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Hiring Manager FAQs

  1. How do I prepare and submit a Recruitment Request Form?​​​​​

    Visit our “How to Hire Staff” page for more information.

  2. When can a "Contract" appointment be considered?

    A contract appointment can be considered for non-represented positions only. A contract appointment is an appointment established at a fixed or variable percentage of time for up to a four-year duration. A contract appointment can be extended for up to one additional year for a maximum total of five years. Contract appointments have a specific, pre-established end date and may be appropriate under circumstances such as: 

    The terms and conditions of employment are specified in a written employment contract between the University and the appointee. All contracts, including revisions and extensions, require approval by your Recruiter in Human Resources.

    • Projects with specific objectives and defined outcomes;
    • Position has special salary requirements;
    • Position funding may be short-term; or
    • Department has a temporary need during restructuring, reorganization, or workflow redesign efforts

    The terms and conditions of employment are specified in a written employment contract between the University and the appointee. All contracts, including revisions and extensions, require approval by your Recruiter in Human Resources.

    See PPSM-21: Selection and Appointment for more information.

  3. When can a “Limited” appointment be considered?

    A limited appointment can be considered for represented positions. A limited appointment is an appointment established at any percentage of time, fixed or variable, during which the appointee is expected to be on pay status for less than 1,000 hours in a period of 12 consecutive months. Limited appointments are most appropriate for short-term work with an expected end date.

    A limited appointee may be released at any time at the discretion of the University; however, the appointee must be notified of an early release in writing by the University. A limited appointment will automatically terminate on the last day of the appointment unless there is an earlier separation or formal extension of the appointment in writing.

    See PPSM-21: Selection and Appointment for more information.

  4. Where can I find policies and procedures pertaining to recruitment and promotion?

    UC policies and local procedures can be found here. For positions that are not represented by a union, refer to the Personnel Policies for Staff Members, sections 20 (Recruitment) and 21 (Appointment). For positions that are represented by a union, refer to the appropriate collective bargaining agreement.

  5. Does my Recruiter reach out to different labor markets or do I have to ask for a special recruitment?

    The service level of the recruitment will be established during the Recruiter/Hiring Manager recruitment intake meeting. If you select a “Partner Service Level” recruitment, the Recruiter will source and reach out to potential prospects in the appropriate labor markets.  

  6. How do I request advertising?

    Advertising details should be entered on the Recruitment Request and discussed with the Recruiter during the Recruiter/Hiring Manager recruitment intake meeting.

  7. Why must I post and recruit for a position?

    University policy and collective bargaining agreements require the University to recruit both within and outside its workforce to obtain qualified applicants. Additionally, the University's legal obligations as a federal contractor also require it to design specific efforts to promote equal employment opportunities. 

  8. Do we still have affirmative action goals?

    See the Equal Employment Opportunity and Affirmative Action information here.

  9. Do I have to interview more than one candidate?

    We encourage you to interview the most appropriately qualified candidates and to interview more than one candidate if they meet the required minimum qualifications. A successful recruitment should have a minimum of 5 candidates with a status of Meets Qualifications and a minimum of 3 applicants selected for interview. Any deviations from this best practice can be discussed with your recruiter. 

  10. Do I need to check references before making a job offer and what can I ask of a reference source?

    Yes, references should always be checked regardless of your impression of the interviewed candidate's qualifications. Reference checks should be conducted for every finalist after you have completed your interviews. References are checked for three basic reasons: 1) to verify employment; 2) to verify what you have learned during the interview and 3) to obtain employment recommendations. 

    Your Recruiter will assist your department with sending out a SkillSurvey report to the selected applicant. For additional details, see Step 5 on our “How to Screen and Interview Prospective Staff” page. 

  11. If there are two equally qualified candidates and I have an Affirmative Action goal and one of the applicants meets the goal, do I have to select that person?

    The University of California is an equal opportunity/affirmative action employer in compliance with federal affirmative action regulations that apply to federal contractors. UC is also required to comply with the provisions of Article 1, Section 31 of the California Constitution (Proposition 209) which prohibits discrimination against or preferential treatment to any individual or group on the basis of race, sex, color, ethnicity or national origin.

  12. Who tells the applicants about the status of their application?

    Applicants will be able to view the status of their application by logging into the candidate application system (TAM).