Search Plan

• Name – This is the name of the recruitment. It will be the title of the position and department that is being recruited. (Examples: Assistant Professor, Design Lab; Assistant Professor (Ladder Rank/In Residence) – Director of Clinical Genomics and Molecular Pathology).
• Search Tracking
  • Search breadth - Please select if this is an open search or a targeted search. 
  • Salary Control- Indicate the special FTE Program associated with the search status. (i.e., Advancing Faculty Diversity, Chancellor's Joint Initiative, Joint Search, Growth Funds, Separation Replacement.)
  • Initial Search Allocation – If this is a newly created position, select “newly allocated”. If a backfill, select “Relisted”.
• Contact Information
  
  • Contact info – this is the person who will be answering questions about the recruitment or assisting applicants on their questions or concerns.
  • Links – enter in the additional informational link for the position. This could be the link to the department, lab, program, unit or school. Multiple links can be provided.
• Dates – the format will be IRD/Open until filled with the first review date 30 days after the recruitment open date. Please allow additional time for the approval workflow process. This allows for greater flexibility in the recruitment dates and additional review dates throughout the course of the recruitment.
  • Review dates are the “due dates” for the recruitment period where the applicants have to get their completed application in to be reviewed by. Committee members cannot see late or incomplete applications. Analysts are not permitted to submit late or incomplete applications to the search committee. Review dates are recommended at least once a quarter for active recruitments.
  • The final date on the recruitment can be up to a year (365 days). Recruitments cannot be open longer than a year.

• Location – Departments have the option to post the location of the position.
• Title Codes – The title codes must match the recruitment name. If any of the title codes in the recruitment are for the full recruitment process, the recruitment defaults to the full recruitment process.
  • Tenured searches are separated from all other academic titles due to separate availability data, applicant pools, applications, and terms of employment.

• The position field should only contain the following items:
  • Department diversity statement
  • Overview of what the position will be doing and where it fits within the department/division
  • Link to the APM of the position series
  • Brief job responsibilities (Key responsibilities)
  • An effective way to communicate the job duties is to keep them current and accurate, use action verbs, keep the number of duties to just the main key duties of the position, and use bullet points or a numbering system for easy reading for the applicant.

• References – the department can decide on which of the kind of references they want.
  • None – when applicants will not be asked for any references to complete their application.
  • Only contact info – the applicant will need to provide the name and contact options for their references to complete the application. Departments can decide when they will reach out to the references.
  • Letters of recommendation – applicants will be asked to name their references and then request the letters to complete the application. The candidate status is complete even if the references has not yet provided the letters of recommendation. The candidate can still be considered for the recruitment.
• Documents – The Curriculum Vitae and Statement of Contributions to Diversity will be required by default for all applicants. The other application materials are editable and modified to suite the departments need and can be listed as optional or required. A time saver tip to use the application materials to help build the appointment file.
  • Tenured searches will need to add the authorization to release form for the Institutional Reference Check as a required document.

• UCOP policy states that applicants must have their qualifications equally reviewed and that the focus is to select the most qualified for the position regardless of how the applicant may self-identify to keep up the standards of excellence. Qualifications are the list of skills, experience, or education a candidate would need to be successful for the position.
  • Basic – the minimum qualifications an applicant must have to be considered for the position. Degrees must be specified (Example, PhD in Computer Science or related field required). These qualifications must be met at the time of application, relevant to the job, quantifiable, and objective. (Example: PhD or Advancement to Candidacy/All But Dissertation at the time of application.)
  • Additional – degree or certifications that an applicant has to have by the start of the position, but maybe working towards while they are an applicant. (Example: A PhD or Advancement to Candidacy/All But Dissertation in Electrical or Computer Engineering or related disciplines is required at the time of appointment.)
  • Preferred – qualifications that are nice to have skills, experience, or education, but an applicant will still be qualified without them.

• Availability Demographics – benchmark availability is the number of persons in the US that are available for employment in the position, expressed in a percentage in a given job group. For faculty positions, this means applicants who posses PhD’s and degrees to be eligible for academic appointments. The data for the availability demographics comes from UCOP from multiple sources such as: NORC, Association of American Medial Colleges, American Library Association, Integrated Postsecondary Education Data System, and RTI.
• The benchmark availability is a guide that is compared against the shortlist report to show the effectiveness of the outreach and selection process of the recruitment.
  • Analyst will need to enter in the field of study that is the closest to the position. Multiple fields of study maybe used.
• Affirmative Action Goals – These are the underutilized groups that the department wishes to target in their outreach efforts.
  • Analysts will need to enter in the affirmative action goals for the requirement.
  • As a campus, UCSD is working to advance faculty diversity. Minority, Women, People with Disability, and Veterans need to be checked as goals. Any other goals the department identifies based on conversations with the FEA will be listed here. 

• This is the outreach of the recruitment. It is how applicants learn of the position and apply.
• Planned Search & Recruitment Efforts – Analysts will need to list the outreach resources the department has identified for this search in order to reach qualified applicants based on the Affirmative Action Goals.
• Applicant Search Sources – This is a feature that gives applicants a chance to select where they learned about the position. This helps departments evaluate which of their outreach activities was the most effective for their search.
  • The analyst will need to add the recruitment outreach the department has identified for the position.

• Selection Criteria – Prioritized list of items evaluated and measured by the committee based on materials submitted under the requirements tab. This criterion will also be what those interviewed are measured against. They need to be quantifiable and measurable metrics. 
• Selection Plan – Procedural account of how the final candidate(s) will be chosen. This procedure must be followed for all candidates.
• Specializations – Used when combining recruitments, fields of study, or departments under one search. This feature allows candidates to select which of those options they would be most interested in.

• Three or more current academics at or above the level being recruited. Cannot be a report approver or staff and the committee must have diverse representation.

Approval Workflow – once the department analyst completes the Search Plan and submits it for approval, all the required approvers must review and approved in sequential order. OARS has pre-set up the assigned approval workflows. Analysts can track the workflow in the approval request.

• Academic Personnel Director (on certain searches)
• Equity Advisor/FEA – Tenured or Academic Coordinator searches
• Department Chair
• Affirmative Action Reviewer
• Dean’s Analyst
• Dean

Once the Dean approves, the department analyst can now publish the recruitment.

• Name – This is the name of the recruitment. It will be the title of the position that is being recruited. (Example: Assistant, Associate, or Full Project Scientist in Cell & Developmental Biology).
• Search Tracking
  • Search breadth - Please select if this is an open search or a targeted search. 
  • Initial Search Allocation – If this is a newly created position, select “newly allocated”. If a backfill, select “Relisted”.
• Contact Information
  
  • Contact info – this is the person who will be answering questions about the recruitment or assisting applicants on their questions or concerns.
  • Links – enter in the additional informational link for the position. This could be the link to the department, lab, program, unit or school. Multiple links can be provided.
• Dates – the format will be IRD/Open until filled with the first review date 2 weeks after the recruitment open date. Please allow additional time for the approval workflow process. This allows for greater flexibility in the recruitment dates and additional review dates throughout the course of the recruitment.
  • Review dates are the “due dates” for the recruitment period where the applicants have to get their completed application in to be reviewed by. Committee members cannot see late or incomplete applications. Analysts are not permitted to submit late or incomplete applications to the search committee. Review dates are recommended at least once a quarter for active recruitments.
  • The final date on the recruitment can be up to a year (365 days). Recruitments cannot be open longer than a year.

• Location – Departments have the option to post the location of the position.
• Title Codes – The title codes must match the recruitment name. If any of the title codes in the recruitment are for the full recruitment process, the recruitment defaults to the full recruitment process.

• The position field should only contain the following items:
  • Department diversity statement
  • Overview of what the position will be doing and where it fits within the department/division
  • Brief job responsibilities (key responsibilities)
  • An effective way to communicate the job duties is to keep them current and accurate, use action verbs, keep the number of duties to just the main key duties of the position, and use bullet points or a numbering system for easy reading for the applicant.

• References – the department can decide on which of the kind of references they want.
  • None – when applicants will not be asked for any references to complete their application.
  • Only contact info – the applicant will need to provide the name and contact options for their references to complete the application. Departments can decide when they will reach out to the references.
  • Letters of recommendation – applicants will be asked to name their references and then request the letters to complete the application. The candidate status is complete even if the references has not yet provided the letters of recommendation. The candidate can still be considered for the recruitment.
• Documents – The Curriculum Vitae and Statement of Contributions to Diversity will be required by default for all applicants. The other application materials are editable and modified to suite the departments need and can be listed as optional or required. A time saver tip to use the application materials to help build the appointment file.

• UCOP policy states that applicants must have their qualifications equally reviewed and that the focus is to select the most qualified for the position regardless of how the applicant may self-identify to keep up the standards of excellence. Qualifications are the list of skills, experience, or education a candidate would need to be successful for the position.
  • Basic – the minimum qualifications an applicant must have to be considered for the position. Degrees must be specified (Example, PhD in Computer Science or related field required). These qualifications must be met at the time of application, relevant to the job, quantifiable, and objective. (Example: PhD or Advancement to Candidacy/All But Dissertation at the time of application.)
  • Additional – Degree or certifications that an applicant has to have by the start of the position, but maybe working towards while they are an applicant. (Example: A PhD or Advancement to Candidacy/All But Dissertation in Electrical or Computer Engineering or related disciplines is required at the time of appointment.)
  • Preferred – qualifications that are nice to have skills, experience, or education, but an applicant will still be qualified without them.

• Availability Demographics – benchmark availability is the number of persons in the US that are available for employment in the position, expressed in a percentage in a given job group. For faculty positions, this means applicants who possess PhD’s and degrees to be eligible for academic appointments. The data for the availability demographics comes from UCOP from multiple sources such as: NORC, Association of American Medical Colleges, American Library Association, Integrated Postsecondary Education Data System, and RTI.
• The benchmark availability is a guide that is compared against the shortlist report to show the effectiveness of the outreach and selection process of the recruitment.
  • Analyst will need to enter in the field of study that is the closest to the position. Multiple fields of study may be used.
• Affirmative Action Goals – these are the underutilized groups that the department wishes to target in their outreach efforts.
  • Analysts will need to enter in the affirmative action goals for the requirement. 
  • As a campus, UCSD is working to advance faculty diversity. Minority, Women, People with Disability, and Veterans need to be checked as goals. Any other goals the department identifies based on conversations with the FEA will be listed here. 

• This is the outreach of the recruitment. It is how applicants learn of the position and apply.
• Planned Search & Recruitment Efforts – Analysts will need to list the outreach resources the department has identified for this search in order to reach qualified applicants based on the Affirmative Action Goals.
• Applicant Search Sources – This is a feature that gives applicants a chance to select where they learned about the position. This helps departments evaluate which of their outreach activities was the most effective for their search.
  • The analyst will need to add the recruitment outreach the department has identified for the position.

• Selection Criteria –Prioritized list of items evaluated and measured by the committee based on materials submitted under the requirements tab. They need to be quantifiable and measurable metrics.
• Selection Plan – Procedural account of how the final candidate(s) will be chosen. This procedure must be followed for all candidates.
• Specializations – Used when combining recruitments, fields of study, or departments under one search. This feature allows candidates to select which of those options they would be most interested in.

• Three or more current academics at or above the level being recruited. Cannot be a report approver or staff and the committee must have diverse representation.

Approval Workflow – once the department analyst completes the Search Plan and submits it for approval, all the required approvers must review and approved in sequential order. OARS has pre-set up the assigned approval workflows. Analysts can track the workflow in the approval request.

• Department Chair
• Affirmative Action Reviewer
• Dean’s Analyst (optional)
• Dean

Once the Dean approves, the department analyst can now publish the recruitment.

• Name – This is the name of the recruitment. It will be the title of the position that is being recruited. Joint searches must specify they are joint searches in the title. (Example: Assistant Professor – Chancellor’s Joint Initiative: Geroscience).
• Home Department – the department responsible for the administration of the recruitment.
• Crosslisted department needs to be added for the joint search
• Search Tracking
  • Search breadth - Please select if this is an open search or a targeted search.
  • Salary Control- Indicate the special FTE Program associated with the search status. (i.e., Advancing Faculty Diversity, Chancellor's Joint Initiative, Joint Search, Growth Funds, Separation Replacement.)
  • Initial Search Allocation – If this is a newly created position, select “newly allocated”. If a backfill, select “Relisted”.
• Contact Information
  
  • Contact info – this is the person who will be answering questions about the recruitment or assisting applicants on their questions or concerns.
  • Links – enter in the additional informational link for the position. This could be the link to the department, lab, program, unit or school. Multiple links can be provided.
• Dates – the format will be IRD/Open until filled with the first review date 30 days after the recruitment open date. Please allow additional time for the approval workflow process. This allows for greater flexibility in the recruitment dates and additional review dates throughout the course of the recruitment.
  • Review dates are the “due dates” for the recruitment period where the applicants have to get their completed application in to be reviewed by. Committee members cannot see late or incomplete applications. Analysts are not permitted to submit late or incomplete applications to the search committee. Review dates are recommended at least once a quarter for active recruitments.
  • The final date on the recruitment can be up to a year (365 days). Recruitments cannot be open longer than a year.

• Location – Departments have the option to post the location of the position.
• Title Codes – The title codes must match the recruitment name. If any of the title codes in the recruitment are for the full recruitment process, the recruitment defaults to the full recruitment process.
  • Tenured searches are separated from all other academic titles due to separate availability data, applicant pools, applications, and terms of employment.

• The position field should only contain the following items:
  • Department diversity statement
  • overview of what the position will be doing and where it fits within the department/division
  • brief job responsibilities (key responsibilities)
  • An effective way to communicate the job duties is to keep them current and accurate, use action verbs, keep the number of duties to just the main key duties of the position, and use bullet points or a numbering system for easy reading for the applicant.

• References – the department can decide on which of the kind of references they want.
  • None – when applicants will not be asked for any references to complete their application.
  • Only contact info – the applicant will need to provide the name and contact options for their references to complete the application. Departments can decide when they will reach out to the references.
  • Letters of recommendation – applicants will be asked to name their references and then request the letters to complete the application. The candidate status is complete even if the references has not yet provided the letters of recommendation. The candidate can still be considered for the recruitment.
• Documents – The Curriculum Vitae and Statement of Contributions to Diversity will be required by default for all applicants. The other application materials are editable and modified to suite the departments need and can be listed as optional or required. A time saver tip to use the application materials to help build the appointment file.
  • Tenured searches will need to add the authorization to release form for the Institutional Reference Check as a required document.

• UCOP policy states that applicants must have their qualifications equally reviewed and that the focus is to select the most qualified for the position regardless of how the applicant may self-identify to keep up the standards of excellence. Qualifications are the list of skills, experience, or education a candidate would need to be successful for the position.
  • Basic – the minimum qualifications an applicant must have to be considered for the position. Degrees must be specified (Example, PhD in Computer Science or related field required). These qualifications must be met at the time of application, relevant to the job, quantifiable, and objective. (Example: PhD or Advancement to Candidacy/All But Dissertation at the time of application.)
  • Additional – Degree or certifications that an applicant has to have by the start of the position, but maybe working towards while they are an applicant. (Example: A PhD or Advancement to Candidacy/All But Dissertation in Electrical or Computer Engineering or related disciplines is required at the time of appointment.)
  • Preferred – qualifications that are nice to have skills, experience, or education, but an applicant will still be qualified without them.

• Availability Demographics – benchmark availability is the number of persons in the US that are available for employment in the position, expressed in a percentage in a given job group. For faculty positions, this means applicants who possess PhD’s and degrees to be eligible for academic appointments. The data for the availability demographics comes from UCOP from multiple sources such as: NORC, Association of American Medical Colleges, American Library Association, Integrated Postsecondary Education Data System, and RTI.
• The benchmark availability is a guide that is compared against the shortlist report to show the effectiveness of the outreach and selection process of the recruitment.
  • Analyst will need to enter in the field of study that is the closest to the position. Multiple fields of study may be used.
• Affirmative Action Goals – these are the underutilized groups that the department wishes to target in their outreach efforts.
  • Analysts will need to enter in the affirmative action goals for the requirement.
  • As a campus, UCSD is working to advance faculty diversity. Minority, Women, People with Disability, and Veterans need to be checked as goals. Any other goals the department identifies based on conversations with the FEA will be listed here. 

• This is the outreach of the recruitment. It is how applicants learn of the position and apply.
• Planned Search & Recruitment Efforts – Analysts will need to list the outreach resources the department has identified for this search in order to reach qualified applicants based on the Affirmative Action Goals.
  • Joint searches must have 8-10 leaders identified by both departments and the search committee must reach out to them regarding the open position.
• Applicant Search Sources – This is a feature that gives applicants a chance to select where they learned about the position. This helps departments evaluate which of their outreach activities was the most effective for their search.
  • The analyst will need to add the recruitment outreach the department has identified for the position.

• Selection Criteria – Prioritized list of items evaluated and measured by the committee based on materials submitted under the requirements tab. This criterion will also be what those interviewed are measured against. They need to be quantifiable and measurable metrics. 
• Selection Plan – Procedural account of how the final candidate(s) will be chosen. This procedure must be followed for all candidates. 
• Specializations – Used when combining recruitments, fields of study, or departments under one search. This feature allows candidates to select which of those options they would be most interested in.

• Five or more current academics at or above the level being recruited. Cannot be a report approver or staff and the committee must have diverse representation. Both departments need to be represented with two committee members and one committee member needs to be an outside faculty member. 

Approval Workflow – once the department analyst completes the Search Plan and submits it for approval, all the required approvers must review and approved in sequential order. OARS has pre-set up the assigned approval workflows. Analysts can track the workflow in the approval request.

• Academic Personnel Director
• Equity Advisor/FEA (Home Department)
• Diversity Office - Cross Listed Department's FEA
• Department Chair (Home department)
• Unit Director – crosslisted department’s Department Chair
• Affirmative Action Reviewer
• Dean’s Analyst (Optional)
• Provost – crosslisted department Dean
• Dean
• AVC

Once the AVC approves, the department analyst can now publish the recruitment.