University of California Santa Barbara - UC Recruit

Creating a Pooled Recruitment ___________________________________________________________________________________________________________________________ Logging In: 1. Using any web browser, navigate to https://recruit.ap.ucsb.edu 2. Select “UC Santa Barbara Faculty & Administrators” 3. Enter your UCSBnetID and password. ___________________________________________________________________________________________________________________________ Steps Here: After logging in, 1. Click Recruitments at the top left of the page, then Create New Recruitment. Click the Next > button. 2. Using your approved Part I packet, begin filling in fields, keeping in mind the following:

• Recruitment Name: Payroll Title + Specialty (i.e. Lecturer of Physics) • Description: your ad copy and pasted, verbiage detailing the multiple positions and any primary

consideration dates; include EO/AA language • Department: select your department

Note: If you are cross-listing the recruitment, contact help@aait.ucsb.edu after creating the recruitment • Academic Year: the year in which you are creating the recruitment or in which a majority of the

recruitment “work” is traspiring Note: If you are creating the recruitment before May-June, it is possible that the “new year” will not be reflected in the drop-down menu as it is an automated task and will show when available

• Salary Control #: Primary FTE/Provision #; not used in temporary appointments • Application submission Dates: Open – when applicants can begin to apply; Close – last day to accept

new applicants; Final – last day for applicants to submit materials and request letters of reference • Information URL: link your department’s website, if applicable

3. Click the Next > button. Type in or search for the title code(s) for the position and any specialties applicable. Click the Next > button.

4. Contact information should auto-populate with your information. The Department Mailing Address requires 5 characters be typed in, and for departments not wanting hard copy materials, it is recommended to use:

Please only submit your materials via the online UC Recruit system. 5. Click the Next > button. Review your entries for correctness and when ready, click Save & Done. Configuring for Online Applicant Management: After creating a Basic Recruitment, click the Configure for Online Applicant Management button. 1. Click the Next > button.

a. Use the Documents section to create upload slots for applicants to submit their materials. Make sure that the Required document slots that you setup align with those in your ad and your search committee’s expectations. Note: Once you have received your first application, you cannot change the Required documents, only add additional Optional document slots.

b. Use the References section to specify a required amount and a maximum amount. There are three options: • None: this requires our applicants to submit no references • Only Contact Information: this requires applicants to submit names and email addresses;

the department may decide later on to solicit letters from the references on behalf of the applicant

• Letters of Recommendation: solicited by the applicant, letters are uploaded by the letter-writers after agreeing to a confidentiality statement

Note: Once you have received your first application, you cannot change the quantity of references. 2. Click the Next > button. Contact information should auto-populate with your information, but if you

have different contacts for the various scenarios, you may enter it in the appropriate fields. Analysts may edit the “Thank You” email that is auto-generated by the system once a letter writer has submitted their letter for an applicant.

3. Click the Next > button. Review your entries for correctness and when ready, click Save & Done. Note: There is no delete option within UC Recruit, so before clicking Save & Done, be sure that you mean to create the recruitment.

___________________________________________________________________________________________________________________________ For Additional Assistance: • Online help is available on the top menu bar, or the UC Recruit support team may be reached by email

at help@aait.ucsb.edu