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Appendix III

The following chronology does not preclude additional meetings if participants believe they are appropriate.. At any point in the recruitment, a member of the ad hoc selection committee or the hiring supervisor may meet with the AUL,HR or the Chair of CAPA to express concern over the application of procedure. Once reported, serious problems shall be resolved before the recruitment proceeds further.

1. Supervisor drafts position description and submits it to the University Librarian.

2. University Librarian consults with the Library Management Group (see UCSC Staffing Groundrule No. 1) and authorizes recruitment to begin.

3. AUL,HR sends CAPA the draft position description, a list of librarians eligible to serve on the ad hoc selection committee, and a request to provide a slate of five names from which the University Librarian, in consultation with the supervisor, appoints a committee of at least three librarians, designating one as chair.

4. AUL,HR notifies the individuals selected and informs CAPA of the committee's composition.

5. AUL,HR convenes a meeting of the committee with the supervisor and the Chair of CAPA to review the draft position description and qualifications, recruitment sources, hiring process, affirmative action guidelines, timetable, and the role of the committee. At this meeting the supervisor and the committee should reach a mutual understanding of the position description and the relative weight of the required and preferred qualifications.

6. AUL,HR and supervisor prepare final recruitment announcement, specifying position description, minimum qualifications, salary, rank, appointment date, instructions for submitting names of persons from whom letters of reference may be solicited, and filing deadline.

7. AUL,HR submits position announcement and UCSC Academic Recruitment Record Part A: Search Plan to the Director of Academic Personnel for approval. The Director begins Academic Recruitment Affirmative Action Approval Sheet and adds national availability data by sex and ethnicity as an indication of the application pool characteristics that might be expected in that recruitment. This document is used to signify approval at each step of the recruitment process. The Director may request additional information regarding the selection or rejection of individuals at any point in the process.

8. As applications or letters of inquiry are received, AUL,HR sends to applicants an Affirmative Action Data Card, a copy of the position announcement, a biography form, and other appropriate documents.

9. Supervisor prepares letter requesting letters of reference.

10. Supervisor and committee screen applicant pool for candidates. (An applicant is anyone who submits a curriculum vitae and/or letter of inquiry. A candidate is an applicant who meets the minimum advertised qualifications. A serious candidate is one for whom letters of reference are requested.)

11. It may be appropriate at this time for the supervisor and committee to meet and review the applicant pool with regard to qualifications and Affirmative Action guidelines.

12. AUL,HR requests letters of reference for candidates specified by the supervisor in consultation with the committee.

13. Final filing date may be extended, if the supervisor, in consultation with the committee, finds the pool inadequate. Such extension must be approved by the Director of Academic Personnel and notice of it sent to all sources that received the original announcement.

14. Supervisor and committee screen candidates for selection for interview. (See PAPA/LS 2.4.2.e. and f.)

15. It may be appropriate at this time for the supervisor and committee to meet to discuss a potential interview list. According to PAPA/LS 2.4.2.e. and f., the committee, in a document signed by all members, advises the supervisor on an interview list. The supervisor notifies the committee in writing of those selected for interviewing. Should the supervisor and the committee not agree on an interview list, a meeting will be held with the UL and AUL,HR. The final decision on the interview list is made by the supervisor in accordance with standard policies and procedures.

16. AUL,HR requests authorization to interview by forwarding UCSC Academic Recruitment Record Part B: Applicant Screening form with the University Librarian's signature to the Director of Academic Personnel. The form includes names of persons to be interviewed with their curricula vitae attached. Alternates, if any, should be indicated on Part B: Applicant Screening, and would be the next pool of serious candidates from which to select for interview if a first selected interviewee declined an interview. The Director enters the sex and ethnicity data on the Recruitment Approval Sheet, and authorizes interviews by signing the Approval Sheet and returning it to the AUL,HR.

17. Supervisor collaborates with AUL,HR in designing the interview schedule. AUL-AS schedules interviews.

18. AUL-AS sends letters of rejection to appropriate applicants and candidates.

19. Candidates are interviewed.

20. After the final interview and before meeting with the committee, the supervisor solicits and accepts comments on the candidates from participants in the interview process.

21. The supervisor and the committee meet to determine the adequacy of the pool. If the pool is deemed adequate, the supervisor reports comments received from other participants in the interview process and the committee presents its tentative recommendations, ranking and views. (If the pool is deemed inadequate, additional candidates may be interviewed, the search may be aborted, or the recruitment may be reopened. A meeting of the UL, the AUL,HR, the supervisor, and the committee may be appropriate and is recommended particularly when there is disagreement about the adequacy of the pool.)

22. Supervisor advises the UL, as the deciding officer, on the adequacy of the pool and presents tentative recommendations, ranking, and views.

23. Supervisor informs the committee, either orally or in writing, which candidate he or she has decided to recommend for appointment. The committee forwards its statement on the recommended candidate to the supervisor (PAPA/LS 2.4.4.c.). If the candidate recommended by the supervisor is not acceptable to the committee, the supervisor shall notify the AUL,HR and the UL who will meet with the supervisor and the committee. If there is no resolution, the committee will prepare written comments on the supervisor's choice to be forwarded with the supervisor's recommendation (PAPA/LS 2.4.4.d.).

24. Supervisor fills out the Academic Recruitment Record Part C: Final Ranking. AUL,HR sends form to the Director of Academic Personnel who examines it for compliance with campus guidelines. The Director authorizes initiation of review for appointment, as detailed in APM-210 and 220, by signing the Affirmative Action Approval Sheet.

25. Supervisor writes letter recommending appointment and submits it to the AUL,HR who forwards it to CAPA with other required documents, listed in PAPA/LS 2.5.

26. CAPA submits its recommendation to the University Librarian.

27. The UL decides on the candidate to be appointed.

28. AUL,HR makes offer to selected candidate. When candidate accepts position, this is announced to the supervisor, committee, and CAPA. After the candidate accepts the position, or if the recruitment is terminated for any other reason, the supervisor, CAPA, and the committee are informed.

29. The AUL-AS and CAPA chair should meet with the hiring supervisor and the ad-hoc selection committee once the recruitment is finished to discuss the completed process and explore suggestions for improvement. If the previous CAPA Chair was actively involved in the recruitment, participation by the previous or both chairs is acceptable . Once this meeting has occured, the ad-hoc selection committee is formally discharged.

30. Documentation collected during the recruitment concerning all applicants and candidates is retained for three years.

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