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.

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New Resources from Vice Provost’s Office

http://academicaffairs.ucdavis.edu/resources/forms_checklists/index.html

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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

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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 (naidu@ucdavis.edu) 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

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New Reappointment and Appointment Process Overview

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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”

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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

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Reappointment Process Overview (cont)

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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)

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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

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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 “,”

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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.

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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

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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

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Start a New Appointment Appointment Details

MIV provides friendly reminders along the way!

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Signed PD Required

Questions and Contacts

Recruitment related questions: Antionette Caruso - ajcaruso@ucdavis.edu, 916-734-4617 LeeAnn Clifton - laclifton@ucdavis.edu, 916-734-3996 Nirti Naidu - naidu@ucdavis.edu, 916-734-6131

Appointment related questions: JoAnn Pereira – jopereira@ucdavis.edu, 916-734-4603