GENERAL GUIDELINES

An open recruitment is required for all new appointments defined as:

Employment of an individual whose immediately prior status was 

• not in the employ of the University of California, San Diego, or 
• in the employ of the University of California, San Diego, but with a title that is different than the title/series being proposed. (PPM 230-6, Section VI.A.1.a.; also PPM 230-20, Procedures for Appointment of Academic Personnel, Section II, Policies.)

An appointment involving the permanent transfer of an individual within the University of California system (inter-campus) or within the UCSD campus (intra-campus) also requires compliance with affirmative action policy.

Appointments exempt from the open recruitment process:

• "Visiting" professorial and research titles when, and only when, the appointee is on leave from another educational or research institution.  Visiting researchers not permanently attached to another educational or research institution are not exempt from regular affirmative action requirements unless the appointment is at 50% time or less or is of short duration (see below).
• Postgraduate Research appointments.
• Non-salaried appointments--including appointments funded 100% by the Veterans Administration.
• Appointments for 50% time or less--including appointments funded 50% or more by the Veterans Administration, and except for tenure-track/tenured positions.  A full search is required for ladder-rank positions regardless of the percentage time of appointment.
• Appointments at more than 50% time if the appointment will be of short duration--specifically, two quarters or less (9-month bases) or six months or less (11-month basis) total time worked at UCSD.
• Graduate students in titles such as RA, TA, Assoc-In..., etc.

Affirmative action reports used to document and monitor the open recruitment process:

• Recruitment Plan:  used by all campus units to establish any open recruitment.
• Recruitment Assessment Report:  used by General Campus and SIO to document the outreach effort and the resulting applicant pool and are for Ladder-Rank Faculty recruitments only.
• Recruitment Selection Report:  used by General Campus and SIO to document the final selection process of the recruitment and are for Ladder-Rank Faculty recruitments only.
• Compliance Report:  used by General Campus and SIO to document the total recruitment effort and is for all recruitments other than Ladder-Rank Faculty searches.  SOM is to use the Compliance Report to document all open recruitments.

All affirmative action reports, requests to waive the open recruitment process, and correspondence must be signed by the Department Chair or ORU Director.  An Acting or Vice Chair/Director may sign in the absence of the Chair/Director.  The signature of an individual with a staff title, e.g., MSO, is not acceptable.

All reports are to be sent directly to the Office of Academic Diversity and Equal Opportunity (OADEO), mail code 0065.  Once the reports have been reviewed, OADEO will forward them to the appropriate Dean for approval.  For General Campus units, the Dean's Office will notify the hiring unit of approval and will fax the signed report to the unit.  OADEO will notify the hiring units within SOM, SIO, the Library, and University Extension and will fax the signed reports.

UCSD affirmative action reports must be completed before other actions may follow, that is:

• A Recruitment Plan must be approved before the hiring unit may post the ad;
• A Recruitment Assessment Report must be approved before the Search Committee may begin interviewing seriously considered applicants;
• A Recruitment Selection Report, Compliance Report, or waiver request must be approved and a copy  included in the appointment file before the file is submitted to the Academic Personnel Office.  

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