For all open recruitments an Employment Representative assigned to your recruitment will assist you with selection guidelines, recruitment strategies, hiring policies, Affirmative Action and diversity objectives, and problem-solving. (Please see special conditions for limited appointment positions referred to under Appointment Type).
For assistance
with the online process, please read the 
Quick
Tutorial,
or contact your Employment Department in Human Resources:
- Darwin Holter, x4662
- Amy Jacobs, x4664
The following guidelines will assist you in accurately completing the requisition.
Position Information
Working Titles vs. Payroll Titles
- The payroll title is the formal UC title used for administrative processes (e.g. ____Assistant I, Title Code 4724).
- A working title describes the primary functional responsibilities of the job (e.g. Payroll Assistant).
- For advertising purposes, a working title often better describes the general functions of the job.
- Working titles, if indicated, will be used for advertising purposes unless the hiring authority specifically states otherwise. Working titles cannot be the same as payroll titles. For example, a formal payroll title such as Assistant to the Chair cannot be used as an advertised working title for a ___Assistant II title.
Advertised
Salary
The hiring authority
has several options in listing the hire rate/range. These options
are:
- Minimum monthly salary rate
- Minimum to mid-point/mid-step monthly salary rate
- Minimum to maximum monthly salary rate
Note: Requests for hiring salary rates above mid-point or mid-step will need approval by the Employment Representative with the exception of the Computer Network Technologists Series.
- Career positions are 50% time or more expected to last longer than a year. Indicate the previous career incumbent who is being replaced in the job. If the position is grant funded, indicate the ending date of the grant under Special Conditions on the employee requisition form.
- Partial year career positions are established to accommodate projected fluctuations in staffing, budgetary, operational or other business related needs. Indicate which months are furloughed.
- Limited Appointment positions have an expected duration of less than a year (up to 1000 hours) and/or are positions at less than 50% time. Indicate the end date of the appointment. Departments utilize casual employment when the work and/or funding is uncertain to justify a career position. If it is anticipated that the work/funding may later justify a career position, it is advisable to openly recruit for the casual position. It can later be changed without recruitment to a career position via the PPS On-Line process.
- Contract positions are established at a fixed or variable percentage of time for a definite period and specified in a written employment contract (please refer to the UCSB Employment Contracts Procedures). Contracts are currently limited to the PPSM Program for exempt titles only. Examples of contract positions are Coaches, Physicians, and Development Officers.
Online Posting Wording
Duties
- Duties are the summary description of individual tasks actually performed on the job. This part of the requisition should contain this summary of the essential duties of the position.
- List 3 to 5 phrases that can concisely describe the essential duties in the order of importance. Whole sentences are not required.
Minimum Requirements
- Minimum requirements are the job related skills, knowledge, abilities (SKA'S) and education needed in order to perform the actual duties. Stating accurate SKA's will assist you in screening, interviewing and selecting the best candidate for the position.
- Examples of accurate SKA statements are: "ability or skill to explain procedures clearly to visitors"; "knowledge of accounting principles and procedures". Examples of vague SKA statements are: shows initiative; exhibits professionalism.
- Use acronyms, technical terms only if they are meaningful to the population of potential applicants and not just to those within the university.
- Experience requirements should not be expressed in precise numerical terms such as "three years of related experience." Instead, use words such as "substantial", "significant", etc.
- Educational requirements should not be expressed in precise numerical terms. Educational degrees, when required, should be listed along with the statement "or equivalent combination of education and experience".
Desirable Requirements
- Desirable requirements are preferred requirements in addition to the minimum requirements.
- Desirable SKA'S can be used for screening applicants who have met the minimum qualifications once a diverse/qualified pool has been identified.
Special Conditions of Employment
- Special conditions are required licenses or certificates, pre-employment physicals, background checks, special physical requirements, etc.
- In addition to
prerequisites, other conditions can be listed here such as end
dates for grant funded positions, travel, overtime, and non-standard
work schedules,
Advertising and Outreach: Scope of Advertising
External
- External recruitments are open to all applicants.
- External recruitments are listed in various off-campus publications and the Job Bulletin.
- Typically, external recruitments generate the largest and most diverse applicant pools consistent with the campus commitment to equal opportunity and diversity.
- The open recruitment period is a minimum of 2 weeks.
Internal
- Internal recruitments are open to casual or career employees (excludes academic appointments and student workers).
- Internal recruitments are listed solely on the Job Bulletin.
- The open recruitment period is typically 1 to 2 weeks. If there is not a sufficient qualified and diversified applicant pool by the end of the internal recruitment period, departments will need to extend the filing deadline and recruit externally.
- Internal recruitment requests require consultation with an Employment Representative.
Internships
- Internships are open to qualified career, non-probationary employees.
- Internships are listed solely on the Job Bulletin.
- Typically, these recruitment's are of limited duration (one year maximum with the possibility a one year extension upon review and approval by HR) designed to develop skills and promotional opportunities.
- Applicants must have approval from their department to apply.
- Applicants return to their previous position when the internship ends.
- The open recruitment period is a minimum of 2 weeks.
- Requests for internships require consultation with an Employment Representative.
Advertising Preference
- Consistent with Affirmative Action/Equal Employment Opportunity for all qualified applicants, recruitment processes shall include reasonable outreach efforts to attract persons of color, women and disabled individuals.
- The Employment Representative, at the request of the hiring department, will place recruitment advertising in various media and assist in developing effective recruitment strategies and diversified applicant pools.
- Advertising options depend upon the level of the position, the expansiveness of the search, the advertising time frame and the departments budget. Generally, the higher the classification level of the position, the more a regional or national publication is justified. Departments must weigh the costs of travel, moving expenses, and the length of the recruitment.
- Departments are encouraged to recommend advertising text in the space provided on the requisition.
- Employment will place and if necessary write all ads. They retain full editorial rights to comply with advertising text requirements.
- All ad copy must be reviewed and approved by the Employment Unit prior to placement.
- Departments that
wish to advertise on the web must include job number, close date
assigned by the Employment Office and should work closely with their Employment representative.
Typical Recruiting
Options
Local Newspapers
( Published daily):
- Santa Barbara News Press (UCSB Sunday Display Ad)
- Ventura Star Free Press
- Santa Maria Times
- San Luis Obispo City Telegram Tribune
- Lompoc Record
- Independent
Regional Newspapers (State of California):
- Los Angeles Times
- San Diego Union
- San Francisco Chronicle
- San Jose Mercury
Journals/Publications (Generally published monthly/quarterly):
- Professional, technical, and trade publications
National and Ethnic Publications:
- Chronicle of Higher Education
- Black Issues in Higher Education
- Hispanic Hotline
- Asian Week
Web sites:
- UC Office of the President
- LAT.com (LA Times)
- Monster.com
- Adzoid.com
Classification Information
- All the boxes pertaining to classification questions must be checked to expedite processing.
- The requisition is forwarded to the Compensation Unit for review and classification. The recruitment process will begin when the position has been classified and the requisition is submitted to Employment.
Department
Approvals
The requisition and
may need to be viewed by the appropriate control point. Critical
at this point is:
- Approval by the control point prior to submission to Compensation.