SOM Staff Recruitment Standards

Transcription

1 U N I V E R S I T Y O F C A L I F O R N I A, I R V I N E S C H O O L O F M E D I C I N E SOM Staff Recruitment Standards Table of Contents Pre Recruitment... 1 Posting... 1 Screening... 2 Interview... 2 Pre Offer... 3 Final Offer... 4

2 Pre Recruitment Action Responsible Party Details Timeframe Finalize job description Review with manager Prior to DSS entry Submit request through SOMRecruit (DSS online system) Submit request through Quick Req (upon budget confirmation) Request must include: Final job description / Budget information/backup Division MSO Justification Org Chart Department Manager Approval Required for ALL staff positions including career, limited and contract Posting Create recruitment strategy Develop prescreening questions Post job internally Post job externally Days to fill under 60 Prior to DSS entry Dean s Office HR Three questions (Y/N, multiple choice and open ended) Campus HR Recruiter Post job to UCI Jobs website. Posting period = 10 days Campus HR Recruiter Post job to UCI Jobs website. Posting period = 10 days Externally advertise Campus HR Recruiter LinkedIn, External websites, Sourcing w/in 1st wk of Close internal job Remove job from UCI Jobs website w/in 5 days after Close external job Remove job from UCI Jobs website w/in 10 days after SOM Human Resources (Timeframes are preferred estimations and can be subject to change and adjustment if necessary.) 1 P a g e

3 Add members and give rights in Hiring Manager Define interview Committee Chair update rights w/in 5 days after committee All other members read only rights All committee members train via e- course and ILT trainings w/in 1 week Screening Review all candidates Lead interview committee member (update rights) Review for minimum qualifications in Hiring Manager Use A, B, C from dropdown Limit comments (cannot delete) By 5 th day of the job Review selected candidates All other members of interview committee (read only rights) Review only A candidates Complete prior to phone screening Interview Conduct phone screens Call top candidates and record in Hiring Manager dates of phone screens w/in 5 days of job close or during recruitment period Develop interview / Use Interview Architect and review Complete prior to in questions Interview Committee questions with committee person interviews Conduct in person interview Interview top five candidates w/in 15 days after SOM Human Resources (Timeframes are preferred estimations and can be subject to change and adjustment if necessary.) 2 P a g e

4 Pre Offer Three references (mandatory) Check references Two direct reports Prior to job offer One professional No increase on lateral Internal Guidelines for promotion Dept Approval 5-8% (for titles in open ranges) Dept Approval Step (increase for step based titles) *1 step if there is a 4-5% difference between steps *2 steps if there is a 2% difference between steps Associate Dean 8-15% Verify existing Dean % title/salary for current Note: In addition to current action, all Prior to job offer prior increases within the fiscal year UC employees must be considered. Cumulative increases (e.g., range, merit, promotion, reclass, etc.) which total 24.5% or more, require Chancellor approval) Chancellor If title is in a bargaining unit that has a contract with terms for specific rates upon promotion, the terms of the contract are applied. SOM Human Resources (Timeframes are preferred estimations and can be subject to change and adjustment if necessary.) 3 P a g e

5 External Guidelines Verify any licensing and experience requirements for Verify existing the position Dept Approval title/salary for external o at minimum of the Prior to job offer candidates range o up to 25% of range with verification of prior experience and salary Final Offer Make verbal offer Ask over phone preferred salary w/in 1 week of range and preferred start date reference check Make written offer Write formal offer using Dean s Office w/in 1 week of verbal HR templates offer Approval should be received After candidate receives the offer Schedule background check UC I Police Department/Campus HR letter they should schedule right away; results need to be returned 2 weeks prior to start date from DOJ prior to start date Fill job Fill job in Hiring Manager Use Dean s Office approved Letter of w/in one week of offer Offer Recruitment files Follow guidelines to closing out files SOM Human Resources (Timeframes are preferred estimations and can be subject to change and adjustment if necessary.) 4 P a g e