This is our last post. Please see the UC Recruit project site for all of Recruit’s newest release notes, videos, and the user manual download.
- We’ve updated the Availability Data for the 2016 – 2017 academic year. Newly created recruitments will now utilize the latest availability data from NORC and AAMC.
- Specializations. Analysts can add a list of specializations for applicants to self-select. Search committees will then be able to sort applicants based on these self-selected specializations. Find this field in the recruitment’s section called “Selection Process” when setting up your search plan. Specializations will be locked once the first applicant applies.
- Adding a long list of specializations can be a time consuming process. In order to make the addition of specialization lists faster, we developed a feature to allow analysts to cut and paste whole lists of specializations.
- Development continues for the Exemptions project, which was spun off of the Search Waivers project. Expect to see a full launch of Exemptions in a few months.
Recruit now has the capability to manage the search waiver process, ensuring one place for most academic hiring activities and inclusion in reports.
Departments occasionally have a need to hire candidates and bypass the normal search process. These “search waivers” are subject to great scrutiny, and typically must be supported by some compelling need.
Starting July 1 2016, Recruit analysts may create search waivers, providing a variety of information and submit the waiver request for approval (much like search plans/search reports/etc.). Afterwards, a “final authority” can approve or deny the request.
We launched a significant change to Recruit’s diversity survey, which provides a richer choice-list in the race/ethnicity section. And for the first time, applicants may now select two or more races/ethnicities to self-identify.
As federal contractors, the UCs must solicit diversity information from all applicants. Diversity data collection is an important cornerstone of Recruit towards equity and inclusion in academic hiring. The last significant change to diversity data collection and reporting was done in 2011. At that time, Decline to State was added to the survey, email reminders were developed, the applicant pool & shortlist analysis reports were integrated, and diversity analysis reports were designed for UCOP and OFCCP.
If you’re having trouble with your search report, you may want to check out these answers to the most common issues:
I can’t generate a search report
If you are unable to generate a search report, check that:
- The initial review date has passed
- All applicants in the review window have been marked as Meets or Does Not Meet Basic Qualifications.
- All applicants in the review window have been assigned disposition reasons.
My search report isn’t showing the applicant that I want on the report:
Ensure that your applicant completed in the search report’s review window.
I already submitted a search report for approval, but the applicant I want isn’t in the report’s review window:
If you need to change the review window of a search report, click the Edit button beside the report, and choose a new review window from the popup window.
My search report is missing a lot of applicants:
Make sure there is an additional review date to capture the applicants. Applicants not captured within a review window will not appear on search reports, and will be hidden from the search committee’s view.
I’m told my search report won’t be approved until there are disposition reasons for all my applicants, but the disposition reasons panel shows that nobody else is requires disposition reasons:
Check that the applicants you intend to hire have disposition reasons or disposition comments. The panel shows applicants who are required by OFCCP regulations to have disposition reasons. UC Irvine has stricter requirements – all applicants, including those who will be hired, require reasons.
For more information, check out our how-to videos. If you still have questions, please contact us at firstname.lastname@example.org.
Applicants can now be given offers with multiple appointments, to better reflect the reality of what they will be awarded if hired. Now that 50% Full Professor of Physics/50% Associate Professor of Statistics can be approved as intended, without having to resort to notes or workarounds.
You can now bulk update disposition reasons and comments, which will make it much easier for you to deal with large applicant pools.
And, you can now select and deselect applicants inside the dispositions editor, allowing you to sling disposition reasons and comments as quickly as your fingers will fly.
Finally, Committee Reviewers can be given an optional disposition reason “power up” that lets the analyst share the workload of assigning reasons, because we all need a little help. This special access right is assigned to faculty in the Committee assignment section.
Locking certain fields keep hiring practices fair and in accordance with labor laws. Administrators still have a way to fix minor errors:
Recruit now locks editing of the qualifications areas after the search plan is approved. This makes it impossible to retroactively change the recruitment’s goals to suit a particular candidate, which would be a major compliance issue.
And Recruit now locks planned search efforts and the close date (for Open/Close/Final recruitments) after the search plan is approved.
We also lock title codes at the same time and for the same reasons. If you’ve advertised with the wrong title codes, it’s advised that you open a new recruitment.
Finally, the Description field becomes locked after the search plan is approved, keeping the analyst from changing the public face of the recruitment, while still allowing admins to make updates if needed.
The analyst is told ahead of time that these locks are coming, and when the lock is in place the analyst is given a prompt to email the admin as needed.
Recruit now allows applicants to re-notify their references that a letter of recommendation is needed, even after the final date for the application has passed. Up until now, this has been a real problem for some applicants whose references either forgot to submit a letter or lost their original email containing the upload token.
Once an approver signs off on a search plan diversity report, or search report the analyst now receives a “heads up” email to that effect. In addition, when an approval is completed, Recruit will send an email guiding the analyst to the next step in the process. Analysts may choose to suppress these notifications if they wish. The on/off toggle appears on the Approvals page using the button, Change Notifications.
Recruit now sends email notifications and requests to those named as approvers for Search Plans, Diversity Reports, and final Search Reports. Approvers click on the link in the email message, login to Recruit at the prompt, and then view, approve, or comment on the item. Approvers may choose to suppress these notifications if they wish. The on/off toggle appears on the Approvals page using the button, Change Notifications.Here are other details how the approval emails work:
- Approvers who are next in line in the workflow receive the email.
- If a step is approved before it is the current step, the email is suppressed.
- If there are multiple people listed in a step (alternates), all receive the email simultaneously.
- The email template for optional approvers have slightly different wording: “Your approval is requested instead of required.”
- When a current step is approved and if the next step is marked as optional, all potential approvers for the next mandatory step are sent the email.
Approvers are never nagged! They are never emailed twice for the same request. It remains up to the recruitment’s analyst to monitor approvals in progress and check for comments left by approvers.
Now applicants can read a description of the position they’re applying for without having to dig up their copies of The Chronicle of Higher Ed or bounce around to other websites.
Recruit’s new upgrade will fully replace the current paper process; the Search Plan and Advertisement (aka UCI-AP-80a), the Interim Search Activities Statement (UCI-AP-80b), and the Final Search Activities Statement (AP-80c)
Recruit will also handle online review and approvals for these activities. Here are some of the highlights:
- One of the biggest changes is that new recruitments become “Draft plans”
- Draft recruitment plans must be approved by designated approvers before they can be published. Only published recruitments are made available for applicants to apply.
- “Approvers” are the newest community of Recruit users. Approvers will log into Recruit and approve search plans.
- Interim and final search activities statements will also be integrated into the system, along with online review and approvals.
- Marking disposition reasons for all applicants will be available via the system.
- Download the Study Guide Now
- Download Quick Start Guide for Approvers
Analysts can maintain a record of the recruitment’s ad sources and store proofs. Find the recruitment’s details screen and look in the sidebar menu labeled “Advertisements.” List the various places where you will post, publish, or distribute the job advertisement. You may upload a proof too — text copy, a photo, a receipt, or a description.