PPSM 21

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Employment
Section 21, Appointment
Approved: 5/30/04
Supersedes: 9/13/02

Responsible Department: Human Resources
Source Document: UC PPSM 21

Exhibit A, Medical Examinations
Exhibit B, License Requirements
Exhibit C, Verification of License
Exhibit D, Background Checks

21.A. SELECTION

Note 1--Hiring Authority. The department head has the authority to make a job offer and to appoint an applicant to a position, after obtaining the approvals required by UCD Procedures 20 and 21, and internal school or college procedures. This authority may be redelegated.

Note 2--Interviewing Expenses. Travel expenses may be paid for applicants who are invited to an interview in accordance with UCD Policy & Procedure Manual Section 300-10, Paragraph V.B.

Note 3--Rehire of Retirees. See UCD Policy & Procedure Manual Section 380-30.

Note 4--Appointment Above Minimum Salary. See UC Policy and UCD Procedure 30.A and 30.D.

Note 5--Moving Expense and Relocation Allowance. See UC Business & Finance Bulletin G-13. The authority to pay moving expenses to nonrepresented employees when they are hired, transferred, or promoted has been delegated to department heads. The authority to approve exceptions has been delegated to the Associate Vice Chancellor--Human Resources. The authority to pay a relocation allowance has been delegated to the Vice Chancellor--Administration.

Note 6--Student Employees. See UCD Procedure 3, Exhibit A.

21.B. PREFERENCE FOR REEMPLOYMENT OR TRANSFER

Note 1--Early Referral. An applicant may have preference under UC Policy 60 (Layoff), 66 (Medical Separation), or 81 (Reasonable Accommodation). The Recruiter shall refer such an applicant to the department if he or she meets the minimum requirements of the position. The department shall consider this applicant before any others. If the applicant is not hired, the hiring authority shall give Human Resources a written list of the requirements that were not met.

Note 2--Disqualification. If the hiring authority disqualifies an applicant with preference, the Recruiter shall advise the applicant of the reason for the disqualification. An applicant referred under Policy 60 shall have 2 work days to respond. The time limits are individually set for applicants referred under Policies 66 or 81. No other applicants shall be considered before these time limits expire.

21.C. EMPLOYEE APPLICANTS

Note 1--Date of Transfer. The department shall release an employee for transfer or promotion as soon as practicable.

21.D. SELECTION PROCEDURES

Note 1--Medical Examinations. A job offer may be conditioned on the results of a post-offer medical examination. The examination is used to find out if an applicant can safely do the job. See Exhibit A for more information.

Note 2--Tests or Work Samples. Tests or work samples must be approved by Employment/Outreach (campus) or Compensation Services (UCDHS) prior to use.

Note 3--Interviewing Guidelines. A hiring authority may view information on how to conduct job interviews at http://www.hr.ucdavis.edu/Forms/All/Interview_guidelines.

21.E. BACKGROUND CHECKS

Note 1--Reference Check. The department shall check references before appointing an applicant to a position.

Note 2--Current Employees. The department may review the personnel file of an applicant who is a current employee. For Professional and Support Staff, contact Human Resources on campus, or the Records Unit at UCDHS. For Managers and Senior Professionals, contact the Associate Vice Chancellor--Human Resources.

Note 3--License. The law requires a license, certificate, or other credential for certain jobs. Prior to hire, promotion, reclassification, or transfer into such jobs, the department (campus) or Recruiter (UCDHS) follows the steps in Exhibit B and uses the form in Exhibit C.

Note 4--Background Checks. See Exhibit D for information on criminal history and fingerprint checks.

Note 5--Released or Terminated University Employees. A released or terminated employee may be rehired only after consultation between the hiring authority and the Employment/Outreach Manager.

21.F. CITIZENSHIP AND IMMIGRATION REQUIREMENTS

Note 1. See UCD Policy & Procedure Manual Sections 380-14 and 380-06.

21.G. NEAR RELATIVES

Note 1. See UCD Policy & Procedure Manual Section 380-13. Approval authority for Professional and Support Staff has been delegated to the campus Recruiters and UCDHS Associate Director--Human Resources. Approval authority for Managers and Senior Professionals has been delegated to the Associate Vice Chancellor--Human Resources.

UCD PROCEDURE 21.1--PSS SELECTION AND APPOINTMENT

This describes the steps that occur after the final filing date for a Professional and Support Staff or represented appointment. See UC Policy and UCD Procedure 20 for procedures before the final filing date.

a. The Recruiter refers applicants with recall, preference, or special selection rights. The department interviews them (see 21.B, Note 1 above).

b. The Recruiter reviews the pool to determine whether it is adequately diverse and, if not, consults with department to consider extending the scope and/or final filing date to obtain additional diversity.

c. The Recruiter screens the applications and sends those that meet the minimum qualifications in the Position Description, plus the Applicant Tracking Form, to the department.

d. The department uses job-related criteria to select applicants for interview. The department sets up the interviews, asking for a completed application form if the applicant has not yet provided one.

e. The hiring authority or selection committee interviews the applicants and selects the best-qualified applicant.

f. The department conducts a reference check. The department (campus) or Recruiter (UCDHS) starts a background check and verifies the applicant's license, if required.

g. At UCDHS, the department calls the Recruiter to get approval to make a job offer. On campus, some deans and vice chancellors also require this.

h. The department gets approval for its salary offer if required by UCD Procedure 30.

i. The department offers the position to the applicant. If the results of the background check have not yet been received, the offer is made contingent on the results of the background check.

j. The department notifies applicants who were interviewed but not hired. Other applicants may monitor the job status page on the Web.

k. UCDHS: The applicant contacts the Recruiter to sign all required forms.

l. If required, the department (campus) or Recruiter (UCDHS) schedules preplacement and other required medical examinations. See Exhibit A.

m. For drivers of large vehicles, the department schedules preemployment drug testing. See UCD Policy & Procedure Manual Section 380-22.

n. If the new employee is a designated official (see Policy 82), he or she completes the financial disclosure documents.

o. The department schedules attendance at the next New Employee Orientation.

p. The department sends the recruitment packet to the Recruiter, via the dean or vice chancellor if required. This packet contains the committee list, interview questions, all applications, and the Applicant Tracking Form.

q. Campus: The department sends to Compensation the signed position description and, if required, the license verification.

r. Campus: After the Recruiter approves the hire, the department enters the appropriate transactions in the payroll/personnel system.

s. The department (campus) or Recruitment Unit (UCDHS) notifies the employee of his or her period of initial eligibility to enroll in group benefits.

t. The department (campus) or Recruitment Unit (UCDHS) maintains the recruitment documents as specified in the Records Disposition Schedules Manual. The list of documents to be retained is available from the Recruiter.

UCD PROCEDURE 21.2--MSP SELECTION AND APPOINTMENT

This describes the steps that occur after applications have been received as described in Procedure 20.2. The MSP Coordinators are located in the offices of the Associate Vice Chancellor--Human Resources on campus and the UCDHS Associate Director--Human Resources and are available to assist departments during the process. At UCDHS, Human Resources carries out many of the departmental tasks. The required forms to complete the following steps are available on the Web at http://www.hr.ucdavis.edu/Forms.

a. The search committee reviews the applications and uses the selection criteria to select the applicants to be interviewed.

b. The department schedules the interviews, requesting a completed application form if the applicant has not yet provided one.

c. The search committee conducts the interviews, using job-related questions.

d. The department may schedule meetings with subordinates, peers, the hiring authority, and campus contacts. The committee may request additional job-related data from the applicants.

e. The search committee identifies the applicant(s) who can perform the duties of the position most effectively.

f. The search committee gives its input to the hiring authority.

g. The department conducts reference checks and schedules a background check (see Exhibit D).

h. The hiring authority gets approval from the department head (and dean or vice chancellor if required) to make the hire and salary offer. The salary offer must be based on qualifications, internal comparisons, and market.

i. For moving or relocation expenses, the department obtains approval as described in 21.A, Note 5 above.

j. The hiring authority makes the job offer and negotiates the starting date and compensation. The job offer is confirmed in writing. If the results of the background check have not yet been received, the offer is made contingent on the results of the background check.

k. The candidate accepts the position in writing.

l. The department notifies the MSP Coordinator. The MSP Coordinator removes the job bulletin listings.

m. The department sends letters to the unsuccessful applicants.

n. The department schedules the candidate for New Employee Orientation.

o. The department fills out the Recruitment Report and attaches the letter of appointment, the candidate's resume and letter of acceptance, the signed original Position Description, and the signed contract, if any. The packet is sent to the MSP Coordinator.

p. The department enters the appointment in the payroll/personnel system.

q. If the employee is a designated official (see Policy 82), he or she fills out the disclosure documents.

r. The department notifies the employee of his or her period of initial eligibility to enroll in group benefits.

s. The department (campus) or Recruitment Unit (UCDHS) maintains the recruitment documents. The list of documents to be retained is available from the Recruiter.

t. Campus: The department destroys the recruitment file when 3 years have passed.

UCD PROCEDURE 21.3--PSS OR MSP CONTRACT APPOINTMENT

Contract positions are limited to those situations where there is a definite ending date, where there are special salary requirements or unique occupational terms and conditions of employment, or where a contract is customarily used. The PSS Recruiter is located in Human Resources. The MSP Coordinator is located in the Office of the Associate Vice Chancellor--Human Resources. At UCDHS, Human Resources carries out many of the departmental tasks. The contract forms are available on the Web at http://www.hr.ucdavis.edu/Forms.

a. The department identifies a need for a contract position.

b. The department drafts a Position Description and obtains classification review (see UCD Procedures 36.1 and 36.2).

c. The department fills out a Contract Appointment form.

d. The department conducts recruitment (see UCD Procedures 20.1 and 20.2).

The department obtains a completed application form and contacts the Recruiter to request a waiver of recruitment.

e. The department obtains the employee's signature on the contract.

f. The department sends the Position Description, applicant form, and contract to the PSS Recruiter or MSP Coordinator.

g. If approved, the Recruiter (PSS) or Associate Vice Chancellor--Human Resources (MSP) signs the Contract Appointment form on behalf of the University and sends it to the department.

h. The department follows the remaining applicable steps in Procedure 21.1 (PSS) or Procedure 21.2 (MSP).