Frequently Asked Questions

OADEO has recognized a need from various departments across campus for similar information regarding faculty recruitment and the APOL-Recruit system. Considering the wide breadth of information housed on our website regarding these topics, we have compiled a list addressing the most commonly asked-about issues in a short answer format with links to pages within our site that expand upon the information. We hope that this will further disseminate the information of our website, making it more accessible to our colleagues. 

Many of these FAQ's are regarding APOL-Recruit. To receive access to APOL-Recruit, please contact your department DSA 

Search Waivers on the APOL-Recruit System

Effective July 1, 2016 all new Recruitment Waivers will be generated in APOL-Recruit

  • e-RP/e-Waiver will be memorialized
  • Historical data will remain accessible to departments
  • Waivers submitted for approval to ADEO in e-Waiver prior to July 1 will be processed in e-Waiver

How do I use APOL-Recruit?

What is a Waiver of Open Recruitment?

Waivers are the exception to the recruitment process and require outstanding justification and need. At a minimum, individuals under consideration on a waiver request must meet the high expectations for employment at the University of California.

Why the system change?

The addition of a Waivers system to APOL-Recruit was the result of a system-wide collaboration to create uniform Search Waiver guidelines across all ten UC Campuses. Using a single system for Waivers, much like for Recruitments, allows for the elimination of shadow system, provides a single location for all recruitment activity, and increases familiarity with the system.

Waiver Categories

Waivers have two main classifications with various categories (labeled below). For closer definitions please visit: http://academicaffairs.ucsd.edu/aps/adeo/recruitment/waivers.html

Senate
  • For Senate Faculty
  • Spousal/Partner Hire
  • Target of Excellence
  • Presidential and Chancellor’s Postdoctoral Fellow
Non-Senate
  • Emergency Hire
  • Urgent Patient Care
  • Spouse/Partner hire
  • Principal Investigator/Co-Principal Investigator
  • Research Team
  • Series Change
  • Multiple Affiliates
Exemptions from Both Searches and Waivers
  • 0% time and WOS appointments
  • True Visitor
  • Recall Appointments
  • Concurrent WOS Appointments
  • Faculty Administrator (Internal)
  • Internal Hires (Change in Rank)

How long will it take to get approvals?

ADEO makes every effort to review recruitment submissions within 5 (five) business days of receipt.  Approvals may be delayed if there are errors in submissions.  Other approving bodies (e.g. Deans, FEAs etc.) have their own timeline.

How can I view my submitted reports?

Analysts can view all the reports they have submitted for approval, including Waiver requests, by clicking on the "Approvals," tab at the top of their APOL-Recruit screen at any time.

  • Select the viewing criteria or add data columns to the viewing screen by using the tools on the left hand margin
  • Sort by date requested
  • Click Approval details under the recruitment name to view the approval flow for that report

APOL-Recruit System: Search Plans

Can Tenured and Non-Tenured positions be on the same recruitment profile?

What’s the difference between Open/Close/Final & Open Until Filled/Initial Review Date (IRD) Recruitments?

The open/close/final is for recruitments with hard application deadlines - the close date cannot be extended.

Open Until Filled/ Initial Review Date (OUF/IRD) type of recruitments are best for ongoing recruitments or hard to fill positions- additional application deadlines can be added for up to 1 calendar year.

https://apol-recruit.ucsd.edu/analyst/help/manage_recruitments

What are the required components for faculty recruitments?

Before submitting a search plan for review and approval on Recruit the following information should have been gathered. 

  • Hiring Department name
  • Academic Title, Discipline or area of interest
  • Campus Commitment to Diversity statement, Description of the position, Job responsibilities, Required Qualifications and/or Preferred Qualifications, Salary Statement, Closing Date statement, Equal Employment Opportunity/Affirmative Action employer statement
  • Documents Required from the Applicant, Detailed list of required and optional documents, Instructions about how to submit applications
    • Applicant Contributions to Diversity (C2D) statements must be included as a required document for all searches
    • an informational link describing the purpose of the C2D statements and how to compose one are automatically included in the job posting by the system: http://facultyexcellence.ucsd.edu/c2d/index.html  

For the full list of required components and how to set up a job profile on Recruit, go to:
http://academicaffairs.ucsd.edu/aps/adeo/recruitment/procedures/ad-text.html

http://academicaffairs.ucsd.edu/aps/adeo/recruitment/procedures/search-plan.html

How does the department collect reference information for applicants

What is the Role of the Search Committee?

Search committees have a great opportunity to bring new talent to the University and a great responsibility to ensure that the recruitment is conducted in an appropriate manner. There is a guide for search committee members participating in this very important endeavor that will also highlight the legal aspects of open recruitments in line with campus policy.

In previous years this manual was disseminated to all individuals associated with the search committee via email attachment; in order to make this information more easily accessible, that information is now available via webpage. Please visit the Seach Committee informational page for more specific roles at each stage of a recruitment. 

Can the Search Chair or Committee members view incomplete applications?

No, the Search Committee Chair and the Committee members cannot view incomplete applications. 

There are strict federal guidelines on what constitutes an applicant, and incomplete applications cannot be considered during the applicant evaluation process.

Can applicants add new material after the review date?

This depends on the type of recruitment. 

OPEN/CLOSE/FINAL: This type of recruitment does not allow NEW applicants after the close date. Applicants who had begun applications prior to the close date have until the final date to update and upload their necessary documents. No changes will be allowed after the close date. The limits of the system is such that the committee will not be notified via email when an applicant has changed their documents but a marker will appear next to their application signifying a change since the last time the application was viewed by the committee member.

OPEN UNTIL FILLED/
INITIAL REVIEW DATE(IRD) : This type of recruitment allows an applicant to update their documents until the initial review date. If they wish to update their required documents after the IRD they must contact the analyst in charge of managing the recruitment to do so. The applicant will also automatically be removed from the review window in which they initially applied and moved into the next one, as altering a required document will momentarily list them as "incomplete," and the applicant will not be visible to the committee until the next review date is set. This is a Recruit system function that ADEO cannot alter. Search committees should consider adding a review date that falls just before the submittal of a shortlist. Doing this will capture any applicant who has updated or changed any of their application documents.

How long will it take to get approvals?

ADEO makes every effort to review recruitment submissions within 5 (five) business days of receipt.  Approvals may be delayed if there are errors in submissions.  Other approving bodies (e.g. Deans, FEAs etc.) have their own timeline.

APOL-Recruit: Shortlist Reports

What applicant statuses should be used for applicants on a Shortlist Report?

Because Shortlist Reports should be approved before applicants are contacted for interviews, the following applicant statuses are the only ones that should appear on a Shortlist Report:

  • Seriously Considered
  • Recommend for Interview
  • Withdrew

Please also review the training video for creating a shortlist report

http://academicaffairs.ucsd.edu/sso/aps/adeo/shortlist_reports_uci.mp4 (SSO protected, only viewable on Firefox and Chrome Browsers)

What information is included on the shortlist report?

Why are de-selection reasons needed for the applicants not chosen for the position?

As a federal contractor, UC San Diego is required to submit annual adverse impact assessments to the Office of Federal Contract Compliance Programs. In order to perform the adverse impact assessments the University needs to know the disposition of all  persons who did not get selected

Please review the Recruit Training video and the Recruit Help page for help on how to do this

https://apol-recruit.ucsd.edu/analyst/help/manage_applications (click “Assigning Disposition Reasons” on the left)

http://academicaffairs.ucsd.edu/sso/aps/adeo/review_applicants_uci.mp4 (SSO protected, only viewable on Firefox and Chrome Browsers)

How do you know when the Shortlist Report or Search Report has been approved by the Dean?

APOL-Recruit: Search Reports

What applicant statuses should be used for applicants on a Search Report?

Search Reports should be submitted for approval after a Shortlist Report has been approved and after candidates have been interviewed so, the following applicant statuses are the only ones that should appear on a report:

  • Interviewed
  • Withdrew
  • Proposed Candidate

Please also review the training video and Recruit Help page regarding Search Reports.
https://apol-recruit.ucsd.edu/analyst/help/manage_reports (click “Create IRD/OUF Search Reports” on the left)

http://academicaffairs.ucsd.edu/sso/aps/adeo/Search_Reports.mp4 (SSO protected)

May I use one Search Report for all of my selected applicants?

Do applicant statuses need to be changed after a Search Report has been approved?

Yes. Statuses at the end of a recruitment should be:

  • Offered - when an official offer letter is sent to the candidate
  • Accepted - when the candidate officially accepts the appointment presented to them on the offer letter.
  • Declined - when the candidate officially declines the appointment presented to them on the offer letter.
  • Hired - when the candidate is entered into the PPS payroll system.

Tips for Search Reports

  • Maintain an accurate count of applicants; if any inaccuracies occur, reports will have to be sent back for correction.
  • Add custom disposition reasons before a report is approved, they cannot be added afterwards
  • When preparing Shortlist and Search Reports, ensure that all persons in the applicant pools have been dispositioned accordingly. 

Our OADEO team members are also always willing to help you:

http://academicaffairs.ucsd.edu/aps/adeo/contacts.html