Academic Recruitment Policy, Procedures, and Regulations

"Diversity, equity, and inclusion are part of the University of California's fundamental mission and are integral to UCSD's achievement of academic excellence. We value diversity not only because it reflects fair and equal access to opportunities, but because it enriches the University's educational environment, is a catalyst for innovation, and is essential for economic growth."

- Suresh Subramani, Executive Vice Chancellor of Academic Affairs

The Office of Academic Diversity and Equal Opportunity (OADEO) works with departments in their recruitment efforts to ensure compliance as a federal government contractor, and help fulfill the UC's mission of academic excellence, diversity and inclusiveness. View current Academic Jobs available at UC San Diego.

UC San Diego PPM 230-6

The UC San Diego Academic Personnel Manual PPM 230-6 governing the Academic Personnel Affirmative Action Program sets forth the policy, responsibility, application and procedures related to faculty recruitment at UCSD.  It states:

It is the policy of the University not to engage in discrimination against or harassment of any person employed or seeking employment with the University of California on the basis of race, color, national origin, religion, sex, physical or mental disability, medical condition (cancer-related), ancestry, marital status, age, sexual orientation, citizenship, or status as a Vietnam-era veteran or special disabled veteran. This policy applies to all employment practices, including recruitment, selection, promotion, transfer, merit increase, salary, training and development, demotion, and separation. This policy is intended to be consistent with the provisions of applicable State and Federal law and University policies.

In addition, it is the policy of the University to undertake affirmative action, consistent with its obligations as a State and Federal contractor, for underutilized minorities and women, for persons with disabilities, and for Vietnam-era veterans and special disabled veterans. The University commits itself to apply every good faith effort to achieve prompt and full utilization of minorities and women in all segments of its workforce where deficiencies exist. These efforts conform to all current legal and regulatory requirements, and are consistent with University standards of quality and excellence.

Affirmative Action and Proposition 209

As a federal contractor, UC San Diego is subject to the Office of Federal Contract Compliance Program’s (OFCCP) jurisdiction. For the purposes of hiring, it is necessary for everyone involved in the recruitment, selection, and hiring process to be informed about and know the distinction between Federal Affirmative Action requirements and California Proposition 209. 

Affirmative Action

Affirmative Action is a policy originally promulgated from Federal Executive Order 11246 that calls for Nondiscrimination in Government Employment, which includes government contractors and subcontractors.

Affirmative Action relates to the RECRUITMENT phase of the search and appointment process. To meet Affirmative Action Requirements:

  • The Faculty Search Committee should reflect diversity in its composition.
  • The Faculty Search Committee should search and recruit broadly.
  • Advertisement should be broad and inclusive in both placement of ads and the language within the ad itself.
  • Availability data should be noted, so that the committee understands the makeup of the potential pool of applicants and can determine if the actual pool is a reflection of the available pool.
  • The applicant pool and search process must be reviewed to make sure that outreach has been broad and inclusive.

Proposition 209

Proposition 209 is a California State Law implemented in 1997 that states that no preferential treatment can be given during the hiring process based on race, sex, color, ethnicity or national origin.

Proposition 209 relates primarily to the SELECTION phase of the search and appointment process.  To meet Proposition 209 requirements:

  • Those invited to campus as part of the approved applicant pool may not be selected based on their race, sex, color, ethnicity or national origin.
  • The rationale for the final candidate’s selection or non-selection cannot be based on any of the criteria set forth in Proposition 209.
  • In the offer and follow-up process, no preferential treatment may be given based on any of the criteria set forth in Proposition 209.
  • There are a variety of ways, however, that the University may promote faculty diversity, consistent with PROP 209.

First, campuses, schools and departments may engage in comprehensive networking and advertising for faculty appointments to ensure that candidates of all racial and ethnic backgrounds are included in faculty recruitment efforts. Inclusive searches should include contacts with minority-serving colleges, academic organizations, and professional groups as a component of general recruitment procedures.

Second, although the University may not consider an individual’s race, ethnicity or gender as a component in selection for a faculty appointment, campuses, schools and departments may identify the academic values that support a diverse learning environment and consider whether candidates have a demonstrated commitment to fostering those academic values.  For example, in hiring a faculty member, a department may consider whether a candidate’s record of teaching, research or service will contribute to the diversity of the campus. A search committee may consider a candidate’s demonstrated commitment to improving access to higher education for disadvantaged students through teaching or mentoring activities.  A campus may design a curricular or research program to address issues such as race, ethnicity, gender, and multiculturalism, and recruit candidates with research interests in those areas.

Thirdly, in addition to the strategies described above, there are a few limited exceptions to Proposition 209 that allow the University to consider one or more Proposition 209 criteria in its academic programs. The “federal funding exception” states that Proposition 209 does not prohibit actions that must be taken to establish or maintain eligibility for any federal program, where loss of eligibility would result in a loss of federal funds.  Thus, some federal programs may bring the University’s activities outside the scope of Proposition 209.  One example of this is the federal affirmative action regulations that require race- conscious data collection and analysis in order for the University to remain eligible for federal contracts.

Related Policies and Guidelines

UC San Diego adheres to the following policies and guidelines in an effort to ensure equal opportunity, affirmative action, nondiscrimination, and non-harassment.  These links will open in a new tab:

UC San Diego Campus

  1. Equal Opportunity/Nondiscrimination/Non-harassment
  2. 2015 reaffirmation of campus commitment to:

  3.  Principles of Community   

University of California

  1. Affirmative action guidelines for recruitment and retention of faculty
  2. Nondiscrimination and affirmative action employment policies
  3. Guidelines for affirmative action compliance programs for minorities and women, individuals with disabilities, and covered veterans
  4. Academic Personnel Manual (APM)

State of California

  1. Department of Fair Employment and Housing (DFEH)


  1. Office of Federal Contract Compliance Programs (OFCCP)
  2. OFCCP poster on Equal Employment Opportunity Laws
  3. Equal Employment Opportunity Commission (EEOC)
  4. Office of Civil Rights (OCR), Dept. of Education

Diversity Reports and Audits

Record Keeping

The hiring unit must maintain complete and accurate records of actions regarding each of their recruitments. These records, including applicant files, must be retained in the unit for a period of five years from the date the recruitment effort is considered closed, i.e., the date when the last candidate proposed for an appointment accepted/declined the formal job offer. Recruitment records are subject to audit by the Director of OADEO at any time. Recruitment records are also subject to University, state, and federal audits.

For each hire before July 2015, the following must be retained in the record:

  1. Information on the applicant pool (name, gender, and ethnicity of each applicant; all application materials submitted to the hiring unit by each applicant; materials and data relating to the screening and selection of applicants including evaluation and interview notes).  If applicants did not apply via Recruit, the Applicant Pool Data form must also be created and retained by the Department.
  2. UC San Diego Recruitment Plan for Academic Personnel (copy showing final approval signature)
  3. UC San Diego Recruitment Interim Report (copy showing final approval signature)
  4. UC San Diego Selection Report (copy showing final approval signature).
  5. If used, the Waiver request and Final Waiver (copy showing final approval signature).

Recruitments after July 1, 2015
Due to the new paperless process rolled out on July 1, 2015, all recruitment information for recruitments tracked on APOL-Recruit from the submission of the Search Plan through the Dean's approval of the Search Report will be stored on APOL-Recruit servers; departments do not need to keep track of any paper files and house them at their physical site. If a recruitment was started prior to July 1,2015 departments are still responsible for keeping all final paperwork with signatures. APOL-Recruit has a synchronized purge timeline with UC San Deigo and will be placed on hold as needed for audit purposes.