Search and Search Waiver Policy Summary

Procedures Effective August 1, 2015 for Faculty and Non-Faculty Academics

For more information, check out the entire search and search waiver policy.

Definitions:
Search:  Competitive recruitment opened via the AP Recruit System
Search Waiver: Request to appoint an academic appointee without conducting a competitive search
Exemption: Type of appointment that by UCSF policy does not require a search or a waiver

Search Policy Summary

When are searches required?
A competitive search in AP Recruit is required for:

• All academic appointees who are appointed at any percentage of time for 3 days or longer (see limited exemptions below)
• All academic appointees who are paid by UCSF affiliates (e.g. VAMC, Gladstone) and for whom a step will be assigned
• All external hires to an academic senate position and internal appointments and/or changes in series (CIS) from a non-senate faculty position. *
• When there is a change in the appointment status (e.g. break in service, change in series, department decides they would like to search the position).

*If the employee’s original search included the senate series for which they are now being proposed (regardless of rank), the change in series may be processed without conducting a new search and instead an indefinite internal search waiver may be processed by the Office of Faculty and Academic Affairs.

Exemptions: A search or search waiver is NOT required for the following types of appointments:

• Recall appointments
• Without Salary appointments (except senate or paid-by-affiliate appointments)
• Visiting professor/ visiting professional research series appointments
• Temporary appointments may be exempt from the search and search waiver process, ONLY if the candidate has accepted the offer for the permanent position and has either an approved search process report OR search waiver, for the permanent position on file in AP Recruit.

Search Procedures Summary

For more information, you can check out the entire academic recruitment procedures.

Committee Composition Requirements:

• Faculty Searches:
  • Must include core search committee and chair with no fewer than a total of 4 members. Recall faculty may serve if needed. Volunteer Clinical Professors and WOS faculty w/o step are prohibited from serving as core committee members.
  • All members, including chair, must be faculty, and at least one member must be from another UCSF dept.
  • Additional non-core members may include VCPs, WOS faculty w/o step, students, staff and NFA as appropriate, but will not be counted towards demographic of core committee.
  • For School of Medicine: The core search committee must include 50% underrepresented minorities or women. For School of Pharmacy & Dentistry: The core search committee must include 25% minorities or women. For School of Nursing: The core search committee must include 25% minorities or men.
• Non Faculty Academics (NFA) Searches:
  • Search committees are optional and not required. If the department elects to have a search committee for an NFA search, please contact your School for further guidance on committee composition.

Academic Recruitment Plan (ARP) and Search Process Report (SPR)

• Academic recruitment plans and search process reports are reviewed and approved in the AP Recruit system.
• Applicant shortlist report must be approved prior to interviews for all faculty searches; this does not apply to NFA searches.

Document Requirements:

• Selected Candidate Request Form:
  • Alan Chin's Departments
  • Ronald Ong’s Departments
  • Nancy Huynh's Departments
  • Philip Meisch's Departments

*Identify your Academic Recruitment Specialist before completing a request form.

• Copies of advertisements are required to be uploaded in AP Recruit for all searches.
  • Academic recruitment specialists will post ads on behalf of the department and upload copies of the ads into AP Recruit.
  • Departments that wish to post their own ads will be responsible for uploading copies of their ads, or receipts of payment.
  • All advertisements must include approved campus affirmative action language.

Document Submission:

• Recruitment related request forms must be submitted directly to your academic recruitment specialist, in the Office of Faculty and Academic Affairs.

Recruitment Details:

• NO changes to qualifications, title codes (including rank and series) or planned search efforts permitted once the recruitment plan is approved.*
  
  *Changes to department, responsibilities (e.g. residency director; clinic chief), location and other ad text will be permitted without additional advertising; however, Dean’s Office approval will be required for some changes. AP recruit will be updated automatically upon approval.

Posting Period Requirements:

• Minimum posting period for Faculty searches is 30 days.
• Minimum posting period for NFA searches is 15 days.
• Maximum posting period for all searches is 18 months; no extensions.

Applicant Management:

• Departments are required to use the applicant statuses and disposition reasons for all applicants in AP Recruit; SPRs will not be approved unless statuses and disposition reasons are completed.

Approval Authorities:

	Vice Chancellor Outreach & Diversity	Dean’s Office	Vice Provost, Office of Faculty & Academic Affairs
Academic Recruitment Plan – Faculty	X	X	X
Academic Recruitment Plan – NFA		X
Applicant Pool Review – Faculty	X
Applicant Pool Review - NFA	(none required)
Search Process Report – Faculty		X	X
Search Process Report – NFA		X

Search Waiver Policy Summary

For more information, including the expedited search process, check out the entire search and search waiver policy.

Search Waivers are indefinite unless otherwise noted and may only be granted if one of the following criteria is met:

NON-SENATE FACULTY AND NON-FACULTY ACADEMICS

1. Urgent Patient Care Need: The appointment would alleviate a critical, unforeseen, and ongoing need in a specific area of patient care.
2. Spousal/ Partner Hire: The successful recruitment or retention of a senate faculty member or a member of the senior management group (SMG) is ultimately dependent on an academic appointment for his or her spouse/partner.
3. Continuation of Training: The candidate is a trainee of the campus (e.g., undergraduate or graduate student, postdoctoral scholar, fellow) who remains for a short period of time to complete a research project begun while in student or trainee status, or for a trainee who is hired by the campus to complete a clinical training program. Continuation of training search waivers are made for a limited period of time, not to exceed 2 years. Individuals on K training awards may apply for a search waiver under this criterion, however the duration of the waiver will be limited to the duration of the award.
4. PI/Co-PI/Leadership Status: The candidate will be paid 50% time or more of their total effort from extramural funds awarded to the candidate and for which the candidate is named as PI/Co-PI, or holds an equivalent leadership role on a non-federal extramural fund (e.g. lead investigator on a clinical trial).
5. Research Team: A candidate is part of the existing research team of a new faculty member. (Follow expedited search guidelines)
6. Multiple Affiliated Employers: If an open search has been conducted by a UCSF affiliate (e.g. VAMC, Gladstone) that substantially meets the requirements of a UCSF faculty search, the appointee may be granted an expedited search for the UC position. (Follow expedited search guidelines)

SENATE FACULTY

1. President’s and Chancellor’s Postdoctoral Fellowship Recipients: A search waiver may be considered if the candidate is a current or former recipient of a UC President’s or Chancellor’s Postdoctoral Fellowship.
2. Target of Excellence: For cases where there is an unusual opportunity to hire an individual whose unique qualifications and extraordinary promise or accomplishments will contribute significantly to the excellence of the academic mission of the University and the qualifications of the candidate are demonstrably at the level that meets the UCSF standard of excellence. (Follow expedited search guidelines)
3. Spousal/ Partner Hire: The successful recruitment or retention of a senate faculty member is ultimately dependent on an academic appointment for his or her spouse/partner. (Follow expedited search guidelines)
4. Multiple Affiliated Employers: If an open search has been conducted by a UCSF affiliate (e.g. VAMC, Gladstone) that substantially meets the requirements of a UCSF faculty search, the appointee may be granted an expedited search for the UC position. (Follow expedited search guidelines)

Search Waiver Procedures

AP Recruit System:

• Search Waivers reviewed and approved in AP Recruit system; academic recruitment specialist uploads waiver info from department.

Document Requirements:

• New forms for requesting an electronic search waiver:
  • Search waiver request form
  • Explicit justification required for all criteria as stated on the form

Document Submission Changes:

• Search wavier related request forms must be submitted directly to your academic recruitment specialist.

Approval Authorities:

	Dean’s Office	Vice Chancellor Outreach & Diversity	Vice Provost, Office of Faculty & Academic Affairs
Search Waivers – Non-Senate Faculty & Non-Faculty Academics		X
Expedited Searches – All Faculty	X	X	X

Transition Guidelines

Departments should be advised to work with their academic recruitment specialist to determine what steps to take for hires/appointments already in process. A transition search waiver will be accepted under the old policy for any of the following:

• Accepted offers on or before 08/01/15
• Packets already created in Advance on or before 08/01/15
• Visa applications in process on or before 08/01/15
• Search waiver/exemption hires submitted to shared services (e.g. SRS ticket) on or before 08/01/15

For Existing Appointments Prior to 08/01/15: All existing waivers will be automatically grandfathered and indefinite.

• No renewals
• No 5 year limit for faculty

For New Appointments After 08/01/15:

• Waiver criteria will be more limited and greater scrutiny of justifications will be applied
• Waivers will be of indefinite duration in most cases

A search or new waiver may be required if there is a change in the appointment status (e.g. break in service, change in series, department decides they would like to search the position).

When will new searches be required for grandfathered exempt appointments?
If the original appointment was not searched or waived then a new search or waiver will be required for:

• Instructors Appointed to Assistant Rank
• Increase in effort from 50% (or less) to 51% or greater
• Change in Series
• Reappointment after break in service
• Transfers to positions for which a search is being conducted
• Transfers to positions for which a new appointment packet is processed (e.g. new positions in other departments at different rank/step)

When will new searches be required for grandfathered appointments that were on waivers?
If there is a search waiver on file for the original appointment then a new search or waiver will be required for:

• Changes in series
• Reappointment after break in service
• Transfers to positions for which a search is being conducted
• Transfers to positions for which a new appointment packet is processed (e.g. new positions in other departments at different rank/step)