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Recruitment Process

Each recruitment is unique, but these resources and tips we hope will help you during the process.  

Please note:  The recruitment process takes about 6-10 weeks beginning when the job description is classified in the library and ending with the offer letter returned from the candidate. 

Are you ready to submit the intake form and begin your recruitment?  Email us the the job description number.  slhrticket@ucsd.edu

 

Quick Steps – Recruitment Process for Hiring Managers

 

 When the job posts on the UCSD job board:  

  1. Identify your Screening Committee
  • Minimum of 2 members required.

 

  1. Training Requirement
  • Ensure all committee members have completed "Implicit Bias" and
  • "Managing Implicit Bias in the Hiring Process" trainings can be found the UC Learning Center.

 

  1. Screen & Score Candidates
  • Use HireOnline to screen and score candidates based on the job card criteria.

 

  1. Interview Preparation
  • Identify and schedule interview committee members and time slots. This should be done when the job is posted for a faster recruitment.
  • Reserve rooms if needed.

 

  1. Phone Screen Top Candidates
  • Conduct a quick 5-minute call to:
  • Share details about the position and salary.
  • If the candidate remains interested and you are interested invited them to an interview while on the phone (Zoom or in-person).

 

  1. Interview & Score
  • Interview candidates and score them in HireOnline.

 

  1. Salary Review
  • Review top candidates with SLHR and determine salary (SLHR will route approvals).

 

  1. Verbal Offer
  • Make a verbal offer to the selected candidate.

 

  1. Formal Offer
  • Once the candidate accepts, notify SLHR to prepare the formal offer letter.

 

quick recruitment steps for hiring manager

Phone Screening to invite for interview

Learn More About Recruitments

Process Steps Helpful Tips and Resources to Expedite the Process
Learn more from our FAQ's, or schedule time with Student Life HR. We are here to help you!

Pre- Recruitment Checklist
Funding secured and salary limit established: Ensure continued funding available for replacements or secure funding for new positions. (Funding approval may be received from the Supervisor, MSO, Business Office, and/or Director. ) There is no formal Student Life HR process for approving position funding. Please consult with your Director/MSO.
Determine Position Type: career, limited career, short-term exception (STE), student to staff, temporary, other (PDF).  

Finalize the Job Description

Finalize the Job Description!  A recruitment can't begin until the job description is approved and classified in the library.  If you do not need to make any changes to an existing job description, please provide the JD number and skip to "Start a Recruitment".

Process Steps Estimated Timeframe Helpful Tips and Resources to Expedite the Process
Hiring Manager (HM)  reviews and updates existing JD or creates new job description in JD Online and route to SL HR 1-5 business days
SL HR reviews and edits JD, supplement, and Org Chart. SL HR routes for approval and posting to JD Library 1-5 business days

1. Start a Recruitment and Post your Job! 

Once the job description is finalized you are ready to begin.

To start your recruitment, please complete the intake form.   Provide as much info as you can, we can submit additional information later. You can also schedule time to discuss your recruitment strategy.  Below are the steps you will be taking and who will be doing each step, HM = Hiring Manager, SL HR = Student Life HR.

Process Steps Estimated Timeframe Helpful Tips and Resources to Expedite the Process
Hiring Manager (HM) initiates requisition by submitting an email with the intake from. Please be prepared to submit the following if not using the intake form:
  1. The Job Description Number (To locate your JD Number, please see JD Instructions)
  2. Desired posting time period
  3. Optional Attachments
 1-3 business days  It is faster to include the intake form in the initial email request. 

Hiring Manager - All hiring managers, search committee members and anyone participating in one or more of the functions of the selection process are required to complete the two ecourses.  

Hiring Manager must ensure all members take the training. 

 1-2 days
SL HR optimizes (if needed) posting to ensure alignment with campus and SL policies. SL approves and posts position 1-2 business days  
HM selects external advertising options (optional) 1 business day
  • Tips for advertising Student Life positions (Ask SLHR for resources)
  • External Advertising Options (Ask SLHR for resources)
Hiring Manager (HM) confirms 5 screening criteria. (This criteria will be repopulated by SL HR) 1-3 days Develop initial screening criteria that will be used to screen applicants (KSA's from job card).
Ensure that your criteria is nondiscriminatory.
HM identifies and SCHEDULES screening committee. (Minimum of 2 members required)**( 2- 5 Free Text Forms) 1-3 days How to use interview panels and search committees
*Please note, limiting committee members expedites a recruitment.
HM identifies and SCHEDULES  interview committee.  Note; this should be done when the job is posted, before it closes.  1-day Schedule all committee members and book rooms, before job posting closes. 
SL HR posts on selected external job boards 1-2 days  
* = Progress Updates. SL HR will contact HM to provide recruitment updates.  

2. Screen Applicants - After posting closes

Process Steps Estimated Timeframe Helpful Tips and Resources to Expedite the Process
Central HR reviews all applications and refers qualified candidates 1-5 days after posting closed. An e-mail sent by your central Human Resources recruiter will link to HireOnline. Hiring supervisors can click on the link to be directed to the Requisition Overview Page. Candidates referred by central Human Resources will be located in the Referral Pool in HireOnline. Select the Referral Pool Icon to access candidates.
SL HR sends a HireOnline email to committee with applicants and criteria for screening. 1-2 days  
HM and screening committee screen candidates' resumes and score them in HireOnline. 1-3 days Carefully review each candidate's education, training, and experience, using the online screening worksheet (optional but highly recommended).
SL HR validates and consults with HM regarding current candidates timeline and potential concerns. * 1-2 days  
HM reserves conference rooms, parking, and other logistics for interviews. (delegate as needed) 1-5 days Rooms and committee members should be scheduled before the job closes. 
HM Phone screens top candidates and while on the call, determines if they should be invited for interview.  1-2 This is the first contact with the Hiring Manager, manager should get a sense if they should be invited for interview.  (note: interview time and panel should be booked before phone call). 
* = Progress Updates. SL HR will contact HM to provide recruitment updates.  

3. Interview Candidates

Process Steps Estimated Timeframe Helpful Tips and Resources to Expedite the Process
SL HR emails interview questions to HM. Sample questions available online at SL HR. 1-2 days
Hiring Manager convenes interview panel and gives charge to panel, and ensures all members take the Implicit Bias training. Search Committee Charge & Confidentiality Statement
Hiring Manager (HM) and panel interview top candidates (based on scores from screening committee) 1-5 days Tips for Conducting a Successful Interview
HM collects all interview materials from interview committee and submits to SLHR for official record. 1-2 days

4. Select a Final Candidate

Process Steps Estimated Timeframe Helpful Tips and Resources to Expedite the Process
Hiring Manager (HM) emails interview committee to score candidates 1-3 days
SL HR reviews final committee scoring to ensure alignment with job card, applications, interview pool, and to notify of any potential concerns. SLHR contacts HM if necessary. 1-2 days  
HM conducts reference checks on top candidate(s) 1-3 days How to conduct reference checks

5. Make an Offer

Process Steps Estimated Timeframe Helpful Tips and Resources to Expedite the Process
Hiring Manager (HM) notifies SLHR of top candidate 1-3 days
SL HR conducts salary and equity analysis * 1-2 days  
SL HR routes offer for approvals in HireOnline (Director, AVC, Central HR) 1-2 days  
HM calls candidate and makes an official verbal offer 1-2 days Confirm candidate interest and make the offer
HM notifies SLHR that offer was accepted and to close recruitment 1-2 days Tell the new employee about the Employee Orientation, Resources, and Information Checklist.
Inform all candidates in writing of the outcome of the interview process. 
* = Progress Updates. SL HR will contact HM to provide recruitment updates.  

Recruitment Completed!

Onboarding Process Begins! Thank you for partnering with us to complete your recruitment! Please consider taking a minute to complete our SL HR Satisfaction survey (link to qualtrics survey).