University of California, Riverside

Human Resources

UCR Local Procedure 20: Recruitment and Promotion

UCR Local Procedure 20: Recruitment and Promotion
October 1, 2012

On Wednesday, October 25, 2017, the Office of the President revised and released PPSM 20 Recruitment and Promotion Policy. The Human Resources Office is in the process of updating local procedure 20 to reflect the revised policy. In the interim, if there are any conflicts between the local procedure and the policy, the systemwide policy prevails.

I. Related Policies and References
A. Personnel Policy 3 - Types of Appointment
B. Personnel Policy 12 - Nondiscrimination in Employment
C. Personnel Policy 14 - Affirmative Action
D. Personnel Policy 20 - Recruitment and Promotion
E. Personnel Policy 21 - Selection and Appointment
F. Personnel Policy 30 - Compensation
G. Personnel Policy 50 - Professional Development
H. Personnel Policy 60 - Layoff and Reduction in Time From Professional and Support Staff Career Positions
I. Personnel Policy 66 - Medical Separation
J. Personnel Policy 81 - Reasonable Accommodation
K. Personnel Policy 82 - Conflict of Interest
L. UCR Guidelines for Implementing Employment Provisions of the Americans with Disabilities Act (ADA) of 1990
M. Jobs@UCR Website
N. E-Verify Local Procedures
O. Temporary Employee Services
P. Reemployment of UC Retirees into Staff Positions Local Procedures
Q. UCR Placement Goals Website
R. UCR Recruitment and Selection Guidelines
S. UCR Recruitment Selection Process Flow
T. UCR Recruitment and Selection Website
II.  Definitions
A. Applicant - A candidate who applies for a position within the initial recruitment (posting) period.
B. Applicant Tracking System (ATS) - A software application that provides a central location and is a database designed for recruitment tracking purposes.
C. Candidate - A job seeker who is not considered an applicant or expression of interest for a particular position.
D. Career Tracks - A classification structure that groups jobs into broad categories (defined as Operational and Technical, Professional, and Supervisory and Management) based on primary functions, scope, and level of responsibilities.
E. Competitive Recruitment - The activities related to seeking a broad and diverse pool of qualified candidates to fill vacant positions. These activities may include advertising a position, communicating with applicants, conducting interviews and assessments, performing reference checks, and extending offers of employment.
F. Essential Job Functions - Describes the duties and responsibilities of a position occupying a significant amount of time of the employee's time and requires specialized skills to perform.
G. Exception to Recruitment - Recruitment is not required when a position is to be filled by:
  1.  Demotion or lateral transfer of an employee within the same organizational unit, as defined in UCR Local Procedures 30, Compensation.
  2.  Lateral transfer of an employee along with the budgetary provision for that employee's position.
  3.  Transfer or reemployment of an employee in accordance with Policy 81 - Reasonable Accommodation, Policy 66 - Medical Separation and Policy 2.210 Absence from Work.
  4.  A qualified employee who has become disabled.
  5.  Recall of a laid-off employee or placement of an employee with preference for reemployment or transfer.
  6.  An employee whose responsibilities or title have changed as a result of a reorganization or reassignment of functions among positions within the same organizational unit; or


An employee who is competitively selected for a university-sponsored internship program, and upon completion of the internship, as authorized in local guidelines and with the approval of the department head, is appointed to a vacant position for which he or she meets the minimum qualifications.


In addition, recruitment is not required when:


A filled Academic or Professional and Support Staff position is transferred to a Management and Senior Professional class; or


A filled Academic or Management and Senior Professional class is transferred to a Senior Management class.


Expression of Interest



Candidates who apply for a position after the initial recruitment (posting) period.

  2.  Are considered applicants when the application is moved to applicant status in ATS.

Internal Candidate - A candidate who is currently employed at the University of California in any appointment type except student appointment titles.


Internal Recruitment - A type of competitive recruitment for career positions where only internal candidates are eligible to apply for the vacant position. UC location, or to a particular organizational unit in accordance with local procedures.


Job - A broad-based collection of key responsibilities, knowledge and skills used to identify work that is of the same nature and performed at the same level by one or more employees throughout the university.


Job Title - A short descriptor used to link a job and a position. A position's job title may differ from the working title used by the employee. May also be referred to as "class."


Placement Goals



Set by the campus to serve as objectives in correcting underutilization of women and under-represented minorities when underutilized job groups are identified.

  2.  Represent a benchmark for evaluating the campus goals on affirmative action progress.
  3.  Are expected to be met only if hiring opportunities arise; they do not require the hiring of a person who is less qualified, nor do they require an employer to hire a specified number of persons.

Position - A specific set of duties, responsibilities, knowledge, skills, level of supervision, and other requirements which are based on a job and that comprise the work assignment of an individual employee at a particular location. 


Posting Period 


The minimum number of days a position is to be posted on UCR's Job Board:

a. Professional Support Staff (PSS) - 10 business days from date posted beginning the next business day
       b. Management/Senior Professional (MSP) - 15 business days from date posted beginning the next business day

Recruitment Plan



Includes placement goals and describes the plan for advertising.

  2.  Approved by the organizational unit, with consideration to efforts that would result in a diverse applicant pool.

Training: Recruitment, Selection and Affirmative Action


Any learning activity that meets the following objectives:



Creates awareness of legal recruitment and selection practices.


Creates awareness of affirmative action responsibilities related to the recruitment and selection process


Creates awareness of equal opportunity employment responsibilities related to the recruitment and selection process


Waiver of Recruitment


Under certain circumstances, a request may be made to waive the recruitment process for a position that should otherwise be recruited under policy. Special circumstances are detailed in section IV.I.

III. Roles


Hiring Manager



Key member of the recruitment and selection process



May serve as search committee chair and identifies search committee members


Search Committee



Selected by the hiring manager and assigned to each recruitment



Reviews applications, participates in the interview process and recommends successful applicant


Affirmative Action Compliance Liaison (AACL)



One member of the search committee will be identified to serve as the liaison. The assignment of this role to an individual search committee member is left to the discretion of the search committee within the following guidelines:



Individual serving in the role has the necessary status to fulfill the role (see Responsibilities)



The individual has completed the required training for all search committee members



 Ensures all aspects of the recruitment process are fair and unbiased and in compliance with Equal Employment Opportunity laws and Affirmative Action regulations.


Equal Employment and Affirmative Action Office



Provides consultation and assistance during the recruitment process.



Works with the EEAA office to ensure a diverse applicant pool exists.



Provides diversity profile data, availability and placement goals.



Reviews and approves interview shortlists.


Equal Employment and Affirmative Action Compliance Officer



Assigned by the organizational unit



Monitors staff recruitment activity and ensures EEAA diversity guidelines are followed for searches within the organization



Coordinates shortlist review



Works with EEAA to ensure a diverse applicant pool exists.

IV.  Procedures



The university is committed to hiring a talented workforce through recruitment practices that are fair and consistent and that comply with all applicable laws and regulations. We recognize that a diverse workforce is essential to serving the needs of our communities and to ensuring that our institution continues to demonstrate excellence.

  1.   Each organizational unit is responsible for maintaining its own internal procedure for recruitment and selection process to include but not limited to utilizing diversity profile data and applicant/interview pool statistics, and monitoring compliance with EEAA diversity guidelines. A copy of the internal procedures is provided to the Human Resources EEAA office on an annual basis.
  2.  Each organizational unit appoints an EEAA Compliance officer to monitor staff recruitment activity.
  3.   A search committee will be utilized for all recruitments. The search committee will be responsible for reviewing, selecting, and interviewing applicants. Search committee members should have direct or indirect interaction with the position. Each member will have received, at minimum, training on appropriate interviewing techniques and EEAA obligations. One member of the search committee will be designated as the EEAA Compliance Liaison for the committee and is charged with ensuring all aspects of the recruitment process are fair and unbiased and in compliance with EEO laws.
B. Recruitment
  1. Scope
    a. The scope of recruitment will be determined by the Recruitment Plan approved by the organizational unit with consideration to efforts that would result in a diverse applicant pool.
    b. Human Resources shall post all vacancies (as listed in this section 2.e. (ii)) through the Jobs@UCR website.
    c. Departments who have employees without computer access are required (on a weekly basis) to print the list of vacancies from the web and post in a central location.
    d. The length of the posting period shall be determined by the recruitment efforts necessary to obtain a diverse qualified pool of sufficient size. Departments consult with their organizational unit's EEAA Compliance Officer regarding diversity profile data and applicant/interview pool recruitment statistics. As needed, the EEAA Compliance 
  2. Process
    a. Identify Vacancy and Evaluate Need
      i. The hiring manager is to obtain approval to fill a vacancy or newly created position.
      ii. The hiring manager determines the appointment type, any special conditions and requirements and if recruitment will be a Career Ladder Recruitment.
    b. Develop Position Description
      i. The hiring manager develops a position description describing the essential job functions (and the percentage of time spent on each), minimally accepted qualifications and preferred qualifications (including ranking order).
      ii. The hiring manager identifies the working title and the pay/grade step for the position in accordance to appropriate bargaining contracts, policy and organizational unit guidelines.
    c. Develop Recruitment Plan
      i.  Each position requires a documented recruitment plan which is developed by the hiring manager and approved by the organizational unit.
      ii. The recruitment plan will contain the position's placement goals and the advertising channels to be used.
    d. Select Search Committee
      i.  The hiring manager identifies the search committee members (3-6).
      ii. The hiring manager should make an effort to appoint a search committee that represents a diverse cross-section of the staff.
      iii. A member of the committee will be appointed as the EEAA compliance liaison.
      iv. Search committee members must disclose any conflict of interest in relation to the applicants under consideration. Refer to policy 82. Conflict of Interest.
      v. Search committee members must be complete training (refer to II. I Training - Recruitment, Selection and Affirmative Action) for their role in the recruitment process and have an understanding of laws related to Affirmative Action and Equal Employment Opportunity. 
    e. Post Position and Implement Recruitment Plan
      i. All recruitments are initiated in the ATS and forwarded to Human Resources after organizational approvals have been granted.
      ii. Required Posting:
          Post on the Jobs@UCR website unless there is an exception to recruitment (refer to IV. Exceptions to Recruitment):
  • All Career positions
  • Limited positions with possibility of becoming a career appointment
  • Contract positions with a recurring job assignment (e.g., coach, development officers). 

iii. Optional Posting 


     Posting on the Jobs@UCR website is optional for:

  •  A limited position with no potential of becoming a career position.

        Background checks must be performed (refer to PPSM 21: Selection and Appointment)


A paper application must be completed by the candidate and should only be used for limited appointments that will not be designated as or has the possibility of becoming a career appointment. After reviewing the application and if it is determined the candidate is a rehired retiree, please refer to Regents' Policy 7706 for the administration of the reemployment of a UC Retired Employee into SMG & staff positions. Also, if it is determined that the candidate has previously served in a limited appointment, ensure that you follow the limited appointment guidelines in PPSM 3 and PPSM 21 regarding maximum hours and/or break in service provisions.

  • Positions where the organizational unit has approved an exception. (refer to IV. Exceptions to Recruitment).
  • Contract appointments without a recurring job assignment.

iv. Posting Period


a.) Minimum posting requirements are as follows:

  • Professional Support Staff (PSS) - 10 business days from date posted beginning the next business day
  • Management/Senior Professional (MSP) - 15 business days from date posted beginning the next business day


b.) Open until filled: is an option for both PSS and MSP positions which allows the posting to remain open and viewable on the Jobs@UCR website until filled. 



c.) Continuous Recruitment: To be used only for positions open for recruitment and selection on a routine basis such as lab assistants, custodial support, etc.





 Review Applicants and Develop Short List



Applications/resumes received during the required recruitment (posting) period will be considered in the applicant pool and must be considered.



Applications/resumes received after the required recruitment period will be considered expressions of interest until they are moved to applicant status in the ATS.



Applications/resumes must be received by the final filing date in order to receive consideration.



Eligible preferential rehires are to be considered before reviewing applications from other applicants.



Search committee members should review all applications and determine minimally qualified applicants. Minimum and preferred requirements will be used for screening and identifying a qualified applicant pool. Alternatively, a Human Resource professional can screen for applicants that meet minimum requirements.



The shortlist is typically determined by the Chair or Chair's Associate per search committee recommendations.



Applicants considered for interviews must meet the minimum requirements of the position.



The EEAA compliance officer will request an Affirmative Action Applicant Pool Statistic Analysis of the short list (applicants selected or interviews) from the HR EEAA office to determine whether it consists of a sufficiently diverse applicant pool. If the short list is deemed to represent a sufficiently diverse applicant pool, it will be approved. Once approved, the applicants can then be contacted for interviews.



If a sufficient pool is not realized after the required recruitment period, the expressions of interest will be moved to the applicant pool in one or more batches as needed to achieve a sufficiently diverse and qualified pool.



If an applicant pool or interview shortlist is deemed problematic via statistically significant indicators, HR EEAA office consults with the EEAA compliance officer and/or Human Resources to determine how to achieve a diverse applicant pool that will allow the hiring authority to make a meaningful choice among qualified, diverse applicants.


2. Conduct Interview

    a. Applicants approved on the interview shortlist will be interviewed by the search committee.
    b. The members of the search committee will have completed training on appropriate hiring practices and EEAA obligations.
    c. The EEAA compliance liaison will ensure fair and unbiased discussions about applicants and when necessary, work with the HR EEAA office throughout the interview process.
    d. Search committee members will provide feedback and recommendations to the committee chair.
    e. An applicant who applied by only submitting a resume during the recruitment process must complete the UCR Employment Application at the time of interview.
    f. Tests and Work Samples
      i. Any test administered or sample work requested must be fair, unbiased and directly relevant to the requirements of the job.
      ii. Any testing should be directly related to the essential functions of the position. If approved testing is utilized, the test should be administered to minimally qualified applicants and/or finalists under the same testing conditions (e.g., quiet location which is free of distractions).
      iii. All tests must be validated using statistical methods and administered consistently across the hiring process. Validation of tests is conducted by a third-party provider and is to be coordinated and costs paid by the hiring department. All third-party validated tests, along with their administration process and scoring rubric, must be provided to and approved by the HR EEAA office prior to use.
D. Finalize Recruitment
  1. Reference Checks
    a.  Reference checks will be conducted for final applicants except for applicants exercising preferential rehire rights.
    b. If the final applicant is a current UC employee, the hiring manager should request a copy of the personnel file as part of the reference checking process, except for applicants exercising preferential rehire rights.
  2. Upon identification of a finalist, the hiring manager will provide the departmental human resources coordinator with the offer information for review and approval.
  3. All applicants must be assigned a decision code in the ATS identifying the reason for selection or non-selection.
  4. The hiring manager is responsible for making the offer and for ensuring the on-boarding of the new employee is completed.
E. Executive Searches
  1. An executive search is conducted when hiring deans, vice chancellors and vice provost positions.
  2. The Executive Search Process (available from Human Resources) shall be followed for each search to ensure consistency and fairness.
  3. Departments may elect to utilize an executive search firm where internal expertise or resources are unavailable. Hiring departments should consult with the Purchasing department on the terms and conditions set forth in writing by the search firm to ensure conformance with university policy (proper insurance coverage, etc.)
  4. The HR EEAA office shall be notified of the use of an executive search firm.
F. Temporary Workers
  1. All temporary staff must be secured through a vendor listed on the systemwide approved vendor listing.
  2. Hiring departments should consult with Materiel Management on the terms and conditions set forth in writing to ensure conformance with university policy (proper insurance coverage, etc.)
G. Employment Compliance Requirements
   1. Special Recruitment Conditions - if applicable, the following conditions will be included in the position announcement:
    Background Checks
      i.  The 'background check', includes several components, including, but not limited to, criminal history checks. All required background check components must be completed prior to the start of the appointment.
      ii. Successful clearance via HireRight screening OR LiveScan screening is required prior to the appointment. HireRight results are usually received within two to three days of transmission of HireRight request. LiveScan results are usually received within three to seven days of fingerprinting. If the LiveScan background check has been successfully completed prior to appointment, an agency check is NOT required. Refer to Local Procedure 21 for specific details.
      iii. Employment and educational reference checks normally are conducted for all positions including critical positions.
      iv.  For employees whose job duties include unrestricted access to radioactive materials, the Nuclear Regulatory Commission's regulations require additional background check procedures, per Individuals with Unescorted Access to Radioactive Materials in Quantities of Concern Fingerprinting and Criminal History Record Check Campus Procedure.
      v.  License or Certificate
      vi.  If required by a professional licensing agency or governmental regulatory authorities.
      vii.  If required by hiring department.
      viii.   Public Driving Records
             Positions requiring driving, including special driver's license.
      ix.    Pre-employment Drug Testing
             Employees hired into safety-sensitive positions in accordance with Federal Highway Administration Department of Transportation (DOT) regulations will be tested for controlled substances. The offer of a position is conditional upon the applicant's successful completion of pre-employment during drug testing.
      x.    Pre-employment Physicals
            Certain positions may require pre-employment physicals. The offer of a position is conditional upon the applicant's successful completion of the pre-employment physical.
  2. Special Considerations - The following is to be taken into consideration during the recruitment process:
    a.   Recall
      i.  Eligible employees indefinitely laid off who request recall in lieu of severance, shall be recalled in order of seniority to an active, vacant career position provided the employee is qualified to perform the duties.
      ii.  Additional recall requirements and more information, refer to the Preferential Rehire, Recall and Severance Rights At-A-Glance Recall Guidelines.
    b.   Rehiring of Retirees
      i.   UC retirees may be rehired, in limited circumstances, and are subject to the Reemployment of UC Retired Employees into SMG & Staff Positions policy, which must be adhered to prior to any job offer.
      ii.   Please contact Human Resources regarding re-employment of retirees.
    c.   Training
      Search Committee members and hiring managers will have received, at a minimum, training on appropriate interviewing techniques and  Affirmative Action obligations prior to conducting interviews.
H. Exceptions - Exceptions to recruitment may be appropriate as outlined in Policy 20.B. Exceptions to Recruitment.
  Limited Appointment - Recruitment is not necessary when a limited appointment has no potential of becoming a career appointment. The department will indicate to the organizational unit how the candidate will be identified and how the position will be managed to ensure that the appointed employee will not work more than 1,000 hours in a 12-month period. The organizational unit will determine if an exception to recruitment is appropriate.
      i.   Each organizational unit shall establish its own internal routing procedures for reviewing and approving requests for exceptions to recruitment.
      ii.  Each organizational unit shall provide a copy of the internal routing procedure for reviewing requests for exceptions to Human Resources.
      iii.   The organizational unit shall notify Human Resources of all approved exceptions to recruitment. 
I. Waivers of Recruitment
  1. Waivers of recruitment may be granted in special circumstances consistent with equal opportunity and affirmative action objectives. Human Resources, in consultation with the EEAA department, may waive recruitment based on the criteria listed below. It is the university's intent to grant waivers only in limited circumstances.
    a.   Special Circumstances
      i.    Unique skills and abilities: the candidate possesses unique skills, knowledge and abilities that were not obtained through the position for which he/she is being considered and there is no other viable candidate available.
      ii.   Recruitment difficulties: the candidate meets the minimum qualifications and has been identified to fill a position where recruitment difficulties for similar positions have been documented within the past 90 days.
      iii.   Business necessity: When there is a demonstrated business necessity such as significant financial liability or the potential for significant negative consequences to the university. Note: The use of an acting or interim title may be used while a recruitment takes place.
      iv.   Departmental internal promotion: In recognition of the value of university experience and in support of the advancement of staff within a department, a qualified individual may be promoted to a vacant position. To provide career development opportunities for employees and fulfill EEAA commitment, the university will give special consideration to career qualified employees who have been recommended for promotion into new or vacant positions within their department. These promotional opportunities will be provided consistent with employee qualifications, achievement, development and job performance.
      v.     Health and safety: When the university is at risk for health and safety reasons.
    b.    Special Appointment Conditions
      i.   In circumstances where a new academic appointment also includes the transfer of the academic appointee's employee(s) from the academic's former institution to UCR; or
      ii.    In circumstances where an organizational entity or program, along with specified current employees, moves to UCR.
  2. Procedure
    a. The hiring authority initiates a written request through the appropriate dean/administrative officer to Human Resources stating the reasons for the proposed appointment action. A current position description, organizational chart, and current resume and employment application are required.
    b. Human Resources reviews the request for conformance with employment policies including appropriate classification and minimum requirements, and identifies any qualified preferential rehire candidates. Departments must consider all qualified preferential rehire candidates prior to the identified recruitment waiver candidate.
    c. If there is no successful preferential rehire candidate. Human Resources reviews whether the identified recruitment waiver candidate meets the minimum requirements, the department's history of good faith recruitment efforts, and requests for recruitment waivers. Human Resources EEAA department will review the resulting effect(s) on diversity in the department. A written determination is made by Human Resources EEAA department and forwarded to the hiring authority.
J. Career Ladder Recruitment
  1. Positions under recruitment may be advertised with multiple job titles at different levels within a single class series.
  2. The hiring authority defines, in consultation with Human Resources as needed, the requirements for each level of the advertised position.
  3. The hiring authority ensures that recruitment is undertaken for candidates who possess, at a minimum, the qualifications necessary to meet the minimum requirements of any advertised level.
  4. For the selected applicant, the hiring authority determines the appropriate job title/level, based on the qualifications of the applicant.
  5. If the applicant is not hired at the highest level, the hiring authority may prepare a written development plan.
  6. Refer to Recruitment and Selection Guidelines for more information.
V.  Responsibility
A. Hiring Manager

Develop recruitment plans and conduct recruitments that show good faith efforts to broaden diversity.


Prepare required recruitment materials (position description, Recruitment Plan, organizational chart, etc.)


Participate in training related to recruitment and selection practices and Affirmative Action obligations.


Determines and approves the finalist; determines pay in accordance with compensation and classification guidelines. (Note: Generally, part-time employees who earn less than $913/wk, will be designated as non-exempt and paid on an hourly basis. Additional information on the FLSA rules can be found at 

B. Department
  1. Approve recruitment plans and ensure recruitments show good faith efforts.

Ensure job listings are provided to employees without computer access.


Ensure the UCR Employment Application is completed by each applicant selected for interview.


Ensure reasons for non-selection are indicated for all applicants not chosen for interview.

  5. Prepare requests for:


Waivers of recruitment


Exceptions to recruitment


Approve assignment of an employee who has completed a University sponsored Internship Program



Approve development plans for employees hired into positions that are Career Ladder Recruitments


Ensure all staff involved in the recruitment and selection process have received the appropriate training.

C. Organizational Units

Appoint an EEAA compliance officer who is responsible for ensuring EEAA/Diversity guidelines are followed for searches within the organization.


Monitor applicant pools and interview shortlists and consult with the Human Resources EEAA department as needed.


Establish organizational recruitment procedures and forward to the Human Resources EEAA department on an annual basis.


Establish internal routing procedures for reviewing and approving requests for exceptions to recruitment.


Consistent review and approval of appropriate recruitment plans, exceptions to recruitment, internal recruitments and career ladder recruitments.


Forward reviewed requests for waivers of recruitment and requests for internal recruitment to Human Resources for approval.


Hold departments accountable for good faith recruitment efforts.


Approve exceptions to recruitment for limited appointments which have no possibility of becoming career appointments.


Notify Human Resources of requests for exceptions to recruitment

D. Human Resources EEAA Department

Provide diversity profile data, availability, and placement goals and appropriate consultation and assistance during the recruitment process.

  2. Provide a level of approval on requests for recruitment waivers and requests for internal recruitments with Human Resources.
  3. Provide training.
  4. Approve pre-employment tests with Human Resources.
  5. Advise departments on how to achieve a diverse and qualified applicant pool.
  6. Provide training for staff involved in the hiring process.
E. EEAA Compliance Liaison 
   1. Ensures all aspects of the recruitment process are fair and unbiased and in compliance with Affirmative Action and Equal Opportunity laws.

Participates in the interview process and deliberations to ensure the appropriate evaluation of all interviewees.


May contact the OFSAA to discuss any aspect of the recruitment process which would cause non-compliance with EEAA laws.

F. Search Committee

Ensures they are well equipped for their role in the recruitment process to ensure fairness and compliance.


Understands key aspects of the position and requirements.


Responsible for determining minimally qualified applicants to determine the short list.


Interviews short listed applicants and completes rating sheet.

G. Talent Acquisition & Diversity Outreach

Provide advice and assistance to departments and organizational units on recruitment policy, procedure and practices.

  2. Approve with EEAA requests for recruitment waivers and requests for internal recruitments.
  3. Approve with EEAA, pre-employment tests.

Provide recommendations to organizational units for reclassification of employees hired into Career Ladder Recruitments.


Ensure special recruitment conditions are applied to positions when appropriate.


Advise departments on how to achieve a diverse and qualified applicant pool.


Provide training for staff involved in the hiring process.

More Information

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