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University of California Santa Barbara

Equal Opportunity & Discrimination Prevention Office

Reports: Frequently Asked Questions

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How do I know if I need to create a Shortlist Report?

Shortlist reports are only required for Senate‐level recruitments. Departments should generate Shortlist Reports and obtain final approval of them prior to inviting applicants to campus for interviews and/or visits.

In Non‐Senate searches, the EEO office will generate a Shortlist report to append to its diversity data analysis memo, but departments do not need to generate these reports nor submit them for approval.

Source: (AP)

How can I preview a Shortlist or Search Report without actually creating one?

To the immediate left of the +Create new Shortlist Report or the +Create new Search Report button, you will see a lightning bolt symbol Preview button. This will allow you to see how your report will look before creating it. Since these reports pull data directly from the recruitment, reports can easily be generated for preview. However, once created, reports cannot be deleted even when they are not submitted for approval, so we advise departments to take advantage of the preview tool. Preview generates a document within the browser which can be downloaded, printed, and reviewed to ensure that the appropriate data from the recruitment is captured before being saved in the system.

Once the preview report is deemed complete and accurate, the department should use the +Create new button(s) to create the Shortlist or Search Report. These reports will persist and are available for review once submitted for approval.

Source: (AAIT)

We plan to interview a group of candidates via Skype in order to arrive at a shortlist. Do we need to get approval for this step in UC Recruit, or to mark the candidates in a certain way?

You need not process a separate report in order to obtain approval for a long‐Shortlist within UC Recruit. You should identify the long‐Shortlist candidates by changing status from "Complete" to "Serious Consideration." Within the Selection Plan during the Search Plan stage, outline the selection process the department plans to use, including any information pertaining to whether and how a long‐Shortlist of candidates will be identified, reviewed and advanced to a shortlist.

See the Remote/Virtual Interviewing Guidelines for Search Committees and the Remote Virtual Interviewing Tips and Best Practices (for candidates) sheets:

Source: (AP)

Do we need to wait for final approval of our Shortlist Report within UC Recruit before inviting Senate faculty candidates for campus interviews?

Yes.

Source: (AP)

How can we identify alternate applicants that we might want to interview if our first three Senate faculty candidates come for campus interviews but are not advanced in consideration?

You will need to submit a second Shortlist Report for approval. Change the statuses of the first three applicants to "Interviewed" and assign them disposition reasons. The alternate applicants moving from the long‐Shortlist or "Serious Consideration" status should now be marked "Recommend for Interview."

Those applicants will be "pulled" into the Shortlist Report submitted for approval and will join the set of three names from the first Shortlist. After the second Shortlist report is approved, the department may invite the second set of candidates for campus interviews.

Source: (AP and AAIT)

How do I make changes to a Shortlist Report which is undergoing approval but is not yet fully approved?

Note: If any approvers have reviewed and approved the Shortlist Report, it is necessary to alert them to changes via "Notify Approvers" on the report approval page. Contact help@aait.ucsb.edu for assistance as needed.

Shortlists do not benefit from the Live Updating feature like Search Reports. Therefore it is necessary to follow these steps to update an "in‐flight" Shortlist Report with a newer version, replacing the old:

  • login to UC Recruit and navigate to the Shortlist page of the Reports tab
  • click the Create new shortlist report button
    • choose a Diversity data set, if the default is not already correct
    • review the Applicant Pool Statistics area for accuracy
    • click the Create Report button
  • with both the new report and the existing (likely mid‐approval) report on the page, click the update approval link next to the first report
  • in the small window that opens, select the new report from the Replace with dropdown menu, add a comment to the text box indicating reason(s) for the updated report, and click Yes, update report

Source: (AP and AAIT)

We have an approved Shortlist Report and are ready to invite candidates for campus interviews. Now we would like to remove one of the candidates from the list and replace her with a different candidate. How do we do this?

An approved Shortlist Report is not readily changeable, especially when it involves removing a name. Please contact your AP office analyst for guidance.

Source: (AP)

One of our shortlisted candidates withdrew from consideration after being marked as Recommend for Interview. Why does her name continue to show up on the Shortlist?

The shortlist consists of all applicant statuses beyond Serious consideration. Those include: Recommend for Interview, Interviewed, Soft Offer Extended, Declined Soft Offer, Proposed Candidate, Offered, Accepted Offer, Declined Offer, Hired, and Campus Declined to Make Offer. Applicants may withdraw themselves from consideration at any time, but if the applicant withdraws after Recommend for Interview status, she will continue to show up on the Shortlist.

Note: Serious consideration is NOT a shortlist status.

Source: (AAIT)

What is a Search Report and when do I need to submit one?

The Search Report is used in both Senate and Non‐Senate searches to propose a candidate for hire. It provides an opportunity for the department to document the selection process it followed in order to evaluate candidates and recommend a particular candidate or candidates for hire. A fully approved Search Report must be in place before an appointment case can be processed and approved.

If a recruitment results in no proposed candidates or is canceled, then a Search Report is not needed.

Source: (AP and AAIT)

We have found the Senate faculty candidate we want to propose for hire. Can we prepare a Search Report even though we have not finished interviewing the candidates on the approved Shortlist Report?

No, this would be contrary to fair hiring practices. All Shortlisted candidates must be interviewed before a finalist is proposed for hire.

Source: (AP)

What is the appropriate status to assign to an applicant in order for her to be shown as the finalist being recommended for hire on a Search Report?

The finalist being proposed for hire in a pending report should be set at Proposed Candidate status. Proposed Candidate, or any later status, will cause an applicant to be reflected as a final candidate recommended for hire in any Search Reports generated from the recruitment (in multiple hire or pooled recruitments).

We recommend that Search Reports be given a title that reflects the current finalist name(s). Doing so will help approvers, administrators, and department analysts more easily distinguish which applicant or applicants are being considered for hire, and helps distinguish multiple Search Reports which come out of pooled recruitments.

Source: (AAIT)

I see an optional Appointment section that opens up when I change an applicant status to Proposed Candidate. Should I fill this out?

We recommend that departments provide the Title Code and Anticipated Start Date. Step is determined at the appointment stage and should not be entered here.

Source: (AP)

Why is our Proposed Candidate not showing up on the Search Report? The applicant meets Basic Qualifications and his status is correctly marked as Proposed Candidate.

In Review Date searches, departments often neglect to add Additional Review Dates after the Initial Review Date has passed. Sometimes departments continue to review applicants, change applicant statuses, and put forward Search Reports for approval, but unless a review date is set which "catches" an applicant, anyone who completed outside a Review Date window will not show up on a Search Report.

Applicants who completed outside of a review window are also not included in the diversity data report/EEO recommendation memo provided by the Office of Equal Opportunity. Such problems can delay the approval of the Search Report and delay the ability of the department to forward an appointment case.

Source: (AAIT)

What Interview Materials should I include in the Search Report?

This varies by department and it's standard practice to screen and interview Candidates. Materials will typically include questions, metrics or criteria used to evaluate Finalists, agendas or itineraries (Senate), announcements of job talks/seminars; and/or a statement of the process the department took to select it's Finalist(s). Depending on the Selection Process set forth in the Search Plan, reviewers will compare to the practice of what was approved in the Selection Plan. If the process was changed from the plan, it is expected to be noted in the Actual Search Efforts in the Advertisements tab.

Source: (EODPO)

What do I put in the Conclusion section when preparing a Search Report?

Nothing, although applicant statuses must be correctly updated. The Conclusion section is not used for a Search Report and is intended to be completed later, when the recruitment has a final outcome. You may verify that the correct applicant is marked as a Proposed Candidate in this section but otherwise, there are no fields to complete in this section for the Search Report.

Source: (AAIT)

What is the applicant status "Soft Offer Extended?"

A soft offer is a verbal or informal offer which has been made to an applicant. It is an applicant status for use in Senate‐level recruitments.

Source: (AP)

Is "Soft Offer Extended" an appropriate applicant status to assign to our finalist for purposes of submitting a Search Report?

No. Search Reports submitted for approval must use Proposed Candidate to identify the applicant the department is recommending for hire.

Source: (AP)

How do I update a Search Report?

Unlike Shortlist Reports which require that the analyst replace an old report with a new one, Search Reports automatically update via a feature called Live Updating. This feature allows for updates made to the various sections contained within the Search Report to be reflected right away; no manual updating needed.

However, it is important not to make changes to a pending Search Report which is undergoing review unless asked to do so by an approver.

Source: (AP and AAIT)

I need the report I just submitted in the system to be approved quickly. Will using the "Notify Approvers" button help to speed up the approval process?

Depending upon which approvers you select to receive the notice, you may be sending an email blast to several approvers, which can be ineffective or even counterproductive. Keep in mind that reviewers often have a queue and every report can be said to be urgent. If there is a genuine need to expedite a review, it can be more effective to reach out to the next approver directly to explain your situation.

Source: (AP)