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Academic Personnel Services APS
  1. Academic Personnel Services
  2. Recruitment
  3. Shortlist Report
  4. Shortlist is used for SOE/Tenure faculty ONLY

Shortlist Report

A Shortlist Report provides a snapshot of a recruitment that verifies whether planned outreach efforts were implemented. It measures the effectiveness of the outreach efforts and shows applicants under further consideration for the position. The Shortlist Report must be submitted before the first interview for the position.

The Shortlist Report includes:

  • Complete outreach efforts and uploaded evidences
  • Complete applicant management
  • Documentation that all applicants were reviewed fairly and equally

Upon approval, departments have permission to move forward with further consideration.

Conducting Outreach

Conducting Outreach and Announcing the Position

Once the Dean has approved the Search Plan, the department staff and the search committee can execute the planned outreach and advertising efforts. 

Department staff submits the job notice to all advertisement sources listed in the Search Plan. 

  • Review journals, websites, etc. immediately to confirm that the job notice has been properly posted. 
  • Retain proof of all advertisement efforts in the form of tear sheets and emails that explicitly announce the position with the run-dates of the ad. Examples of tear sheets with this information include: 
  • Photo copies of ads posted in journals (showing the name and date of the journal) 
  • Copies of ads posted on Web sites (showing the Web address). 
  • Ensure that search committees document outreach efforts such as: 
     
  • Copies of e-mails sent to colleagues, committees, associations, listservs, etc. 
  • Records of correspondences and/or phone calls to colleagues 
  • Scan and upload evidences in which the job was advertised. Instructions are located in the Recruit Help Tab under Recruitments. 

Active Applicant Management

 Active Applicant Management

 The Recruit platform aids the university in compliance by:

  • Collects applications
  • Maintains reordering
  • Houses applicant information that UCSD is required to track
  • Helps the university to identify an applicant
  • Tracks selection and outreach effectiveness
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Interviewing Candidates

Interviewing Candidates

While some questions may seem innocent, how they are phrased could present legal issues. The best practice is to confine the questions to essential job functions and ability to perform the job. EEOC defines discriminatory practices to include:

  • Employment decisions based on stereotypes or assumptions about the abilities, traits, or performance of a certain sex, race, religion, or ethnic group, or individuals with disabilities, or based on myths or assumptions about an individual’s genetic information.
  • Denying employment opportunities to a person because of marriage to, association with, an individual’s race, religion, national origin, or an individual with a disability. Title VII also prohibits discrimination because of participation in schools or places of worship association with particular racial, ethnic, or religious group.

 

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