UCSB is committed to hiring qualified and talented people as outstanding employees, leaders and managers. The Employment Unit is available to assist departments in:
- Developing effective job postings using OACIS, UCSB's Online Application and Classification Information System
- Developing a diverse candidate pool through the use of strategic advertising
- Providing guidance on screening applications, interviewing, reference checking, and setting the salary
- Ultimately, offering the job
The University has a strong commitment to the principles of diversity, inclusion, and ensuring nondiscrimination in the workplace. UCSB is an Equal Opportunity/Affirmative Action Employer.
The Steps of Recruitment
About OACIS (UCSB's Online Application & Classification Information System)
OACIS is UCSB’s online system for administering employment and classification functions. This system is used by campus to submit requisitions, review applications, administer details of the recruitment, create job descriptions, update job descriptions, and request reclassifications.
Requesting an OACIS Account
Ask your supervisor to email Tori Stoeckinger (firstname.lastname@example.org) with the following information:
- Name of new user
- User Type (Preparer or Submitter)
- Department(s) the user will need access to
- OR If your supervisor is currently a Reviewer or Submitter in the OACIS system, he/she can request a new user online.
Posting Your Vacancy
To initiate the recruitment process, the hiring department completes an online Requisition (Quick Tutorial on creating a requisition using OACIS) and submits it to the Compensation Unit for classification. Employment then reviews the job duties and requirements and discusses the recruitment and screening process with the hiring department. The Employment Analyst will assist campus departments regarding campus selection guidelines, hiring policies, Affirmative Action goals and diversity objectives in order to fill the position with the best qualified candidate.
Scope of Recruitment
Most of the recruitments that UCSB conducts are external open recruitments. On occasion, an internal or internal-to-external recruitment may be conducted in support of career progress consistent with UC policy. As a general practice, internal recruitments are limited to current UCSB career employees. When deciding the scope of a recruitment and whether or not to proceed with an internal-only recruitment, the discussion between the hiring department and the recruiter will include a review of any affirmative action goals, the available feeder titles, the diversity of those occupying the available feeder titles, and also the availability of qualified internal candidates who occupy those feeder titles.
Screening and Interviewing Your Applicants
The hiring department is notified when applications are ready for review online (Quick Tutorial for viewing). The hiring department is expected to select at least three qualified candidates for interviews; the hiring department is responsible to contact the Employment Analyst prior to inviting less than three qualified candidates to interview. Note: UCSB employees who are exercising any rehire rights (e.g., laid-off employee or a disabled/medically separated employee with a medical release to return to work) must be considered prior to any other applicants.
Prior to making the final offer to a candidate, the hiring department is responsible to conduct at least two reference checks of the finalist(s). Additionally, if a finalist is a current or former UCSB employee, the hiring department is responsible for reviewing the UCSB personnel file for the finalist.
Completing the Applicant Evaluations
Online Applicant Evaluations are completed within the OACIS for each interviewee, documenting reasons for selection/non-selection.
Completing the Hiring Proposal and Extending the Offer
Prior to the extension of the job offer by the Employment Analyst, the hiring department is responsible for completing a hiring proposal for a single hire (Quick Tutorial on Hiring Proposal for Single Hire) or a multi-hire (Quick Tutorial on Hiring Proposal for Multiple Hires). No job offers or hiring commitments can be made by the hiring department without prior approval by the Employment Analyst.
Notifying Your Non-Selected Applicants
It is considered to be best practice for the department to notify those they interviewed. However, they can ask their Employment Analyst to send automatic emails to these candidates. The Employment Analyst can also notify those not selected for interview via automatic email.