UC Davis, School of Medicine
RECRUITMENT CHECKLIST AND DELEGATION OF DUTIES
DEPARMENTAL RECRUITMENTS
All document templates can be found at: http://www.ucdmc.ucdavis.edu/academicpersonnel/recruitment.html
For Departmental Recruitments with a Full Search
___
___
___
___
Department submits search plan for approval. The search plan is comprised of:
___ A completed search plan form and position request form.
___ Proposed advertisement. Advertisement will:
 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. It is strongly advised that departments
advertise in specialty journals, contact individuals at other schools of medicine, and
contact appropriate departments elsewhere. Departments may call or write colleagues to
ask for candidates, including the names of qualified women or persons of color. 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.
___
The Department assembles the search committee and submits to Academic Personnel
(included in the Search Plan form). The search committee must be comprised of:
 At least three members
 At least one woman
 At least one person of color
 At least one member from another department
 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
http://www.ucop.edu/acadadv/fgsaa/documents/affirmative.pdf.
 Ensure that no one on the committee has a conflict of interest with the search (relative
applying, mentee applying, trainee applying, etc.).
 Identify a staff member within the Department or unit who will assist with committee
coordination and work with the Office of Academic Personnel where necessary.
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:
Department
Submitted To:
Academic Personnel
Time to Approval: 1 week
If Department wishes to recruit above the Assistant Professor level in the Regular Series, the
Department simultaneously (appended to the search plan) submits an upgrade request.
Responsibility:
Department
Submitted To:
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), the Department then executes the
advertising strategy as outlined on the search plan. Please note that the position must be posted on the
Vice Provost of Academic Personnel website for a minimum of 30 days and we strongly recommend
additional advertising in specialty journals/online.
___
Recruitment for the ‘full consideration date’ is closed. For all of the applications received, the
Department 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.
___
The Department assembles applications for review by the committee. Department faculty are provided
with the opportunity to review applications and make their own recommendations to the committee. The
search committee identifies candidates based on search criteria. The Department submits the Interim
Recruitment Report to Academic Personnel. 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:
Department
Submitted To:
Academic Personnel
Time to Approval: 1 Week
***
PLEASE NOTE THAT NO INTERVIEWING CAN TAKE PLACE UNTIL THE INTERIM RECRUITMENT
REPORT IS APPROVED
___
The Department sends a letter to candidates not to be interviewed informing them of their status.
___
The Department conducts 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).
___
The Department submits additional interim recruitment reports as necessary until the search committee
selects a final candidate (additional Interim Recruitment Reports beyond the initial submittal will have all
four boxes completed with a cumulative total of applicants as they are received).
___
The Department prepares and submits a final search report and submits to the Office of Academic
Personnel. The final search report includes:
___ A statement on why the candidates that were interviewed were not selected as the final
candidate.
___ A completed final recruitment report form.
___ Copies of any outside advertisements placed.
Responsibility:
Department
Submitted To:
Academic Personnel
Time to Approval: 1 Week
___
The Department informs final candidate of materials which will be required for academic appointment
packet and the candidate is encouraged to begin assembling materials immediately
Responsibility:
Department
Submitted To:
N/A
Time to Approval: 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 letter is prepared (templates
that must be followed are on the Academic Personnel website).
Responsibility:
Department/Academic Personnel
Submitted To:
Academic Personnel
Time to Approval: 72 hours from time that Academic Personnel receives offer 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 to Approval: Dependent upon rank and step (1 month to 6 months)
Process Ends