysis process. Once a salary range has been determined, the hiring manager or Talent Acquisition partner are able to make the verbal offer. If the verbal offer is accepted, then the offical offer letter will be drafted will be generate via TAM.

    If relocation funding is being considered, this should be discussed prior to the formal offer letter. Relocation expenses have tax implications. Please work with the financial analyst in your area, as well as OCP Business and Technology Services via OCP Human Resources so the new employee can be supported as best as possible.

  • Work Samples & Other Additional Assessments
  • Assessments are often valuable exercises to get a better sense of a candidate’s skillset. Unless it is a work sample request relevant to the position, most assessments are set up during the second round of interviews in order to keep the first round manageable and allow for focused scope with the finalist pool. However, these assessments require Central HR approval to ensure they meet equitable recruitment standards. Please work with your OCP HR Analyst to route the desired exercise for approval early on in the recruitment process. Please also review the Central HR guidelines regarding work samples.
     
  • Layoff Candidates
  • If a layoff candidate applies (only applicable to PSS positions) Central HR will reach out to the hiring unit to determine if preferential consideration is warranted. If so, department responsibilities are (per the UCD HR website):

    -Interviews applicant.

    -Contacts Employment Consultant/Recruiter in HR to advise of hiring or disqualification of applicant.

    -Provides Employment Consultant/Recruiter in HR with hiring information or written justification for disqualification if the department has determined the individual does not possess the minimum qualifications and cannot be trained within a reasonable period of time.   

    Note: if layoff applicant notifies department of withdrawal at any time, department should notify Employment Consultant/Recruiter.

STEPS

  • Unit reviews need for a new/replacement position via open recruitment. Consults with OCP Human Resources and participates in an intake discussion to ensure that the best option is being utilized. Create a PARC ticket to initiate unit leadership and OCP review. 
  • Create a case in Aggie Service.
    • Attach a PDF of the approved PARC ticket in the Aggie Service.
    • In the notes section, please include any special considerations, such as:
      • Budgeted salary range
      • Posting timeframe (if other than standard 2 week posting)
      • If a contract appointment is eligible to convert to career, if permanent funding is available.
      • The names of anyone to be designated as a screener (available for managers only).
  • Once position is approved, a job posting will be created and routed for approval by the hiring authority's manager in the Talent Acquisition Management system (TAM).
  • Once approved in TAM, the job will be posted for a minimum of 10 days, or your requested timeframe. 
  • While applicants apply, the following should be addressed:
    • Recruitment Advisory Committee
      • Per Central HR Talent Acquisition guidelines:
        • The selection committee will help you pick the candidate best suited for the position and for the unit overall. Select committee members and a chairperson based on the following criteria, keeping diversity within the panel in mind:
        • Vested interest in the responsibilities of the position
        • Knowledge of the goals of the unit or office
        • Working relationships
        • Supervisory responsibilities
        • Campus interaction
    • Interview Questions
      • Develop and shared with OCP HR Analyst for review
    • Other recruitment details
      • Confirm RAC and their availability
      • Schedule rooms or Zoom meetings for interviews
  • Once the recruitment has closed, applicants are reviewed using the minimum qualifications and then those chosen for interviews are scheduled based on pre-determined availability either by the SSO or unit directly, with confirmations sent accordingly. Please refer to the OCP Open Recruitment Supplemental Guide for additional resources regarding this step.
  • Candidate materials, interview questions and a copy of the position description are shared with the RAC prior to interviews. Interviews are conducted, with a review session scheduled directly after the last interviewee. An OCP HR Analyst will be in attendance to help as needed and discuss/confirm next steps with Chair.
  • Any second round interviews (including any pre-determined and approved presentations, work sample sharing, assessments, etc.) are held with the finalist determined.
  • Check the references and discuss the potential salary offer with the OCP HR Analyst. 
  • Complete the screening sheet and provide it to the SSO for processing along with a copy of the interview questions.  
  • Once references have been positively confirmed, a salary is agreed upon by both the unit and OCP HR, notify the SSO and the offer.  SSO will enter this information into TAM to obtain salary approval from the "reports-to" manager. 
  • Once the salary office is approved in TAM, the hiring manager may extend the verbal offer. 
  • Offer position. Send letter to applicant confirming offer.
  • If the verbal offer is accepted, an offer letter will be generated in TAM and sent to the top candidate by a recruiter. 
  • If the verbal offer is accepted, then a formal hard/soft offer letter is extended either in person or via email. 
  • After the selected candidate has accepted the position, notify the non-selected interviewees by phone that a decision has been made and they were not selected. Keep your comments related to the requirements for the position.
  • Onboarding Process: SSO will contact the new hire to schedule an onboarding and background check appointments, if needed. 
  • Documenting recruitment process: TAM will maintain the documentation for each recruitment; however, we advise that a hiring manager keeps an electronic file with the following documents: position description, job posting, list of candidates interviewed for the position, interview questions, and a completed screening  sheet, and any additional assessment tools used for screening. File to be maintained for three years after hire date.
  •  
  • RESOURCES
  • UC Davis Talent Acquisition Supervisor Resources
  • UC Davis Talent Acquisition Interview Guidelines
  • Guide to Go- Open Recruitment (will change with UCPATH)
  • OCP Open Recruitment Supplemental Guide
  • Reference Check Template