1. When can a "Contract" appointment be considered?



2. Where can I find policies and procedure pertaining to recruitment and selection?



3. Why must I recruit for a position if I already know whom I want to hire?



4. Do we still have affirmative action obligations?



5. Do I have to interview more than one candidate?



6. Do I need to check references before making a job offer and what can I ask of a reference source?



7. May I offer an increase in salary for a lateral transfer/hire?



8. How does the hiring authority determine how many applicants that they wish to receive from the recruiter and can the hiring authority see all of the applications?



9. Why does it take so long to complete the hire process?



10. How do I know where to recruit to get the best diverse pool of applicants?



11. How do I find people to join my selection committee to get a diverse selection committee?



12. Do I have to wait for someone to leave their job before I can recruit?



13. Who tells the applicants about the status of their application?



14. Why can't I limit the recruitment to only internal department applicants?



15. If there are two equally qualified candidates and I have an AA goal and one of the applicants meets the goal do I have to select that person?



16. Where can I review the campus and my unit AA goals?



17. Will the recruiter tell me if I don't have a diverse applicant pool?



18. Who pays for the additional advertising?



19. Does the recruiter reach out to the many different labor markets for me or do I have to ask for special recruitment?



20. Who pays for the additional advertising?



21. Does the recruiter reach out to the many different labor markets for me or do I have to ask for special recruitment?

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1. When can a "Contract" appointment be considered?
   A contract appointment can be considered for non-represented positions at certain levels when a particular individual has been identified to do the job or if specific conditions are attached to the position, such as projects with scheduled deadlines. Generally, contracts are established for 1 year. Terms and conditions of employment are specified in a written contract. Contracts must be revised if terms of conditions change. All PSS contracts, including revisions and extensions, require approval by our Employment and Outreach Consultant/Recruiter and MSP contracts require approval by the Associate Vice Chancellor-Human Resources.



2. Where can I find policies and procedure pertaining to recruitment and selection?
   The Human Resources Department has a Staff Personnel Policy Online Bookshelf (http://www.hr.ucdavis.edu/Elr/Policy). For positions that are not represented by a union, refer to the Personnel Policies for Staff Members, sections 20 (Recruitment) and 21 (Appointment). For positions that are represented by a union, refer to the appropriate labor contract. For represented positions without a current contract, refer to the Staff Personnel Policy Online Bookshelf to determine the policy manual you should use.



3. Why must I recruit for a position if I already know whom I want to hire?
   University policy and collective bargaining agreements require the University to recruit both within and outside its workforce to obtain qualified applicants. Additionally, the University's legal obligations as a federal contractor also require it to design specific efforts to promote equal employment opportunity.



4. Do we still have affirmative action goals?
   Yes, the passage of California proposition 209 did not eliminate the University's obligation to comply with federal regulations. Race, ethnicity, and sex are considered in setting affirmative action goals. As a federal contractor, UC is required to compare its minority and female workforce to minorities and women with requisite skills in the labor force. If there is an underutilization of minorities and women with requisite skills in the UC D workforce compared to the labor market, the University must set goals (not quotas) to correct the underutilization, and must make good faith efforts (not give preference) toward achieving the goals. These factors can also be considered when planning a strategy for outreach that is designed to attract a diverse pool of applicants.



5. Do I have to interview more than one candidate?
   We encourage you to interview the most appropriately qualified candidates and to interview more than one candidate if they meet the required minimum qualifications. Note: some administrative departments have an internal protocol regarding interviews.



6. Do I need to check references before making a job offer and what can I ask of a reference source?
   Yes. References should always be checked regardless of your impression of the interviewed candidate's qualifications. Reference checks should be conducted for every finalist after you have completed your interviews. References are checked for three basic reasons: (1) to verify employment; (2) to verify what you have learned during the interview and (3) to obtain employment recommendations. Obtaining permission from the candidate to check references is required prior to contacting references. Questions must be job related and responses can be used in consideration only if documented. Please contact your Employment and Outreach Consultant/Recruiter for information regarding this review.



7. May I offer an increase in salary for a lateral transfer/hire?
   If an employee is transferring from one position to another position in a classification that has the same salary range maximum, normally he/she will not receive a salary adjustment. For positions covered by a collective bargaining unit, contact your Employment and Outreach Consultant/Recruiter prior to making any increase in salary offer for a lateral transfer.



8. How does the hiring authority determine how many applicants that they wish to receive from the recruiter and can the hiring authority see all of the applications?
   The number of applications received by the hiring authority will vary since the applications meeting the minimum qualifications noted in the job posting and the position description determines the number of applications referred to the hiring department by Employment and Outreach Services /HR. Incomplete applications will not be referred to the department. Your Employment and Outreach Consultant/Recruiter should be consulted regarding special considerations.



9. Why does it take so long to complete the hire process?
   The process begins at the time the department enters the position into a job machine automated system. Some departments must have their positions reviewed/approved at the appropriate department approval levels in the system prior to HR receiving the recruitment request. Depending upon if the position is new or a straight replacement, Compensation Unit/HR must review prior to moving the position on to the Employment and Outreach Consultant/Recruiter. ALL positions are posted a minimum of two weeks based upon policy and collective bargaining agreements. After the initial posting period, it will take Employment and Outreach Services 5-8 days to data enter applications, screen and refer qualified applicants to the department.
   
   The selection/interview process time will vary with each department, however once closeout materials are returned to the Employment and Outreach Consultant/Recruiter for review, the job is closed in job machine automated system for the department to archive.



10. How do I know where to recruit to get the best diverse pool of applicants?
    Outreach is a collaborative effort between the hiring department and Employment and Outreach Services/Human Resources. To ensure sufficient time is given to develop an effective recruitment plan to reach diverse, prospective applicants, the department should begin exploring recruitment options well in advance of the actual posting, particularly if your position requires specialized skills. You may contact your Employment and Outreach Consultant/Recruiter and/or the Outreach Coordinator to discuss recruitment strategy, community affiliations, professional organizations, activities, internet job boards, and targeted minority media, publications, churches, state agencies, Chamber of Commerce organizations to name a few. In addition, we recommend you partner with Employment and Outreach Services by attending upcoming job fairs and special events to develop personal contacts for future recruitments.



11. How do I find people to join my selection committee to get a diverse selection committee”?
    The following link contains a list of resources available for managers and supervisors to use when creating interview panels. The list represents a diverse (race, ethnicity, gender, sexual orientation, age and persons who self identified as having a disability) group of campus associates who have agreed to be available to serve on selection committees from time to time.



12. Do I have to wait for someone to leave their job before I can recruit?
    No, as long as you have received approval from your departmental authority to recruit for an upcoming vacant position, you should be able to begin the recruitment process. If your vacancy is due to a medical separation, please contact Disability Management Services to ensure the separation has been processed.



13. Who tells the applicants about the status of their application?
    Since hiring departments and units are make their own hiring decisions (i.e., selecting applicants for interviews and choosing a finalist), departments should advise candidates interviewed the status of the selection process. Applicants are also advised by Employment and Outreach Services if he/she submitted a notification card with the employment application form. The status card is returned to the applicant at the time applications are referred to the department (if not referred) or upon receipt of the closeout packet.



14. Why can’t I limit the recruitment to only internal department applicants?
    UCD local employment and selection procedures require hiring units to recruit for open positions through both internal (UC Davis-wide) and external recruitment using our outreach to located and find diversified and qualified applicants. If you have a need to look within your unit and department for suitable applicants, you should contact your recruiter to discuss other options.



15. If there are two equally qualified candidates and I have an AA goal and one of the applicants meets the goal do I have to select that person?
    The University of California is an equal opportunity/affirmative action employer in compliance with federal affirmative action regulations that apply to federal contractors. UC is also required to comply with the provisions of Article 1, Section 31 of the California Constitution (Proposition 209) which prohibits discrimination against or preferential treatment to any individual or group on the basis of race, sex, color, ethnicity or national origin.



16. Where can I review the campus and my unit AA goals? You may contact your Deans’ Office or your Employment and Outreach Consultant/Recruiter or MSP/MSO Coordinator for goal information. In addition, goal information for specific positions is noticed in the automated job machine system when you submit a request for a job posting. You may also view campus and department affirmative action goal on-line.



17. If I don't have a diverse pool of applicants what can I do?
    Because federal regulations require the University to make good faith efforts towards meeting goals which include broad advertising of job openings and outreach efforts to ensure that all qualified candidates are represented in applicant pools, the department may consider extending the final filing date to permit outreach and recruitment efforts. Contact your Employment and Outreach Consultant/Recruiter to review the recruitment plan initiated at the onset of the recruitment and/or to explore developing new strategy to reach diverse applicants.



18. Will the recruiter tell me if I don’t have a diverse applicant pool?
    Yes, the Employment and Outreach/Consultant will advise you if you do not have a diverse applicant pool, however it is to the benefit of the department to contact your Employment and Outreach Consultant/Recruiter as early as possible to discuss affirmative action goals and type of recruitment outreach activities required for a diverse applicant pool. Special requests are also routed to the Outreach Coordinator for targeted recruitment.



19. Will the recruiter tell me if I don’t have a diverse applicant pool?
    Yes, the Employment and Outreach/Consultant will advise you if you do not have a diverse applicant pool, however it is to the benefit of the department to contact your Employment and Outreach Consultant/Recruiter as early as possible to discuss affirmative action goals and type of recruitment outreach activities required for a diverse applicant pool. Special requests are also routed to the Outreach Coordinator for targeted recruitment.



20. Who pays for the additional advertising?
    It is the department’s responsibility to fund and make direct advertising arrangements, but you should contact your Employment and Outreach Consultant/Recruiter to work with you in composing the ad. Remember, the ad must be reviewed and approved by the Employment and Outreach Consultant/Recruiter prior to publication.



21. Does the recruiter reach out to the many different labor markets for me or do I have to ask for special recruitment? If you did not contact the Employment and Outreach Consultant/Recruiter prior to submitting the vacancy listing in Job Machine, a preliminary recruitment plan will be developed and discussed with you which may include special recruitment efforts. The Outreach Coordinator should be consulted to discuss current recruitment efforts, identify specific outreach sources and contacts and to explore special recruitment efforts in the various labor markets.