Employment

A. Purpose and Scope

1. This UCI Personnel Procedure implements at UCI the UC systemwide Personnel Policy for Staff – PPSM-20: Recruitment and Promotion.
2. All staff members are covered by PPSM-20 and this Procedure, except those employees in a bargaining unit that has an exclusive representative (union) who are covered by the applicable provisions of the collective bargaining agreement.

B. Authority and Responsibility

1. Hiring Authority is the person responsible for ensuring that recruitments are conducted in accordance with applicable University policies.
2. As approved by the Chief Human Resources Executive (CHRE), a Waiver/Exemption to Recruitment and Internal Promotion Request can be approved by a Human Resources Executive Director, in consultation with the Office of Equal Opportunity & Diversity (OEOD).

C. Definitions

D. Application Requirements

To receive full consideration, application materials must be received via the applicant tracking system online while the position remains open on the career website. As needed, applicants may contact the Human Resources Department for assistance with submission of an application utilizing the online system.

E. Procedures

Competitive recruitment must be conducted for all career and contract appointments unless a recruitment waiver is approved per Section H of PPSM-20; an Internal Promotion is approved per Section D of PPSM-20 and the UCI Internal Promotions Guidelines; or the action is exempt from recruitment per Section G of PPSM-20.

1. Request Approval: Department completes a Waiver/Exemption to Recruitment and Internal Promotion Request which is forwarded to Central Human Resources Business Partner for review and approval by Executive Director, Human Resources.
2. Preparation: Once approved, request is submitted via FastClass. Please refer to FastClass system tool for detailed use instructions.
3. Position Description: Position requisition and position description are submitted through the appropriate channels via FastClass.
4. Advertising: To attract a broad and diverse pool of qualified applicants, Talent Acquisition or departmental HR will prepare the position for electronic job posting on University of California, Irvine career websites, and when appropriate, advertise externally using various national, local, social media, job search websites, recruitment agencies, etc. Talent Acquisition or departmental HR will coordinate advertising and outreach efforts. All job postings are accessible through Human Resources Talent Acquisition.

   Special Recruitment Conditions may be included in the specific vacancy posting, as appropriate to the requirements and location of the position. These conditions include:

   1. Background Checks - A position requiring a background check should be designated in the vacancy posting. (See PPSM-21, Section III.D, Background Checks; UCI Personnel Procedure 21: Appointment; and UCI Administrative Policies & Procedures, Sec. 300-10: Background Check Procedures.)
   2. License or Certificate as required by professional or governmental regulatory authorities
   3. As a federal contractor, UCI is required to use E-Verify to confirm work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts
5. Assessment: Talent Acquisition or departmental HR will prescreen all applicants to ensure they are assessed objectively and consistently against the minimum and preferred qualification of the position description. All candidates who advance to the next stage of the recruitment process must meet the minimum qualifications of the position.
6. Selection: Talent Acquisition may assist in the selection and appointment of the candidates as described under PPSM-21: Selection and Appointment.

F. Contract to Career

Contract appointments may be converted to career status if the incumbent employee was selected through a competitive recruitment process for the contract position. Contact your assigned Central Human Resources Business Partner to obtain additional guidelines for conversion to career appointment upon attainment of 1,000 hours.

G. Limited, Floater, and Per Diem Appointments

1. Competitive recruitment is normally expected for Limited, Floater and Per Diem appointments, but not required.
2. Floaters and per diem appointments do not convert to career appointments.
3. Limited appointments may be converted to career status if the incumbent employee was selected through a competitive recruitment process. Contact your Central Human Resources Business Partner to obtain guidance for conversion to career appointment before 1,000 hours worked are reached.

H. Internal Recruitment

1. The Hiring Authority may request to limit competitive recruitment for a career appointment to Internal Candidates, so long as this Internal Recruitment is consistent with equal employment and affirmative action objectives.
2. To request an Internal Recruitment, a Waiver/Exemption to Recruitment and Internal Promotion Request must be completed and submitted to the assigned Central Human Resources Business Partner. The request should include the justification for the request in the appropriate section.
3. Upon receipt, Human Resources will assess, review and process in accordance with policy.

I. Internal Promotion

1. An Internal Promotion may be requested by the Hiring Authority, and must be approved by the Human Resources Executive Director, in consultation with the Office of Equal Opportunity & Diversity (OEOD).
   1. Position requisition and position description are submitted through the appropriate channels via recruitment tool
   2. At minimum, the employee must be in a career appointment and have demonstrated readiness for upward advancement. Human Resources will determine Internal Promotion eligibility.

   For more detailed information see Appendix I: Internal Promotion Guidelines.

J. Recruitment Waiver

1. Under special circumstances a Human Resources Executive Director, in consultation with Office of Equal Opportunity & Diversity (OEOD), may approve the recruitment waiver.
2. To request a recruitment waiver, the hiring authority must obtain department leadership approval prior to submitting to Human Resources. The request should include the following:
   1. The Waiver/Exemption to Recruitment and Internal Promotion Request form, that includes at least one of the criteria described in PPSM-20 Section H
   2. Approved position requisition, (submitted through appropriate channels)
   3. Position description and department organizational chart
   4. A UCI job application and/or resume for the selected candidate
3. Upon receipt, Human Resources will assess, review and process in accordance with policy.

K. Exemptions to Competitive Recruitment

Circumstances allowing for exemptions to competitive recruitment are outlined in PPSM-20, Section G. The hiring authority may consult with their assigned Central Human Resources Business Partner for additional guidance.

L. References

Personnel Policies for Staff Members

• PPSM-3: Types of Appointment
• PPSM-20: Recruitment and Promotion
• PPSM-21: Selection and Appointment
• PPSM-81: Reasonable Accommodation

Personnel Procedures for UCI Staff Members

• Procedure 21: Appointment
• Procedure 30: Salary
• Procedure 81: Reasonable Accomodation

UCI Administrative Policies & Procedures

• Section 300-10: Background Check Procedures

Appendix I: Internal Promotion Guidelines

Eligibility:

1. When a vacancy exists or becomes available in a department or organizational unit, the hiring authority may identify and promote employees who have demonstrated the knowledge, skills, ability and performance level to be successful in a higher-level position.
2. Internal Promotions are to reflect progressively higher competence and achievement and will not be granted based solely on satisfactory performance or length of service. The ideal candidate for Internal Promotion should have mastered their current role and have demonstrated abilities along with proven experience needed for the next level position.
3. Eligible employees must:
   • be in a career appointment;
   • successfully completed probationary period (if applicable);
   • be in a non-represented position (for represented positions, contact central Human Resources Business Partner to review eligibility);
   • be classified in the same or similar job family of the promotional opportunity;
   • meet or exceed the minimum required qualifications of the promotional opportunity;
   • have received an “On Target” or “Above Target” merit level in the last merit cycle; and
   • have not received any form of disciplinary action within the last six months of employment (exception may be approved by the Human Resources Executive Director.)

Internal Promotion Request Process:
(For Health Sciences or Medical Center, please reach out to your Human Resources Business Partner to prepare request.)

Guidelines
To ensure fairness and equity in the process, decisions to promote require approval from department head, Vice Chancellor or Dean, and Human Resources Executive Director (Associate Chancellor/Chief Human Resources Executive designee), in consultation with the Office of Equal Opportunity and Diversity.

1. Hiring Manager begins initial consultation with the Department Human Resources contact.
2. Hiring Manager prepares Internal Promotion Request packet for review with Department Human Resources contact. Information packet includes:
   • Waiver/Exemption to Recruitment and Internal Promotion Request – including brief justification for promotion of identified employee:
     • How this promotion benefits the department and/or University;
     • Relevant professional development, stretch assignments, on-the-job experience, training or education directed at advancement of skill level;
     • Review of others in similarly situated positions within the department who were considered for the promotional opportunity;
   • Skills Assessment Template for Internal Promotion – evaluation of all eligible employees in the organizational unit;
   • Department organizational chart;
   • Job Description (promotional opportunity):
     • If there are changes to the Job Description, route through Classification first;
   • Job Description (employee’s current.)
3. Department Human Resources, after reviewing with Central Human Resources Business Partner, routes the packet of information to:
   • Department/Unit head;
   • Dean or Vice Chancellor;
   • Human Resources Executive Director (Associate Chancellor/Chief Human Resources Executive designee) with cc to Central Human Resources Business Partner; and
   • The Human Resources Executive Director (Associate Chancellor/Chief Human Resources Executive designee), will consult with the Office of Equal Opportunity & Diversity as required.
4. Internal Promotion Requests may move forward once all approval signatures are obtained. Central Human Resources Business Partner will notify the Department Human Resources of the decision.
5. Department Human Resources will notify Hiring Manager of decision; Hiring Manager to present promotion opportunity to identified Employee.
   • If promotion is approved, Department Human Resources will follow standard process through FastClass
   • Department Human Resources to update personnel file with positon letter and signed JD, and payroll system accordingly.

   Any exception to these guidelines and promotions beyond one job grade must be approved by Associate Chancellor, Chief Human Resources Executive.

Policy Reference:
Personnel Policies for Staff Members 20: Recruitment and Promotion PPSM-20: Recruitment and Promotion