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Recruitment and Hiring of Staff Employees

Recruitment/Hiring Documents

DEFINITIONS

Career Positions: An appointment established at a fixed or variable percentage of time at 50% or more of full time, which is expected to continue for one year or longer.

In addition, a limited appointment shall be designated as a career appointment when the incumbent has attained 1,000 hours of qualifying service in any 12 consecutive months without a break in service of at least 120 consecutive calendar days. Qualifying service includes all time on pay status in one or more limited appointments. On-call and overtime hours shall not be included as pay status hours when computing qualifying service. (Refer to 'Personnel Management' section.)     

Limited Term Positions: 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 12-month period.

SUMMARY OF POLICY

Career Positions:

  • An open recruitment process is required.
  • Position Descriptions (PDs) and Staff Recruitment Approval forms must be signed by the supervisor and County Director.
  • PDs must be classified by DANR Staff Personnel Services prior to recruitment.
  • Regional Office verifies availability of designated fund sources and authorizes the Staff Recruitment Approval form.  

Limited Term Positions:

  • Recruitments:
    A) An open or limited recruitment process must be followed for positions appointed for 41% or more for more than 3 months. (Contact the Regional Office for more information.)
    B) Positions 40% time or less, for any length of time, or positions 3 months and less at any percentage of time, do not require an open recruitment.
  • PDs and Staff Recruitment Approvals must be signed by the supervisor and County Director.
  • PDs must be classified by DANR Staff Personnel Services prior to recruitment or hiring.
  • Regional Office verifies availability of designated fund sources and authorizes the Staff Recruitment Approval form. 

PROCEDURES

Career Positions: Follow the UCCE Staff Position Recruitment Checklist

Limited Term Positions: Follow the UCCE Position Recruitment Checklist

  • The Regional Office will coordinate the recruitment process working with the county offices and the DANR Staff Personnel Services Unit.
  • For an open recruitment, advertisements must indicate a minimum of a 2-week recruitment period.
  • For an open recruitment (career or limited term positions), offers of employment must not be extended prior to receiving authorization from the DANR Staff Personnel Services Unit and DANR Affirmative Action Office via the Regional Office.
  • Any offer above Step 1 or above the minimum of the range must first be approved through the Regional Office via a Request to Hire Above Minimum form.  
  • Employees may NOT begin work prior to completing all required UC personnel hire forms.

TIPS

  • Career positions are eligible for membership in the UC Retirement Plan and full benefits (see Benefits section for more details).
  • Limited term positions are eligible for varying levels of benefits based on the percentage of time and duration of appointment (see Benefits section for more details).
  • If a recruitment was conducted for a limited term position, and the position approaches eligibility for career status, complete a Waiver of Recruitment form to request conversion of the position from limited term to career status.
  • In the interview process, ask the same questions of each interviewee.
  • Sample Affirmative Action clauses for position descriptions, interview questions, and job advertisements are included for your reference.
  • See Tips list for acceptable reasons used on applicant list forms.  

REFERENCE/WEBSITE LINKS

ANR Supervisory Handbook http://ucanr.org/internal/miscshow.cfm?unit=5222&misctype=Training_S

UC Classification Series Concept http://www.hr.uci.edu/uc-ser/uc-ser-idx.html