AP Online Recruit is the UC Systemwide applicant tracking system for academic recruitment used at all UC Campuses. This platform accepts, reviews, and evaluates applications and tracks all the documents and reports related to each academic recruitment or waiver. Division staff and faculty manage the academic recruitment process and retain records of the recruitment on AP Recruit (Recruit). 

 Access to AP Recruit

 To access Recruit, users must have Single Sign-On (SSO) access, UC San Diego’s authentication system for the campus community. For help  https://blink.ucsd.edu/technology/security/services/two-step-login/sso.html

To become a recruit analyst in AP Recruit, the supervisor of the department analyst will need to fill out the Request for Access Form. The department analyst will need to complete  AP Recruit Training and OARS will then provide access to AP Recruit. Contact OARS at oars@ucsd.edu for any questions. Analysts will be expected to attend a compliance training every three years to maintain their access.

 What is a Search Plan 

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 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 and dean before submitting a search plan. 

Core components required in the plan

• Position details – title, series, and a concise description of duties. 
• 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 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 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. Ad-hoc - Compliance Reviewer
2. Department chair reviews and approves.
3. Dean (and, when required, additional reviewers) signs off.
4. 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.

Each tab reflects the tabs on AP Recruit.  Follow the process to create a compliant recruitment. Click the link below for a checklist of the details in the search plan.

 https://recruitment/search-plan/Search-Checkilst.pdf

DETAILS Tab Name Title you want the posting to display (e.g., “Assistant Professor, Researcher, etc.”)

Job number 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 FTE program or allocation associated with the search

Search breadth Select either 'Open Search' or 'Specialized/Target Search'

Initial search allocation Select Relisted or Newly allocated  

Approved search area 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 Length of time the recruitment is open

POSITION Tab Job Location City and State where the hire will work

Salary Range 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/SOE  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 Tab Basic Qualifications - 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 qualifications preferred, but not required for the position)

DEMOGRAPHICS Tab candidates available in each field of study identified.

ADVERTISEMENT Tab Planned search and recruitment efforts 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  At least 3 committee members are required. No recruitment approver can also be a search committee member

DOCUMENTATION Tab 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.

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.

 

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.

 

 Waivers of Open Recruitment

As an employer and federal contractor, UC San Diego is required to provide equal employment opportunity and to identify and address underutilization of protected classes, individuals with disabilities, and protected veterans in our academic job groups. Conducting full and open searches for academic employment positions supports the University of California in fulfilling these requirements under federal and state laws.

In rare circumstances, and on a case-by-case basis, the requirement of conducting an open search prior to review for appointment may be waived. These waivers should be made for the minimum duration of time required; they cannot be extended nor repeated unless specifically noted in the guidelines  Waivers should be submitted for approval prior to initiating the appointment process. 

Guidelines for Waivers of Open Recruitment for Academic Appointees
at the University of California

The University of California’s commitment to equal opportunity and nondiscrimination recognizes
that an academic employee workforce focused on excellence enhances our academic mission of
teaching, research, and service. The University also recognizes that a workforce based on
excellence is essential for maintaining our standing as a public university dedicated to serving
the needs of an increasingly diverse state.

As an employer and federal contractor, the University of California is required to provide equal
employment opportunity and to identify and address underutilization of protected classes, including
women, individuals with disabilities, and protected veterans in our academic job groups. Conducting
full and open searches for academic employment positions supports the University of California in
fulfilling these requirements under federal and state laws.

In rare circumstances, and on a case-by-case basis, the requirement of conducting an open search
prior to review for appointment may be waived. The University is committed to creating a common set
of guidelines governing the use of search waivers systemwide. Although compliance with employment
law and the Office of Federal Contract Compliance Programs (OFCCP) regulations determine the
boundaries of search waivers, the content of this document is driven by the University’s dedication
to recruiting a high-quality academic workforce as well as addressing its affirmative action goals.
Contributions in all areas of achievement that promote equal opportunity, and excellence should be
given due recognition in the academic recruitment process. At a minimum, individuals under
consideration must meet the high expectations for employment at the University of California.

Waivers should be made for the minimum duration of time required; they cannot be extended nor
repeated, unless specifically noted below. In limited situations as specified below, waivers of
indefinite duration may be approved for a particular appointee while they hold a specific position.

GUIDELINES AND CATEGORIES
Following are guidelines for circumstances where waivers of open searches may be considered.
Waivers should be made
for the minimum duration of time required; they cannot be extended nor repeated, unless specifically
noted below.

Senate

Spousal/ Partner Hire: The University of California recognizes that addressing the needs of
dual career couples is an essential part of recruiting and retaining the highest quality faculty. A
search waiver may be considered if the successful recruitment or retention of a ladder rank faculty
or individual in a senior leadership position (e.g., Managers and Senior Professionals (MSP)
member) is ultimately dependent on an academic appointment for their spouse/partner. A
spouse/partner hired into a campus appointment is not an entitlement. Every spouse/partner hire
must meet the qualifications and standard of excellence for the appropriate appointment. A
spouse/partner hire is contingent on ultimate employment or retention of the associated individual.
This search waiver must list the JPF associated with the recruitment under which the principal
partner/spouse is being considered and is of indefinite duration.

2. Target of Excellence / Opportunity Hire: A search waiver may be considered for cases where
there is an unusual opportunity to hire an individual whose distinctive qualifications and
extraordinary promises or accomplishments will contribute significantly to the excellence of the
academic mission of the University. A waiver may be granted to facilitate the hire if the candidate
would otherwise be lost if not immediately pursued. A Target of Excellence or Opportunity Hire
waiver does not consider race, sex, gender or national origin. Candidates who will promote and
advance UC San Diego’s commitment to excellence, and a climate of inclusion are encouraged. This
search waiver is of indefinite duration.
 
3. President’s and Chancellors’ Postdoctoral Fellowship Recipients: A search waiver may be
considered if the candidate is a current or former recipient of a UC President’s or Chancellor’s
Postdoctoral Fellowship. These UC postdoctoral fellowship programs support outstanding scholars in
all fields whose research, teaching, and service will contribute to excellence at UC. A list of
current and former fellows is available at
http://ppfp.ucop.edu/info/fellowship-recipients/index.html. This search waiver is of indefinite
duration.
Non-Senate

1. Emergency Hire: This type of Search Waiver may be used when there is an urgent and
unanticipated need to fill a position, there is not enough time to conduct a search, and the
candidate has the expertise and is available to begin immediately. If the position is to be filled
beyond the duration of the waiver, an open search must be conducted. Emergency search waivers are
made for a limited period; not to exceed one year.

2. Urgent Patient Care Need:If a  department must alleviate a critical, unforeseen, and ongoing
need in a specific area of patient care a search waiver for urgent patient care may be submitted.
Waivers in this category have a limited duration of one year.

3. Spousal/ Partner Hire: This waiver category is appropriate when the successful recruitment or
retention of a ladder rank faculty member or an individual in a senior leadership position (e.g.,
Managers and Senior Professionals (MSP) member) is ultimately dependent on an academic appointment for their spouse/partner. A spouse/ partner hired into a campus appointment is not an entitlement. Every spouse/partner hire must meet the qualifications and standard of excellence for the appropriate appointment. A spouse/partner hire is contingent on ultimate employment or retention of the associated individual. This search waiver type must list the JPF associated with the
recruitment under which the principal partner/spouse is being considered and is of indefinite
duration.

4. PI/Co-PI/Leadership Status: A waiver may be considered if the candidate will be paid from
extramural funds awarded to the candidate and for which the candidate is named as PI/Co-PI or holds an equivalent leadership role on the extramural funds. A search waiver based on PI/Co-PI/leadership status may be granted for the duration of funding; however, appointments can be made for a shorter period. Waivers remain in effect if funding continues. If funding sources change, a new Waiver must be submitted. To continue employment should the funding run out, the candidate must apply through an open recruitment.

5. Research Team: A search waiver may be granted if the candidate is part of the existing research
team of a recruited or retained ladder rank faculty member. The waiver is only valid for an
individual team member if they remain with the same research team and in the same series. Waivers submitted in this category must list the JPF associated with the recruitment under which the new faculty is being hired.

Exemptions from Searches and Waivers
Certain categories of positions are exempt from open recruitment. They do not require search
waivers; however, all other policies associated with a specific academic title apply to such exempt
positions. An exemption is continuous in duration until one or more qualifying conditions are
changed.

1. Non-Salaried (0% time) and Without Salary (WOS) Appointments: This exemption applies to
appointees who are unpaid employees of the UC campus where the appointment is held.
       a.  The appointees in this category may have a UC employee ID number but will not receive salary
from the University of California.
       b. If an appointee is to receive salary from UC after the initial non-salaried or without salary
appointment an open search for the position must be conducted.

Non-salaried (0% time) and without salary (WOS) titles covered by this exemption include:

Volunteer Clinical Faculty

• WOS non-senate faculty (e.g., HS Clinical, Adjunct) who do not receive pay from an institution  affiliated with UC, excluding Non-Senate Instructional Unit titles.
• WOS non-faculty academics (e.g., Professional Research Series)
• Research Associate (WOS)
• Clinical Associate (WOS)
•  Research Fellow (WOS)
• Visiting Scholar/Visiting Titles (WOS)
• Emeritus – including academic appointees who are conferred emeritus status as the result of an  academic review

2. Concurrent WOS Appointment: A concurrent without salary academic appointment may be made for an appointee who is employed by the University in a staff Managers and Senior Professionals (MSP)
title, or non-faculty academic title and who is asked to participate in occasional teaching
activities that are directly related to the individual’s research or primary job. This exemption
acknowledges that the primary paid appointment must have met the requirements for a search or
search waiver under the appropriate personnel policy.

3. True Visitor: An individual is considered a "true visitor," when they are on leave from an
academic or research position at another educational institution, research institution, or industry
and are visiting the campus for research activity and/or to teach a course in their area of
expertise.

4. Recall Appointments for Retired Academics: The University of California may recall to active
service, for a part-time term appointment, academic appointees who have retired from the
University. This exemption acknowledges that these appointees would have previously undergone a
search or been approved on a search waiver for their pre-retirement appointment.

5. Faculty Administrator Titles at Less Than 100% and Interim / Acting Positions: A faculty member
who is appointed to assume administrative responsibility in addition to, or in partial replacement
of, their faculty responsibilities is considered a Faculty Administrator. Faculty Administrators
are normally compensated with stipends and/or additional summer compensation, when appropriate.
This exemption acknowledges that the underlying faculty appointment required an open search or
approved search waiver and that the administrative responsibilities do not constitute a new
position.

6. Internal Hires (Change in Rank or Series): This exemption is intended to recognize growth and
development in professional skills, knowledge, and responsibility of an appointee. Appointment in
the originating title must have been through an open recruitment, and the appointee must be an
active employee prior to the proposed change. All initial appointments in the senate series require
an open search or a search waiver per the criteria above.

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