The Office of Academic Recruitment Services (OARS)

 What a Search Plan Is

A Search Plan is the formal recruitment proposal that a department creates in the university’s applicant‑tracking system (AP Recruit). It is the first step in the academic hiring workflow and must be submitted for approval before any job advertisement can be posted.

Key purposes

• Documents the details of the position to be filled.
• Outlines how the department will attract a large, diverse pool of qualified applicants.
• Identifies the search‑committee members who will evaluate candidates.
• Provides the information needed for compliance with federal, state and UC employment laws.  

Who creates it

• The department analyst (or other designated staff) prepares the plan on behalf of the department.
• The analyst works with the department chair, dean and, when required, the Faculty Employment Agreement (FEA) reviewer before submission. 

Core components required in the plan

• Position details – title, series, and a concise description of duties. Search Plan
• Funding confirmation – proof that the position is funded before the plan is submitted. (FTE)
• Search breadth – indicates whether the search is open (general) or targeted.  
• Salary control & allocation – specifies any special FTE program (e.g., Growth Funds, Chancellor’s Joint Initiative) and whether the position is newly allocated or a relist. 
• Contact information – the person who will field applicant questions.  
• Outreach plan – a list of advertising and recruitment activities the committee has identified to develop a qualified applicant pool. Search Plan
• Search committee – names of the committee members (minimum three current academics, no-one in approver workflow).  
• Dates – intended open date, first review date (usually 30 days after opening) and final close date (max 365 days).  
• Location and salary range – posting location and the appropriate salary‑scale template (Senate, Health Sciences, or non‑Senate).  

Approval workflow

1. Department chair reviews and approves.
2. Dean (and, when required, additional reviewers) signs off.
3. Once all approvers have signed, the analyst can publish the recruitment.

Why it matters

• As a federal contractor, UC San Diego must retain documentation of all recruitment activities for annual reporting and equal‑employment‑opportunity compliance.
• The Search Plan sets the stage for the subsequent Shortlist Report and Search Report, ensuring that every step—from job posting to candidate selection—is traceable and auditable. 

Log in to AP Recruit - Sign in with your UC San Diego Single Sign-On and Username and Password using the same credentials you use for Active Directory.

Follow the steps below for setting up an Academic Recruitment Search Plan in AP Recruit. For technical assistance, please click on the link that leads to the help tab on Recruit.

 Each tab reflects the tabs on AP Recruit.  Follow the process to create a compliant recruitment.

DETAILS Tab:  

• Name – type the title you want the posting to display (e.g., “Assistant Professor, Researcher, etc.”).
• Job number – this is Auto populated
• Home department – select correct department(s) from the dropdown list. Cross-listed searches should list both departments.
• Tags (optional but recommended) - select keywords from the drown down tag list that describe the position (e.g., Writing, General, Operations Research, etc.)
• Search tracking
  • Salary control – indicate the FTE program or allocation associated with the search such as: (Growth Funds, Separation Replacement, 3-year Growth Plan, etc.)
  • Search breadth – Select either 'Open Search' or 'Specialized/Target Search.'
  • Initial search allocation - Select Relisted or Newly allocated
  • Approved search area – list the area for which the FTE was approved (e.g. Medieval Studies, etc.)
• Contact information
  • Faculty/Staff contact – Name and Email of the primary contact for internal users (not visible to applicants.)
  • Public contact –This name and email address are used when UC San Diego AP On-Line Recruit sends an email to: Applicants or References,  
  • Help Contact: Enter the name and email address where inquiries from the "Contact Us" form should be directed. You may also simply label this section as "Help."
• Recruitment Owner – Name of the analyst working on the recruitment.
• Dates  
  • Open Date Applicants can begin to apply on this date. When submitting the search plan, add 5-10 business days to go through the workflow approval
  • Initial review date – Applicants must submit their completed applications by this date to be considered. No search report can be created until this date has passed. Another review can be added once this date once this date has passed.
  •  Final Date - Applicants can no longer apply after this date.
  • Days open is the length of time the recruitment is open

POSITION Tab

• Job Location – the City and State where the hire will work
• Salary Range – Please select the associated pre-written template text for the type of search being conducted:
  • Non- Senate Search A reasonable salary range estimate for this position is $[INSERT]-$[INSERT]. ​The posted UC academic salary scales (https://www.ucop.edu/academic-personnel-programs/compensation/2022-23-academic-salary-scales.html) set the minimum pay determined by rank and/or step at appointment. See the following table for the salary scale for this position [INSERT URL FOR APPLICABLE SALARY SCALE TABLE]  IF APPLICABLE, YOU MAY ADD: ​“Off-scale salaries”, i.e., a salary that is higher than the published system-wide salary at the designated rank and step, are offered when necessary to meet competitive conditions.
  • Senate Search: - A reasonable salary range estimate for this position is $[INSERT EXPECTED SALARY RANGE]-$[INSERT EXPECTED SALARY RANGE]. ​​the posted UC Academic salary scales set the minimum pay as determined by rank and/or step at appointment. See the following table(s) for the salary scale(s) for this position [INSERT URL FOR APPLICABLE SALARY SCALE TABLE(S)].  The base salary range, from the salary table(s), for this position is $[INSERT BASE SALARY SCALE]-$[INSERT BASE SALARY SCALE]. ​“Off-scale salaries” and other components of pay, i.e., a salary that is higher than the published system-wide salary at the designated rank and step, are offered when necessary to meet competitive conditions, qualifications, and experience. ​UCSD salary information can be found  https://aps.ucsd.edu/compensation/apo-salary.htm
  • Health Sciences Search - The posted UC salary scales set the minimum pay at appointment as determined by appointment type and if applicable, rank and/or step . The base pay range for this position is $[INSERT]-$[INSERT]. Salary is negotiated annually. Additional compensation may be available if the position includes membership in the Health Sciences Compensation Plan. UC Salary information can be found here: [INSERT TABLE LINK AND TITLE FROM SALARY SCALE]
• Anticipated start-Optional (i.e. July 1,2026)
• Review Timeline –Optional (i.e. Search will close June 30^th)
• Position duration -Optional (length of search)
• Percent time – Optional (i.e. 50%) appointment percentage
• Rank/Step -Optional (i.e. Assistant Professor step 2)
• Pool Recruitment? Yes or no
• Title Information- Applicants must select a level when creating their application.
• Title codes – Select the appropriate title codes from the drop-down list
• Senate Level – Select Senate or Non-Senate or both
• Availability Cohort - Availability cohort will be determined by the titles entered.
• Position Title – (i.e. Assistant Professor of History
  • Senate recruitment can be posted as open rank (i.e. Assistant, Associate or Full Professor)
    • Each level will have its own titles, availability data, requirements, and segmented applicant pool.
    • Level specific document and reference requirements can be configured on the Requirements tab.
    • Levels can be added or removed until the search plan is approved.

DESCRIPTION Tab

• Position Description- This description appears to applicants on the apply page and the wording should be the same that are used in all advertisements. 

 REQUIREMENTS Tab

• References - Select whether applicants will be required to provide references  
• Documents – Materials the applicant will be asked to submit for the application

 QUALIFICATIONS

• • Basic Qualifications- Add all basic qualifications (i.e. required at the time of application) 
  • Additional Qualifications – Optional add additional qualifications (i.e. required at time of start)
  • Preferred Qualifications – Optional add preferred (i.e. preferred, but not required, qualifications for the position)

 DEMOGRAPHICS Tab

• Demographics of candidates available in each field of study identified.

ADVERTISEMENTS Tab

• Planned search and recruitment Describe all planned efforts to reach a broad and well qualified applicant pool, consistent with obligations as a Federal and State contractor.
• Actual search and recruitment efforts - Enumerate all efforts taken to reach a broad and well qualified applicant pool, consistent with obligations as a Federal and State contractor. If some of the planned efforts were not undertaken, please state what actions were taken instead, and explain why.

SELECTION PROCESS Tab

• Selection Criteria prioritized criteria for selection.
• Selection plan - How the search committee will evaluate the applicants and select the shortlist and finalist (screening process, interview procedures, role of the search committee, etc.)
• Specialization format- Enter all areas that applicants may pick as their specialization. Reviewers will be able to find applicants by their specializations.

COMMITTEE Tab

• Core Committee – At least 3 committee members are required.
  • No recruitment approver can also be a search committee member.

DOCUMENTATION Tab  

• Documentation – For FTE searches, please upload the approval email in the documents area.  If the FTE approval is pending, do not submit until it is approved.

It is essential that the University meets all applicable legal and regulatory requirements and maintain its standard of quality and excellence. Open recruitments are conducted to maintain the mission of excellence as well as enhance the excellence of the academic community. To this end, UCSD is committed to providing equal employment opportunity to all qualified applicants interested in in employment with the university.

State and Federal Agencies     As a university, UCSD is obligated to adhere to the Office of Federal Contract Compliance Programs (OFCCP), which is part of the U.S. Department of Labor. The OFCCP is responsible for ensuring that employers doing business as a Federal contractor comply with the laws and regulations requiring nondiscrimination.

While different divisions and schools may have a different internal process for having a recruitment approved, there is specific information that needs to be gathered to enter a new recruitment into Recruit.

The recruitment plan is the proposal by the department to conduct an open recruitment. It shows:

• The title and discipline of the position to be recruited
• Proposed job notice
• A list of the outreach/advertising efforts to develop an inclusive pool
• A list of search committee members

All participants in the recruitment process are required to abide by Federal, State, and UC laws, regulations, and policies.

As a federal contractor, the university is required to provide annual updates of covered veterans and people with disabilities in compliance with applicable federal and state regulations.  

 Resources for Veteran Jobseekers

It is the policy of the University not to engage in discrimination against or harassment of any person employed or seeking employment with the University of California on the basis of race, color, national origin, religion, sex, gender, gender expression, gender identity, pregnancy,¹ physical or mental disability, medical condition (cancer-related or genetic characteristics), genetic information (including family medical history), ancestry, marital status, age, sexual orientation, citizenship or service in the uniformed services.² This policy is intended to be consistent with the provisions of applicable State and Federal laws and University policies. (APM-035)

The Vietnam Era Veterans Readjustment Assistance Act of 1974, as amended prohibits discrimination against any person because he or she is a disabled veteran of the Vietnam era. Employers are required to take affirmative action to enhance veteran's employment opportunities. 

Individuals with Disabilities

The Americans with Disabilities Act of 1990 requires an employer to provide reasonable accommodation to qualified individuals with disabilities who are employees or applicants for employment, unless to do so would cause undue hardship.

In general, an accommodation is any change in the work environment or in the way things are customarily done that enables an individual with a disability to enjoy equal employment opportunities. There are three categories of "reasonable accommodations."

• modifications or adjustments to a job application process that enable a qualified applicant with a disability to be considered for the position such qualified applicant desires; or
• modifications or adjustments to the work environment, or to the manner or circumstances under which the position held or desired is customarily performed, that enable a qualified individual with a disability to perform the essential functions of that position; or
• modifications or adjustments that enable a covered entity's employee with a disability to enjoy equal benefits and privileges of employment as are enjoyed by its other similarly situated employees without disabilities.

  The Americans with Disabilities Act of 1990 requires an employer to provide reasonable accommodation to qualified individuals with disabilities who are employees or applicants for employment, unless to do so would cause undue hardship.

•  In general, an accommodation is any change in the work environment or in the way things are customarily done that enables an individual with a disability to enjoy equal employment opportunities. There are three categories of "reasonable accommodations."

  • modifications or adjustments to a job application process that enable a qualified applicant with a disability to be considered for the position such qualified applicant desires; or
  • modifications or adjustments to the work environment, or to the manner or circumstances under which the position held or desired is customarily performed, that enable a qualified individual with a disability to perform the essential functions of that position; or
  • modifications or adjustments that enable a covered entity's employee with a disability to enjoy equal benefits and privileges of employment as are enjoyed by its other similarly situated employees without disabilities.

 The Americans with Disabilities Act of 1990 requires an employer to provide reasonable accommodation to qualified individuals with disabilities who are employees or applicants for employment, unless to do so would cause undue hardship.

In general, an accommodation is any change in the work environment or in the way things are customarily done that enables an individual with a disability to enjoy equal employment opportunities. There are three categories of "reasonable accommodations."

• modifications or adjustments to a job application process that enable a qualified applicant with a disability to be considered for the position such qualified applicant desires; or
• modifications or adjustments to the work environment, or to the manner or circumstances under which the position held or desired is customarily performed, that enable a qualified individual with a disability to perform the essential functions of that position; or
• modifications or adjustments that enable a covered entity's employee with a disability to enjoy equal benefits and privileges of employment as are enjoyed by its other similarly situated employees without disabilities.

A Pool Recruitment is a specialized hiring strategy designed for continuous or high-volume needs. Unlike standard recruitments that close once a single seat is filled, pool recruitment typically stays open for an entire year, allowing search committees to hire multiple candidates at different times from the same applicant pool.

Restriction: This feature is strictly reserved for single level, non-Senate title searches.

Step 1: Setting Up the Pool Recruitment

Before you can accept applications, you must designate the recruitment as a "pool."

1. Start the Plan: Create a new recruitment plan within the system.
2. Access Position Details: Open the Position tab and click Edit in the Position details section.
3. Enable Pool Mode: Scroll to the bottom of the window. Under the Pool recruitment? toggle, select Yes.
4. Save: Click Save changes to finalize the recruitment type.

Step 2: Managing Applications via Batch Rounds

In pool recruitment, you don't review everyone at once. You use Batch Rounds to group applicants into review windows.

To Create a Batch Round:

• Navigate: Open the Batch rounds tab.
• Initialize: Click Add batch round.
• Identify: Enter a name and any helpful context in the Additional information field.
• Select Window: Use the slider menu to choose the desired review window (the window must have already passed and contain applicants).
• Save: Click Save changes.

To Extend a Batch Round: If more review dates pass and new applicants arrive, you can pull them into the current active round:

1. In the Batch rounds tab, click the batch name link.
2. Click Extend batch round.
3. Use the slider to select a more recent review date.
4. Click Save changes.

Step 3: Reviewing and Dispositioning Applicants

Reviewing is similar to a standard recruitment, but with two key differences regarding how you "sort" candidates:

• Permanently Deselected: If an applicant meets the basic qualifications but is clearly not fit for any position within this pool (e.g., wrong specialization), assign them this status. They will be excluded from all future batch rounds and reports.
• Status Carry-over: Applicants are only evaluated once. Their status and disposition reasons automatically carry over from one batch round to the next.

Step 4: Completing the Round and Reporting

You cannot start a new batch round until the current one is officially "Complete."

1. Assign Reasons: Every applicant in the batch round must have a disposition reason assigned before a report can be generated.
2. Generate Search Report: Unlike simple recruitments (which are based on dates), pool reports are generated specifically for the Batch Round.
3. Approval: Once the search report for the round is approved, the batch round is marked as Complete.
4. Next Cycle: You are now free to generate a new batch round for the next group of applicants.