Evaluating Applications in Recruit

To ensure the fair and consistent evaluation of all applicants our applicant tracking system provides user-friendly steps in accordance with UC and California state policy as laid out below.

Guidelines for Selection and De-Selection

  • As a result of a state audit of the recruitment processes at UC campuses, it is strongly recommended that at least two search committee members review all applications.
  • Each selection/de-selection statement should provide objective, non-comparative, relevant, and verifiable criteria about the strengths and weaknesses of the shortlist applicants based on the established selection criteria listed out during the development of the Search Plan.
  • The selection statement must explicitly state why candidates previously listed as Seriously Considered applicants were de-selected.
  • Please state whether there is a candidate listed as Alternate for Position to whom an offer will be made should the Proposed Candidate withdraw
    • A subsequent selection statement must then be made when the Proposed Candidate declines or accepts.
  • It is also acceptable to note whether any candidates withdrew or accepted competing offers, and thus are no longer being considered
  • Do not immediately rank-order the applicants.
  • Do not de-select applicants solely on the basis of the applicant's institution.
  • Do not select applicants based primarily on whom they know.
  • Review the articles on hidden biases provided in this Web site.
    • Be aware of these biases and how they might impact the selection of candidates.

In the review of applications, remember that one may consider only the skills and qualifications of the applicant as they relate to the position to be filled. In compliance with the California state constitution, as modified by Proposition 209, no consideration may be given to an applicant’s sex, race, ethnicity, color, or national origin.

Guidelines for Evaluating Contributions to Diversity (C2D) Statements

Under direction of the EVC, Suresh Subramani, evaluation of the Contributions to Diversity Statement will continue to be a part of the academic recruitment process for UC San Diego. The C2D statement serves to identify candidates who have the professional skills, experience, and motivation to engage in activities that would increase campus diversity and access to equal opportunity. It also reinforces the message to potential candidates that inclusive excellence is valued at UC San Diego, and that diversity is a central part of our institutional mission.

Search committees should continue to evaluate these statements and under the paperless process, the ratings should be uploaded to the ‘Additional Documents’ segment of the recruitment profile on APOL-Recruit by the time the Shortlist Report is submitted for approval. Below is a sample rankings form that committees may use to rate candidates on their potential to contribute to diversity. Should the Search Committee elect to create another rating system, please explain the methodology used.

We encourage search committees to consider contributions to diversity holistically, as an additional piece of information in assessing whether a candidate would be an excellent scholar, teacher, colleague, and value added to our campus.

Questions about how to evaluate C2D statements and/or submit ratings under the new process should be directed to your divisional Faculty Equity Advisor. 

University Policy Guidelines

In addition, per University policy, one may not engage in discrimination against or harassment of an applicant for employment on the basis of:

  • race
  • color
  • national origin
  • religion
  • sex
  • gender identity
  • pregnancy (pregnancy includes pregnancy, childbirth, and medical conditions related to pregnancy or childbirth)
  • physical or mental disability
  • medical condition (cancer-related or genetic characteristics)
  • ancestry
  • marital status
  • age
  • sexual orientation
  • citizenship
  • service in the uniformed services (as defined by the Uniformed Services Employment and Reemployment Rights Act of 1994: service in the uniformed services includes membership, application for membership, performance of service, application for service, or obligation for service in the uniformed services)

Platform Use

APOL Recruit is a program for managing the faculty recruitment process. The system allows applicants to apply electronically and enables the search committee to see applicant files online. Here are a few things to keep in mind:

  1. Only applicants with Complete applications can be considered for the position. 
    1. complete applicationa contain all documents requested in the advertisement
  2. All applicants must be evaluated for meeting or not meeting Basic Qualifications
    1. Basic Qualifications is defined as an objective predetermined criteria, such as having a PhD with a required specialty, and is essential for the Department of Labor Applicant Pool statistics.  https://apol-recruit.ucsd.edu/analyst/help/review_applications#meets-basic-overview 
  3. As applicants are moved forward to the serious consideration category and beyond, their statuses in APOL Recruit must be updated accordingly. See Applicant Status Definitions below.

Applicant Status

One of the most important ways to categorize applicants in terms of workflow and reporting is by keeping the applicant's status up to date. It ensures that the search committee is always aware of an applicant's current state and also provides the UC Office of the President the data needed for recruitment and retention reporting.  https://apol-recruit.ucsd.edu/analyst/help/manage_applications#status

Applicant Status sequence:

  • Not Completed
    • An applicant has submitted some, but not all, required materials into RECRUIT. 
  • Completed (unknown Basic Qualifications):
    • The point at which an applicant's required materials have all been submitted into RECRUIT.
    • Committee reviewers only See the completed applicants. Analysts, Editors, and Committee Chairs may see both completed and not completed applicantions.
  • Completed (meets Basic Qualifications):
    • This feature reduces the time reviewers spend on applicants who do not meet predetermined basic qualifications and to exclude those applicants from reports on diversity sent to UCOP. 
    • When applicants first apply, they land in the Unknown section of the applicant pool. An analyst, chair or editor then reviews their files and selects whether they are qualified to apply for the position or not, based on objective predetermined criteria (such as having a PhD with a required specialty). 
    • Only candidates who meet basic qualifications are included in reports on diversity sent up to UCOP, is it essential that every candidate is assessed for meeting or not meeting basic qualifications.  https://apol-recruit.ucsd.edu/analyst/help/review_applications#meets-basic-overview
  • Serious Consideration:
    • The first cut to trim down the applicant pool to those of greatest interest.
    • Serious consideration is not considered the shortlist.
  • Invite for Interview:
    • Includes candidates who will be invited, or is under consideration to be invited for an interview.
    • the Invite for Interview status marks the start of your shortlist and will appear as the shortlist on the Diversity Analysis Report generated from RECRUIT.
    • The Shortlist Report must be submitted to ADEO at this stage.
  • Interviewed:
    • After the candidate is interviewed, update status to interviewed accordingly.
  • Selected Candidate:
    • The candidate the committee has decided to recommend for appointment.
    • The Search Report must be submitted at this stage.
  • Offered:
    • When the candidate receives an official offer letter from the EVC or AVC following submission of the appointment file.  Refer to Authority and Review Chart.
  • Accepted Offer:
    • When the candidate accepts their official offer of appointment.
  • Hired:
    • When the candidate is officially hired by the University.
  • Withdrawn: 
    • When the candidate has withdrawn themselves from consideration.  A candidate may withdraw at any time, however it is important that they are updated through their most recent status in Recruit (i.e. interviewed), prior to being updated to withdrawn.