When do we have to start using AP Recruit for our recruitments?
Beginning September 2013 (2013-2014 academic year), the system will available for departments who want to use the system under a pilot environment.
Beginning July 2014 (2014-2015 academic year), all departments, centers, institutes, and organized research units will be required to conduct academic recruitments using AP Recruit.
Will all UCR faculty searches be conducted through AP Recruit?
Yes. Once AP Recruit has been fully implemented at UCR, all campus units will be required to conduct recruitments through AP Recruit. We currently anticipate that faculty appointments effective July 1, 2015 will be conducted through AP Recruit.
Are there any recruitment activities or processes that AP Recruit will not support?
- UC Recruit does not support electronic voting.
- UC Recruit will not route position announcements, advertisements, committee recommendations, etc. for approval by department chairs and deans.
My department/college/school has developed a system with similar functionality to AP Recruit; will we be able to use our system?
No. All faculty appointments effective July 1, 2015 will be conducted via AP Recruit.
UCR is working with each department, college, school to ensure that the implementation of AP Recruit goes as smoothly as possible. If there is a feature in your current system that is not supported by AP Recruit, we will work with you and the AP Recruit team to support your request.
Why do applicants need to create a separate Recruit ID for each position?
The UCR AP Recruit team initially developed this rule to limit the number of spam applications routed to departments when unqualified applicants "mass apply" to multiple positions. The UCR AP Recruit team is currently working on an enhancement that will allow applicants to apply for multiple positions with one account.
How can applicants who use external dossier services (e.g. Interfolio) upload their letters of reference into AP recruit? [Question Added 10/14/13]
Applicants who use Interfolio may utilize a feature provided by the Interfolio Service to allow Interfolio to upload their letters directly into AP Recruit without bothering the letter writer. Applicants can input an Interfolio-generated email address in place of their letter writer's email address. Interfolio refers to this as Online Application Deliveries.
The following link on the Interfolio website shows how to set this up.
The screenshot below shows how the Interfolio example above will look on the applicant screen when entered into APRecruit.
Some other dossier services may send Recruit Analysts their own website link and token password. In this case, it's up to the Analyst to retrieve the letters and upload them into AP Recruit.
Please note that letters of references may be uploaded on behalf of an applicant by a Recruit Analyst, even if the recruitment is not configured to gather letters of reference online.
My department/college/school occasionally receives applications from unqualified applicants; will I have to upload and report on data for these applicants in AP Recruit?
Departments should continue to follow local practice regarding who they consider an applicant when reporting diversity data. AP Recruit will be used to develop campus and systemwide reports on diversity and hiring data. For more information contact Equal Employment/Affirmative Action (EE/AA, formerly OFSAA) at firstname.lastname@example.org.
Can my Department Chair or other faculty use proxies for data entry or document upload tasks?
Access to AP Recruit is controlled through Shibboleth and by Department Analysts. Proxy access is only available to the Recruit Administrators at each campus and is intended to help with end-user support. It is not recommended that proxy access be granted to a broad range of users as there is currently no "paper trace" (in this case "digital trace") showing changes to the system made by proxies.
How will access to confidential applicant, reference and/or search committee data be managed in AP Recruit?
Campus-level authentication will be controlled through Shibboleth (identity management system).
The role you are assigned in AP Recruit determines the tasks you can perform and the screens you can see.
Recruit Administrators are the primary supporters for end-users and they will manage role assignments. Committee Chairs, Editors, and reviewers are assigned their roles on a recruitment-by-recruitment basis by the Department Analyst. Recruit Administrators are also the primary supporters for all other users and have the most Admin tool access and all the access rights of the roles listed below.
Department Analysts (Recruitment Analysts) create the recruitments for their departments. They build search committees, view and manage all applicant files and short-list the candidates.
School/College Analysts (Recruitment Analysts) have the same access rights as the Department Analyst but on the School/College level.
Committee Chairs can review non-finalized applicants and may manage applicant files (though this is generally left to the Analyst).
Committee Editors have the same access rights as Chairs. Editors generally assist the Department Analyst in managing the applications. At UCR this role might be fulfilled by the Chair's Assistant.
Search Committee Reviewers have viewing rights to finalized applications and may comment on the files and flag applicants.
Equity Advisors have access to view an application for a given recruitment, department, college or school and can manage (create & view) diversity reports for a given department, college or school.
Central AP Analysts have access to download a CSV of applicant pool and gender/ethnicity data.
Diversity Analysts have access to view an application for a given recruitment, department, college or school. They can also manage (create & view) diversity reports for a given department, college or school and can download a CSV of all diversity survey responses.
How will the search committee members receive access to review applicants?
Department recruit analysts are responsible for assigning members to the search committee. Once assigned, the search committee members would sign in using their UCR Net ID and Password at: http://aprecruit.ucr.edu
What is the governance structure for AP Recruit?
Systemwide, the UC Recruit Memorandum of Understanding sets out the governing structure for this 10-campus collaboration. The UC Recruit Governance Board--with input from the program directors at UCI and from other stakeholders (Provost, COVC, Vice Provosts for Academic Personnel, Academic Personnel Directors, UC ADVANCE PAID Program, EEOC directors for Academic Personnel)--has responsibility for key decision-making about budget requests, priorities for enhancement and data collection, and expansion and maintenance of the program. Personnel at UCI will continue to play the principle role in managing day-to-day operations of the application and will have input on all decision–making. The Board forwards its decisions to the Vice Provost for Academic Personnel at the Office of the President, who serves ex-officio; s/he will involve the Provost in decision-making as appropriate.
At the campus level, AP Recruit will be governed through four (4) distinct advisory groups under the direction of the Vice Provost for Academic Personnel:
- The Faculty Advisory Board workgroup is composed of Faculty from Schools/Colleges and nominated by the Vice Provost for Academic Personnel (VPAP).
- Enterprise Systems Steering Committee –
- The Campus Workgroup is composed of Senior Analysts from Schools/Colleges, APO and EE/AA (formerly OFSAA).
- The APO/EE/AA (formerly OFSAA) Advisory Group workgroup is composed of staff representatives from APO and EE/AA.
Change Requests, Recommendations and Issues are managed by the Campus Core Implementation Team composed of personnel from APO, EE/AA (formerly OFSAA)and Computing and Communications. Users may direct enhancement or other requests to this group via email@example.com. The advisory group will be responsible for passing enhancement requests to the AP Recruit development team at UC Irvine (UCI).
AP Recruit is a project of UCI's Office of Information Technology and the Office of Academic Personnel. At a system-wide level, AP Recruit is advised by the Council of Academic Personnel Directors, which is comprised of Academic Personnel representatives from all UC campuses. Substantial enhancement requests will be passed by the AP Recruit team to this larger committee for prioritization and approval.
Where will recruitment data be stored?
Recruitment data from all UC campuses will be housed in UCI's data centers. Data from each campus will be stored in separate database tables. This provides maximum security with little possibility that confidential data will be exposed from one campus to another. All data is automatically replicated to a back-up database. UCI also performs a second nightly back-up and stores that data off-site at the UC San Diego's Supercomputing Center to protect against a disaster in their primary data center.
- How long will my department be able to access files and data related to past recruitments?
How will users be trained on AP Recruit?
Training for AP Recruit is modeled after a "train the trainers" approach. UCI staff will conduct an initial training session with designated personnel. These key trainers, along with staff from the Academic Personnel Office, will then be able to train staff and faculty in their respective schools and departments.
Who should I contact if I have a problem using the system? Who do I contact if I have questions about using AP Recruit?
Levels of Support:
First Level Support: Peer User Group. Peer User Group within each College; the peer group will interact with one another and provide first line support.
Second Level Support: College Support. If the pilot Peer User Group users cannot resolve an issue, it will be escalated to the College for resolution. The College will copy Academic Personnel Office (APO) on any problems and resolution.
Third Level Support: AP Recruit Administrators. If the AP Recruit Administrators cannot resolve the issue, it will be escalated to C&C and/or UCI Recruit Support for resolution.
All support requests should first go to firstname.lastname@example.org. Questions are then routed based on the nature of the problem. Typically:
Applicants and references are routed to the position's "Help Email Address".
Faculty and administrators are routed to the recruitments' "Recruitment Contact Email".
Technical or general help questions are routed to AP recruit's central support email address at email@example.com.
In general, end-user support is elevated accordingly:
Faculty contact the Search Committee Chair
Search Committee Chair contacts the Department Analyst
Department Analyst contacts School/College Analyst
School Analyst contacts UCR AP Recruit help
UCR AP Recruit help contacts UCI AP Recruit technical support if necessary.
AP Recruit also provides a comprehensive training information site for all users, including applicants, references, analysts, search committee faculty and administrative staff.