University of California, Riverside
For Teaching, Research, Extension & Academic Administrative Positions
The following checklist is designed to help you through the standard hiring process for regular faculty and other academic
positions. Temporary, emergency, and other abridged-process hires will requires some but not all of the same steps. The
goal is to answer yes to all the questions on the list. For more in-depth instructions, consult the Handbook for Academic
1. Search and Selection Committee
Have you organized a Search and Selection Committee?
Does the Committee have 3 to 7 members? (More than seven (7) members are acceptable in
Does the Committee have male and female representation?
Does the Committee have representative(s) from under-represented racial / ethnic groups?
Have you considered adding search committee members from other departments?
2. Committee Responsibilities
Have Committee members been fully informed (in writing) of their responsibilities for ensuring
equal employment opportunity?
Have Committee members been fully informed and briefed by the Director of Faculty and Staff
Affirmative Action of the active role they are committed to undertake in recruiting candidates?
Are the Committee members fully aware of the job-related criteria relevant to the job?
Are the Committee members fully aware of the need to evaluate candidates without regard to
stereotypes or presumptions regarding ability or disability?
3. Search Strategy
Has the Committee or chairperson conferred with the hiring authority to design a search strategy?
The strategy will be submitted on your Recruiting-Hiring plan.
Has the Committee developed a means for consistently evaluating and ranking the applications
according to job-related criteria and standards? The evaluation criteria will be submitted on your
Recruiting Hiring Plan.
4. Position Announcements
Has a position announcement been drafted which conforms to the requirements in the Handbook for
Have you specified the minimum qualifications needed to be successful in the position?
Is the announcement specific yet broad enough to cover contingencies, so that re-advertising is not
required? Hires, without exception, must conform to the terms of the ad.
For example: If a Ph.D. is required, you cannot hire an ABD or even someone who will acquire
the degree prior to start of employment. A more precise statement of our intended
minimum qualification might be: "Ph.D. required by September 1, 2001."
For example: The application deadline is a cut-off date, so even the best of candidates must be
rejected if the resume is received later. Phrasing that gives the Committee more
flexibility: "Preference for applications received by (date)"; or "Screening of
applications to begin (date)."
Is the closing / screening date at least 30 days from the date of approval and at least 14 days from
the first publication?
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University of California, Riverside
5. Approval to Hire
Have you submitted and received back a signed Recruiting - Hiring Plan granting approval to hire?
6. Requests for referrals / nominations
Does each letter asking for referrals (e.g. letters to other degree-granting institutions, professional
groups, etc.) include an affirmative action clause?
At a minimum the letter should state that the University seeks nominations of all qualified
candidates, including women, members of under-represented groups, persons with disabilities, and
Vietnam-era veterans. The statement may be substantially equivalent to the following: "UCR is an
equal employment / equal educational opportunity institution. In furtherance of our affirmative
action commitments we would especially appreciate your assistance in identifying qualified women,
members of under-represented racial and ethnic groups, persons with disabilities, and Vietnam-era
veterans who might be interested in applying for this position. We guarantee equal consideration
for all persons applying for employment."
Have you adequately advertised the position within the (national / regional / state) search area?
Have you posted the vacancy on the Academic Personnel web site?
8. Recruitment of women and members of under-represented racial/ethnic groups
Have you taken every possible step to enable members of under-represented groups to learn of and
apply for this job? (Attach measures taken in separate document)
Have you contacted appropriate organizations of / for under-represented groups that should be
notified of vacancies in this field?
Have you notified all individuals who may be able to refer members of under-represented groups
for the job?
Have you identified women and minority group members (e.g., through networking or directories in
the AEVC office) and personally approached each with information about the opening?
9. Receipt of applications
Have you dated each application received?
Have you recorded each application on the Candidates Demographic Data form?
Have you sent each applicant an Applicant Self-Reporting From, with the title, file number, and
department fields complete? (Alternatively, have you provided the candidate with information so
she/he can submit the form on our website?) The form should be sent upon receipt of application,
and certainly long before rejection letters are sent.
Have you notified each applicant of receipt of the application? Since you have to send the
Applicant Self-Reporting Form anyway, it would be highly advisable to send a cover letter with it.
In addition to acknowledging the application, you can note which required documents (references,
transcripts, etc.) have been received and which are missing.
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University of California, Riverside
10. Review of applications
Has the Committee waited to review applications until the start of the advertised review period /
close of the application period?
Has the Committee reviewed and ranked the applications by uniformly applying its job-related
Has documentation been maintained of the review process and results?
Have at least three (3) members of the Committee reviewed all applications and materials?
Have you stated a deadline for receipt of references? (You could put that information in the cover
letter referred to in 9, above.)
Have you developed a non-discriminatory means for deciding which applicants' references should
be checked (e.g., the top 3 candidates)?
Have you developed and used consistently a set of core questions in every reference interview?
Have you solicited only job-related information?
As a courtesy, have you obtained the candidate's consent to obtain references from persons not
named by the candidate? It is presumed that a candidate will name as references persons who
would recommend the candidate for the job. It is not improper for the Committee to use other,
perhaps less biased sources to obtain background information on a candidate provided the
information is job-related and given appropriate weight. However, if the University seeks to
provide a degree of confidentiality concerning the candidate' quest for a new job, the Committee
should notify the candidate and give him / her a chance to decline or to explain questionable
references from sources she / he did not nominate.
Is the job related information obtained from the references treated as one, but not the only, factor in
the hiring decision?
If negative information is obtained and would otherwise be a contributing factor in rejecting the
applicant, has the applicant been given an opportunity to rebut the information? Or have you
otherwise independently verified the information?
Have you made notes for the file of each reference check and the answers received?
Have you used off-campus interviews, e.g., at a convention, only to screen candidates and not as a
substitute for on-campus interviewing?
Have you used the interview as an opportunity to "sell" UCR by conveying positive and accurate
information about the job, the department, the University, its administration and the community?
Have you developed and used consistently a set of core questions addressed to every interviewee?
Have you asked only job-related questions?
Have you at all times refrained from commenting or initiating conversation about race, creed, color,
religion, national origin, citizenship, ancestry, gender, marital status, pregnancy, children, child
care, sexual orientation, age, disability, health problems, and other similarly prohibited topics?
Have you answered al of the candidate's questions even if they raise prohibited subjects, such as
availability of childcare facilities or location of a church of a particular denomination?
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University of California, Riverside
12. Interviews (continued...)
Have you made notes for the file concerning the questions and answers received?
Have you enhanced the formal interview process with other recruiting activities such as a campus
tour, or social events? Additional activities are not mandatory, but may be extremely beneficial in
the recruiting process, both in terms of enabling greater numbers of people in the academic
community to meet the candidate and enhancing our "marketing" efforts to persuade the candidate
to move here. Members of under-represented groups may find it particularly helpful to meet
informally with other members of their group in order to get a realistic picture of life here in
13. Decision Making
Has the Committee developed a system of weighing job criteria and the information obtained?
Are the Committee's deliberations based on the applicant's ability to perform the job as evidenced
from the resumes, references, interviews, and other job related criteria?
Has the Committee provided the person making the initial hiring decision with the strengths and
weaknesses of each acceptable candidate?
Is the decision to hire based on the applicant's ability to perform the job?
14. Rejection Letters
Have rejection letters been sent to all unsuccessful candidates?
Was each letter sent as soon as possible i.e., upon determining that the applicant would not under
any circumstances be considered further?
15. Job Offer
Have you submitted and received back a signed Request to Make an Offer? The signed form gives
the initial decision-maker the approval to hire the person named in the form.
Have you (prior to submission) appended to the Request to Make an Offer the completed
Candidates Demographic Data form?
Does the letter of offer include all the terms agreed upon by the parties, for example, rank / title,
salary, type and length of appointment, prior service credit and starting date?
16. Notice of Completion
Have you given to the AEVC notice of the successful / unsuccessful completion of your search, by
submitting a Notification of Completion form?
Does the hiring file contain the necessary documents, as set forth in the Handbook for Academic
Have arrangements been made to retain the hiring file for a minimum of three years (including all
forms, resumes, notes, etc.)?
Is the transcript or other verification of credentials in the new employee's unofficial (department /
college) personnel file?
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