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Junior Specialist Brown Bag Session
Antionette CarusoRecruitment Supervisor
Office of Academic Personnel
AP UpdateJanuary 21, 2016
Education Building, Lecture Hall 2222
Advisory to Deans #AA2016-01
Immediate Changes to Junior Specialist Hiring Practices and Appointment Process made effective 1/11/2016. http://academicaffairs.ucdavis.edu/policies/vp-advisories/index.html Forms Online Junior Specialist appointment request form no
longer available New Pooled Recruitment Guidelines New Search Waiver Criteria New Appointment and Reappointment Requirements
Advisory is a result of a UCOP lawsuit settlement with the Union that has resulted in these changes.
2
New Resources from Vice Provost’s Office
http://academicaffairs.ucdavis.edu/resources/forms_checklists/index.html
3
Forms Online
Changes effective 1/11/2016: Junior Specialist appointment request form no longer
available. All pending / in-progress request forms cancelled. New form menu
4
Recruitment Guidelines5
Notification & Consultation prior to submission of Search Plan in UCD Recruit: Before setting up your search plan in Recruit, send an email
notification to your dean’s office that you are planning to setup a pooled recruitment. The notification should include the department, title series, and length of recruitment and proposed schedule of hires. (See Pooled Recruitment Guidelines.)
All recruitment search plans are to be initiated and approved in UCD Recruit. https://recruit.ucdavis.edu/
Departments can choose to post an individualized recruitment or a pooled recruitment.
Recruitment Guidelines6
Individualized recruitment may be conducted for a single position within a specialized area/discipline and when a separate distinct search committee is necessary. An individualized recruitment period may be no less than a 2 week
period. Office of Academic Personnel recommends a 30-day recruitment
period with an initial review date after 2 weeks. Pooled recruitment may be conducted for multiple
positions in the same area. A pooled recruitment allows an extensive pool of diverse applicants with a range of specialties from which to choose from. A pooled recruitment may span up to one year requiring annual
renewal or be re-listed. Search Committee is required to have two permanent members with
remaining members to be rotating based on area of need (i.e. PI or Co-PI, division members).
Recruitment GuidelinesAdvertising
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Advertisements should include (See Position Description and Pool Advertisement Guidelines for full information): Title series of position and the range of possible duties (i.e. criteria for title
series, or list of areas of expertise, or specialties/fields) Term of the recruitment including beginning of application review period
(open until filled through date and initial review date) Period during which possible appointments will be made (i.e. January 1-
June 30, winter or spring quarters, or 2015-16 academic year) Specific URL where the applicant will find the individual title series
recruitment by department – Office of Academic Personnel is developing a webpage where all department recruitment postings for Junior Specialists will be listed.
Advertising Sources: An automatic posting is done by the Office of Academic Affairs with the
American Journal Exchange (you do not need to include this on the Search plan).
Additional advertising is needed in the specialty area/discipline.
Recruitment Guidelines Reporting and Applicant Codes
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For each Shortlist and Search Report the following information needs to be clear for every complete applicant within the application period: The year of the specific hiring need (i.e. 2015-16 academic year). The specific area the individual was considered for (i.e. biochemistry,
infectious diseases, etc.) The individual’s status at the time the Search Report is submitted:
Permanent deselection (minimally qualified, reviewed, deselected – will not be considered again). When this is used it only needs to be stated once.
Wrong specialization (minimally qualified, reviewed, incorrect specialization, deselected for current specific search area, will be reviewed again next time)
Deselected for current need (minimally qualified, reviewed, correct specialization, not selected for an interview, will be reviewed again next time)
Interviewed (minimally qualified, reviewed, interviewed, not proposed candidate, will be reviewed again next time)
Proposed candidate (minimally qualified, reviewed, interviewed, selected)
UCD Recruit Training Sessions9
Upcoming Sessions:
Thursday, January 28th
8:30am-12pmEducation Building, Room 2106
Wednesday, February 3rd
1:30pm-5pmEducation Building, Room 3202
To register please email Nirti Naidu ([email protected]) and include the date of training session you plan to attend.
Search Waiver Criteria10
Specific criteria under which a search waiver may be considered: Emergency Hire – limited appointment period not to exceed 2
months; if position is filled beyond the duration of the waiver, an open recruitment must be conducted. (Online Forms)
Spousal/Partner Hire – for recruitment or retention of Ladder Rank or Ladder Rank/In Residence faculty member. (Online Forms)
Continuation of Training – limited appointment period not to exceed 18 months; to remain in order to complete a research project already in progress; to complete a clinical training program. (Request Form http://academicaffairs.ucdavis.edu/local_resources/docs/forms_and_checklists/jr_specialist/Request_for_Search_Waiver.doc
Research Team – part of an existing research team for a NEW faculty member; only valid as long as they remain with the seam research team in the same series. (Online Forms)
Exemptions11
Exemptions from a recruitment and/or search waiver for Non-Salaried (0% time) and Without Salary (WOS) Appointments: Certain categories of positions are exempt from open recruitment.
They do not require search waivers; however, all other policies associated with a specific academic title apply to such exempt positions. An exemption is continuous in duration until one or more qualifying conditions are changed. This exemption applies to appointees who are unpaid employees of
the UC campus where the appointment is held. The appointees in this category may have a UC employee ID number but will not receive salary from the University of California.
If an appointee is to receive salary from UC subsequent to the initial non-salaried or without salary appointment, an open recruitment or an approved search waiver is required.
Recruitment Process Overview12
Create new Search Plan in UCD Recruit Enter information as appropriate to position description,
qualification requirements, recruitment dates, advertising, search committee, selection criteria, etc.
Submit for approvals Post advertisements Search Committee Chair/Committee completes
PCOI form at Initial Review Date Enter disposition reasons and appropriate applicant
codes Generate Shortlist report and submit for approvals
Recruitment Process Overview13
Complete interviews Select Proposed Candidate(s) and enter disposition
reasons for those not selected to interview Generate Search Report and submit for approvals Once approved, draft Position Description and
Department Letter and submit to Recruitment Team Department Letter sample will be available at
http://www.ucdmc.ucdavis.edu/academicpersonnel/academic_actions_noncareer_2013.06.html, under “Junior Specialists” tab)
Begin appointment process
Search Waiver Process Overview14
Create new Search Waiver request in Forms Online Make sure that search waiver criteria is reviewed and limited
appointment period is adhered to prior to submission. Upload CV, position description, and other required documents as
applicable to position, with appropriate justification reasons. NOTE: Continuation of Training requests are done outside of Forms
Online, see Request Form at http://academicaffairs.ucdavis.edu/local_resources/docs/forms_and_checklists/jr_specialist/Request_for_Search_Waiver.doc
Once approved, prepare Department Chair Letter and submit to Recruitment Team Department Letter sample will be available at
http://www.ucdmc.ucdavis.edu/academicpersonnel/academic_actions_noncareer_2013.06.html, under “Junior Specialists” tab)
Begin appointment process
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New Workflow Process
MIV Process for Junior Specialists
JoAnn PereiraAppointment Analyst
Office of Academic Personnel916-734-4603
MIV Resources17
MIV Training Site: https://mivdemo.ucdavis.edu
MIV Training Guides: http://academicaffairs.ucdavis.edu/tools/miv-information/training-resources.html
MyInfoVault
MIV: https://myinfovault.ucdavis.edu/ Kerberos login required
18
New Reappointment and Appointment Process Overview
19
For a reappointment of a current Junior Specialist, not in MIV = “Add a New User”
For new appointment (either via recruitment or search waiver), not in MIV = “Start New Appointment”
For employees already in MIV, use “Start an Action”
20
Reappointment Process Overview21
For a reappointment of a current Junior Specialist: “Add a New User” Complete information as required in MIV screens to establish user
account.
“Start an Action” Select Candidate Name, Action Type: Reappointment, Delegation of
Authority Type Redelagated (Dean approval) vs. NonRedelagated(Vice Provost approval), and Effective Date of reappointment.
Confirmation/Save
Reappointment Process Overview (cont)
Upload/Complete required documents: Action Form - finish entry of the reappointment details Department Letter –sample letter on Academic Personnel
website, this shows the chair is requesting the appointment NOTE: All required documents are indicated, except the
position description and CV. These items are entered separately in MIV by the user/department under ‘new appointment’. The department may chose to upload a copy of their position description and CV with the Department Letter.
NOTE: The CV is still required with the appointment packet.
Candidate Disclosure Certificate completion
22
Reappointment Process Overview (cont)
23
Send Dossier to the School/College & email Analyst Once Department sends dossier to School/College in MIV, Department must
email Appointment Analyst with appointee name confirming MIV submission & attaches Input doc and renewal paperwork.
Appointment Analyst reviews packet for policy compliance and then advises Associate Vice Chancellor (AVC) that dossier is ready for approval
AVC approves or notifies Appointment Analyst of issue If approved, Appointment Analyst notifies Department that they can continue
with reappointment process If approved, Appointment Analyst enters Renewal PAN notification to Department Department prepares reappointment letter for AVC signature
The screenshot examples in this presentation are used with the permission of David Kwonghowever, some of information used in the examples may be fictitious.
“Add a New User”(Under “Manage Users” on your main page)
24
Candidate must have an active Kerberos (or Temp
Affiliate Account) to be Added
Candidate must have an active Kerberos (or
Temp Affiliate Account) to be Added
Add a New User25
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Start An Action(Under “Open Actions” on your main page)
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Select “Start an Action,” Enter Candidate Name, Action Type: Reappointment, Redelegated (for Jr. Specialists), and Effective date of reappointment.
When “Start Action” is clicked, what you’ve done is saved.
Junior Specialists are always Redelagated (Dean approval).
Confirmation (action saved): Continue28
29
Action Form: Review Request30
Action Form - Reappointment31
Action Form: Appointment Details32
Rank and Title: Must be a consistent unique Series NameBlank template example
Action Form: Appointment Details33
Junior Specialist are paid 11/12 Round Years to nearest whole number
Action Form: Appointment DetailsAdditional Notes
“Add Title” – opens another Title screen to enter data in.
When % of Time goes down, if one appointment ends and another one starts, then all is well, but if it goes down before the current appointment is scheduled to end then either a layoff notice or an email from the employee needs to be processed (depending on situation)
If point for decimal put in, the form will add 00 for cents but if no decimal, it only adds the thousands “,”
34
Open Action Information35
Add CV and PD in same PDF as Signed Department Chair Letter (if it’s not already in MIV or if they’ve changed)
Up to Department if they want to Assign additional Reviewers
Open Action InformationCandidate Disclosure Certificate
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OPTIONAL: Record additional information here.
37
Open Action InformationCandidate Disclosure Certificate
Only click “Send Email Notification” once and wait!
Confirmation will auto-populate
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Open Action InformationCandidate Disclosure Certificate
Signature log39
Appointment Process Overview40
For a new appointment of a Junior Specialist (either via recruitment or search waiver): “Start a New Appointment” Complete information as required in MIV screens to establish user
account.
Upload/Complete required documents: Action Form - finish entry of the appointment details Department Letter –sample letter on Academic Personnel website,
this shows the chair is requesting the appointment NOTE: All required documents are indicated, except the position
description (PD). The PD is a required item by the Office of Academic Personnel and must be included in the dossier.
Candidate Disclosure Certificate is not required for new appointees.
Appointment Process Overview41
Send Dossier to the School/College Once Department sends dossier to School/College in MIV, Department must
send email to Appointment Analyst with appointee name confirming MIV submission.
At this stage it is recommended that the department submit the Background Check and Health Screening requests.
Appointment Analyst reviews packet for policy compliance and then advises Associate Vice Chancellor (AVC) that dossier is ready for approval
AVC approves or notifies Appointment Analyst of issue If approved, Appointment Analyst notifies Department that they can continue
with new hire process. Department submits new hire paperwork to Appointment
Analyst to enter New Appointment Department notified by PAN that person was entered and
reviews data Department prepares appointment letter for AVC signature
Start a New Appointment(Under “Open Actions” on your main page)
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Start a New Appointment (NO prior MIV account)
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Junior Specialists’ are always Redelegated
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Junior Specialists are Unit FX & are not represented
Start a New Appointment Appointment Details
45
Junior Specialists’ are always 11/12 Basis/Paid Over
Rank and Title: Must be a consistent unique Series Name
Junior Specialist are paid 11/12
Round Years to nearest whole number
46
Start a New Appointment Appointment Details
MIV provides friendly reminders along the way!
47
Signed PD Required
Questions and Contacts
Recruitment related questions: Antionette Caruso - [email protected], 916-734-4617 LeeAnn Clifton - [email protected], 916-734-3996 Nirti Naidu - [email protected], 916-734-6131
Appointment related questions: JoAnn Pereira – [email protected], 916-734-4603