Supervisors

We are available to assist you with any HR-related questions or needs. Please find below a brief overview of information you may need to reference as you recruit, hire, evaluate, or reclassify your employees’ appointments.

Types of Appointments:

Career – Fixed or variable at 50% time or more, for 1 year or longer, (usually indefinite).

Limited – Can be fixed or variable, but may not work over their appointment percentage. Limited to:

40% or less for up to 1 year, or
over 40% for up to 5 months

Casual/Restricted – UC students only. (Must complete Student Vacancy Form.)

About UCSD’s Temporary Employment Service (TES)

Temporary Employment Service (TES) provides clerical, administrative, and technical temporary employees (floaters) to UCSD departments during interim periods. Contact Temporary Employment Services at (858)534-4604 or email the Temp Request Form to temporaryemployment@ucsd.edu.

Methods of hiring (Non-Students):

Recruitment – For use when you do not have a candidate in mind and need to post the position on the UCSD Joblink website. Recruitments can be done for Limited or Career appointments.

Short Term Exception (STE) – For use when you already have a candidate in mind. Employees hired by STE can only have Limited appointments. If you need to hire a person into a Career appointment, a recruitment must be done.

GETTING STARTED WITH HIRING

NOTE: Staff recruitments take an average of two months

STEP 1: CREATE the Job Description

This is the most time-consuming part of the process, but also the most critical. You can go to the Job Description Main Menu is at http://joblink.ucsd.edu/mwb/jobdesc/index.html.
DOWNLOAD this Guide: HOW TO WRITE A JOB DESCRIPTION

Review other similar positions by selecting Online Job Description Library from the main menu.
- Search by the Department Code (000311) to see all Pediatrics jobs or
- Search by Title Code to see all of a certain title.
- It is usually most effective to use both, as descriptions can vary a bit by department.
- All title codes (and pay scales) can be found on the Blink Title and Pay Information page: http://blink.ucsd.edu/Blink/External/Topics/Policy/0,1162,259,00.html
- Please note that just because a description is in the library, does not mean it is a good sample.
For new positions, review the Classification Specifications (which define the titles) to be sure you are requesting the proper title. They are available through the Title and Pay Plan link above, via the link to the right of the pay scale, once you select a title to view.

Create and Route the job description to the Business Office HR Contact
- To do this, you can go to: http://joblink.ucsd.edu/mwb/jobdesc/index.html.
  - From the Main Menu, select Create a New Job Description for a position. Start from a blank form, or copy another similar position by entering the job description
    number of that position. (Similar ones to copy can be found in the library as described
    above.)
  - When edits are complete, select the bubble next to “Route” and enter the email of your HR Coordinator. (Quick tip: DO NOT select “Submit to Compensation” or all of your work may be lost!

Step 2: Along with routing the job description, email the Request to Hire Form to your HR Coordinator. If requesting a Short Term Exception, you must also fax the applicant’s signed UCSD online resume to 619-543-5642. If the applicant has not completed an online resume, please submit a standard resume, along with the UCSD Resume Supplement Form, available on Blink here:

http://joblink.ucsd.edu/awb/resumesupplementform.pdf.

Step 3: After all required paperwork is submitted to the Business Office, the HR Contact completes the following steps:

Classify the job description. (After all edits have been completed – this may take several revisions on the part of the Supervisor and the HR Contact.) Some titles are classified within the Business Office, others must go to Central HR to be classified by the Compensation Analyst or by a monthly committee (link to meeting schedule).
Obtain necessary Business Office Signatures on the Request to Recruit Form and Job Description.
(For STEs: Analyze the departmental equity of requested salary at this time.)
Complete the Online Requisition Module.
(For STEs: After receiving JOP release, fax required paperwork to Records.)

Step 4: After the Online Requisition is completed, a recruiter will be assigned and will post the job within 4 days. Faxed requests for STE’s will be approved by Records via email usually within 2 days.

Selection Procedures for Recruitments:

1. After the position is posted for a minimum of two weeks, the recruiter will screen all resumes based on the top selection criteria taken from the Skills and Knowledge section of the job description. A link to all screened resumes will be emailed to the supervisor, usually within 4 days of the closing of the position, depending on the total number of applicants. This email will also contain the Resume Screening Matrix and Selection Report forms required to complete the selection process.

2. Review the resumes and complete the Resume Screening Matrix by scoring each resume received. All resumes in the pool must be on the Screening Matrix.

3. Decide what the cut-off score will be from the Screening Matrix, and set up interviews with the top-scoring applicants (3 minimum where possible).All applicants at or above your cut-off score must be interviewed. If an applicant declines an interview, please make note of any reason given. When having difficulty contacting an applicant, make note of the method and date of each attempted contact. You must make three attempts to contact an applicant before you can list them as “Unable to Contact” on the Selection Report.

4. When interviewing, be sure all applicants are treated equally. An interview committee of two at minimum is recommended and interviews should be conducted in person. In general the questions should be the same for each candidate, with some variation allowed for specific details of the applicant’s experience and follow-up questions. Each applicant should sign their resume at the interview.

5. After the interviews are complete the Selection Report. You should be making the offer to the highest scoring applicant interviewed. Be sure to record the reason for declined interviews, and the contact methods and dates for unresponsive applicants. Call references and ask specific questions about the candidate’s background and information discussed in the interview. (link to How to conduct reference checkshttp://blink.ucsd.edu/HR/supervising/hiring/background/conduct.html) When the title has a step-based salary scale (usually union represented), be sure you are selecting a salary that is on one of the steps, and indicate the step number next to the requested salary. If you are requesting a salary above the mid-point, please email a justification to your HR Contact for approval.

6. Fax the completed Resume Screening Matrix, Selection Report, and signed UCSD online resume for the top applicant to your HR Contact at 619-543-5642.

7. Wait for approval from HR before making an offer to the candidate. If required for the position, request a background check or pre-employment physical is completed at least one week prior to setting up an appointment with the HR Contact to complete new hire paperwork.