Human Resources > Supervisor Resources > Recruitments > Frequently Asked Questions

Frequently Asked Questions

 The following questions are frequently received by Employment Services staff from campus departments.

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

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

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

  14. 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?

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

  16. If I don't have a diverse pool of applicants what can I do?

  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?

 

Click here for Layoff FAQ's

 

  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 contracts, including revisions and extensions, require approval by our Employment Consultant/Recruiter in 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://hr.ucdavis.edu/policies). 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 Consultant/Recruiter in Human Resources 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 Consultant/Recruiter in Human Resources 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 department must advise their Employment Consultant/Recruiter in Human Resouces if they prefer HR screen or department screen for applications received through the online PeopleAdmin system.  The number of applications received through PeopleAdmin will vary since the applications meeting the minimum qualifications can be established by screening questions to permit the system to conduct an initial screen.  Once the system screens, the department will have access to view all applications as received in the system, however the department will not be permitted to take interview and selection action until the posting requirement has been met by policy or collective bargaining contract.  Note, all positions must be posted minimally 10 business days. Your Employment 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 description into the PeopleAdmin system for Compensation/HR classification review.  However, some departments have established internal approval protocols that could delay timelines.   Once the position has been classified and moved by Compensation to the department library in the PeopleAdmin, the department will need access the position to initiate a requisition for the recruitment action.   Employment in HR cannot take action to fill the position and close in the system until the department has conducted interview and selection process and obtained all approvals prior to job offer and  provided documentation of hiring decision in the PeopleAdmin system.
  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 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  Consultant/Recruiter in HR 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 Services by attending upcoming job fairs and special events to develop personal contacts for future recruitments.
  11. 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, however, the department will need to vacate the position in the PeopleAdmin system prior to the department initiating a request for recruitment.  Please contact Disability Management Services to discuss separation of employee due to medical separation prior to submtting request for recruitment.
  12. Who tells the applicants about the status of their application?
    The PeopleAdmin system will provide applicants with status information, however, because hiring departments 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.
  13. Why can’t I limit the recruitment to only internal department applicants?
    The PeopleAdmin system will provide applicants with status information, however, because hiring departments 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.

  14. 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.
  15. Where can I review the campus and my unit AA goals? You may contact your Deans’ Office or your Employment Consultant/Recruiter for information or you may also view campus and department affirmative action goals on-line.
  16. If I don't have a diverse pool of applicants what can I do?
    All jobs will be posted with Open-Until-Filled final filing dates to permit continued recruitment for diverse applicant pools.  Contact your Employment Consultant/Recruiter in HR to review the recruitment plan initiated at the onset of the recruitment and/or to explore developing new strategy to reach diverse applicants.
  17. Will the recruiter tell me if I don’t have a diverse applicant pool?
    Yes, the Employment 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 Consultant/Recruiter as early as possible to discuss affirmative action goals and type of recruitment outreach activities required for a diverse applicant pool.
  18. 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 Consultant/Recruiter in HR to discuss advertising in sources at no cost to the department.  Note, all advertisements must be reviewed and approved by the Employment  Consultant/Recruiter prior to publication.
  19. Does the recruiter reach out to the many different labor markets for me or do I have to ask for special recruitment?

    The Employment Consultant/Recruiter in HR should be contacted prior job posting to discuss current recruitment efforts, identify specific outreach sources and contacts and to explore special recruitment efforts in the various labor markets.

Webmaster questions or comments? | Last Update: Dec 09, 2010
Copyright © The Regents of the University of California, Davis Campus, 2005-08. All Rights Reserved.