UC Davis, School of Medicine

RECRUITMENTCHECKLIST AND DELEGATION OF DUTIES

ACADEMIC PERSONNEL RECRUITMENTS

All document templates can be found at:

For Academic PersonnelRecruitments with a Full Search (Chairs, Directors, Deans, etc)

___Academic Personnel assembles search plan in conjunction with department. Academic Personnel submitsthe plan for approval. The search plan is comprised of:

___A completed search plan form and position request form.

___Proposed advertisement. The advertisementwill:

  • Include language from the job description as submitted in the search plan
  • Include qualifications to be used in the selection criteria including the statement: “Ability to work cooperatively and collegially within a diverse environment.”
  • Include this closing statement: “The University of California, Davis, is an Affirmative Action/Equal Opportunity Employer”
  • The advertisement will state the date that the search committee will begin reviewing candidates. Example: “…for full consideration, applications should be received by January 1, 2008.”
  • General advertisements pointing candidates to the Vice Provost’s recruitment website are run by Academic Personnel through the year. The search committee chair is also encouraged to meet with the Associate Dean of Faculty Development and Diversity to discuss other proactive strategies to widen the search.
  • AP will submit the advertisement to specialty journals (print or online) with input from the Department.

___If the recruitment involves an FTE, a statement from the Dean’s Office that provides express approval for use of the FTE.

___If a joint/split appointment, a completed and signed Collaborative Recruitment Worksheet (available on the website referenced above).

Responsibility: Academic Personnel with input from Department

Submitted To: Associate Dean, Academic Personnel

Time toApproval: 2 Days

___In most instances, recruitment at this level will require an upgrade. Academic Personnel assembles the upgrade in conjunction with the Department and Academic Personnel submits for approval.

Responsibility: Academic Personnel with input from Department

Submitted To:Vice Provost’s Office (by Academic Personnel)

Time To approval:Varies – Vice Provost Approval Necessary

***PLEASE NOTE THAT NO RECRUITMENT CAN MOVE BEYOND THIS STAGE UNTIL THE SEARCH PLAN AND UPGRADE REQUEST (IF NECESSARY) ARE APPROVED

___With the search plan and search upgrade approved (if requested), Academic Personnel then executes the advertising strategy as outlined on the search plan.

___Academic Personnel, in conjunction with the Dean’s Office,convenes the search committee as outlined on the Search Plan. The search committee will be comprised of:

___At least 3 members.

___At least one woman.

___At least one person of color.

___One member identified to monitor affirmative action as described in the Affirmative Action Guidelines for Recruitment & Retention of Faculty located on the UCOP website at

___Ensure that no one on the committee has a conflict of interest with the search (relative applying, mentor applying, trainee applying, etc.).

Responsibility:Academic Personnel

Submitted To:N/A

Time toApproval:N/A

___Recruitment for the ‘full consideration date’is closed. For all of the applications received, Academic Personnel sends out the following:

___Letters of acknowledgement regarding receipt of the application

___A letter requesting completion of the Confidential Applicant Survey (survey available at the website referenced above).

___The Confidential Applicant Survey.

___Academic Personnel assembles applications for review by the committee. The committee identifies candidates to interview based upon the search criteria. Academic Personnel prepares Interim Recruitment Reportsas necessary. The Interim Recruitment Report must include:

___CVs of all candidates who will be interviewed

___A statement for why each candidate who was not interviewed was not interviewed.

___If the applicant pool is not diverse or there are too many unidentified candidates, a statement outlining the efforts undertaken to make it diverse.

___A completed interim recruitment report form (the initial submitted form will only have box #1 and box #3 completed).

Responsibility:Academic Personnel

Submitted To:Associate Dean, Academic Personnel

Time toApproval:2 Days

***PLEASE NOTE THAT NO INTERVIEWING CAN TAKE PLACE UNTIL THE INTERIM RECRUITMENT REPORT IS APPROVED

___Academic Personnel sends a letter to candidates not to be interviewed informing them of their status.

___Academic Personnel, in conjunction with the Department and the Office of the Dean, facilitates first and second round interviews. Interviews must:

  • Have set questions asked of every candidate interviewed.
  • Include a question which requires the candidates to: “Describe your experience in working in a diverse environment.”
  • Ensure the interview process adheres to the “Interview Process Guideline” document as provided on the Academic Personnel recruitment website (link above).
  • Ensure that initial references are contacted in a consistent manner for each candidate with the same questions asked. For sample reference questions, please refer to the Academic Personnel website (link above).

___Academic Personnel submitsadditional interim recruitment reports as necessary until the search committee identifies a ranked list of candidates appropriate to present to the Office of the Dean for final decision (additional Interim Recruitment Reports beyond the initial submittal will have all four boxes completed with a cumulative total of applicants as they are received).

___Academic Personnel prepares and submits a final search report and submits to the Vice Provost for approval. The final search report includes:

___A statement for why the candidates not selected as the final candidate were ruled out.

___A completed final recruitment report form.

Responsibility:Academic Personnel

Submitted To:Associate Dean, Academic Personnel

Time toApproval:1 Week

___The Office of Academic Personnel, in conjunction with the Department, informs the final candidate of materials which will be required for their academic appointment packet. Candidate is encouraged to begin assembling materials immediately.

Responsibility:Academic Personnel/Department

Submitted To:N/A

Time toApproval:N/A

***PLEASE NOTE THAT NO PRELIMINARY OFFER CAN BE MADE UNTIL THE FINAL SEARCH REPORT IS APPROVED

___Once approval of the final recruitment report is granted, a preliminary offer is prepared bythe Dean’s Office in conjunction with the home Department.

Responsibility:Dean’s Office/Department

Submitted To:Academic Personnel

Time toApproval:72 hours from time that Academic Personnel sends out the letter (SOM administrators are given 48 hours to review and respond to terms of offer letter if changes are needed).

___Department completes academic appointment packet and submits to academic personnel.

Responsibility:Department

Submitted To:Academic Personnel

Time toApproval:Dependent upon rank and step (typically 6 months for higher level searches)

Process ends