The purpose of the Search Report is to document the search process, the equitable consideration of all candidates, and provide justification for the choice of the selected candidate(s).
When to submit a Search Report
Submit a Search Report each time a candidate or candidates are put forward for consideration, and prior to submitting the appointment case to the Academic Personnel Office. Multiple candidates can be put forward together if part of the same search, or two different Search Reports can be submitted at different times for separate candidates. If necessary, the Search Report and appointment case can be submitted simultaneously for “parallel processing.”
Status updates in AP Recruit for Search Reports
Review all candidates to confirm that each one has the appropriate statuses applied to them. Please make sure all statuses are marked in the correct sequence. The system will automatically prompt you for the next status. Do not skip statuses because this information is necessary for our reporting purposes.
- Individuals who were deemed unqualified (“does not meet basic”) should be in the “Unqualified” bucket and have at least one disposition code applied to them.
- Applicants who met the basic qualifications should be marked as “meets basic” and appear in the “Qualified” bucket. They should have at least one disposition reason applied to them if they had a complete application but did not proceed to a further round of consideration.
- Applicants who withdrew prior to being named on the proposed short list (“invite for interview”) will appear in the “unqualified” bucket. The “candidate withdrew” disposition reason should be selected.
- Applicants who were on the “long short list” or otherwise under serious consideration should have the final status of “serious consideration” if they did not proceed to a further round of consideration. They should have at least one disposition reason applied to them.
- Applicants who were invited for an interview and interviewed as part of a formal campus job talk and visit should have the statuses of “invite for interview” and “interviewed” (and also “serious consideration” if this status was used). If an applicant withdrew after being invited for an interview they will have the status of “withdrew after invite for interview.” Please note that “Invite for Interview” is not a terminal status.
- Applicants who were interviewed but did not become a selected candidate should have the final status of “interviewed.” At least one disposition reason should be applied, as well as comments about why the candidate was not selected, based on the criteria set out at the beginning of the search (two to three sentences is typically sufficient).
- Applicants who the department or school intends to put forward to the campus for consideration should have the statuses of “invite for interview,” “interviewed,” and “selected candidate.”
- No applicants should have a status beyond “selected candidate” at the time the Search Report is submitted for review and approval. If the candidate withdrew after becoming the selected candidate they will have the status of “withdrew after selected candidate.”
Information about the selected candidate
Click on the “Proposed Offer Information” icon, and provide the department, discipline/field, and anticipated start date. Leave the step and starting salary fields blank. This information can be edited on the Manage screen for the selected candidate (on the left column, select the “Information” tab).
Candidate disposition reasons
One or more dispositions, or reasons for deselection, should be assigned to individuals who submitted a complete application for the position, using either the list of reasons for those deemed unqualified or the list for those who were qualified.
Comments on applicants who were interviewed, and the selected candidate
Applicants who were on the short list (interviewed) require brief comments in addition to the disposition reason. It is important that the statements reflect the strengths/weaknesses of the individual applicants, and compare their qualifications to the established search criteria set forth at the beginning of the search. A statement is also needed for the Selected Candidate (do not select a Disposition Reason). This information can be taken from the Search Committee Narrative.
Review the list of advertising locations specified as part of the Search Plan in the “Ad Sources” section. Delete any advertisement sources not used as planned and add any additional locations actually used. Provide evidence of advertisement publication and payment in the “Ad Evidences” section for all locations used in addition to the ones posted to automatically. Please note: If you add additional sources to the list as part of the Search Report, refresh your screen before attempting to upload the evidences.
List separately each search and recruitment effort planned (“Ad Sources”), as stated in the Search Plan [Do not list OFEW sponsored locations, such as the Chronicle of Higher Education, HERC, Higher Ed Jobs, or any of the America’s Job Exchange posting locations].
- Advertising websites (Craigslist, etc)
- National organizations
- Employment networks
- Field-specific outreach groups
- Personal emails
- Record of phone calls made and to whom
Upload evidence for each “Ad source” used.
- Tear sheets, invoices
- Evidence of posting
- PDF of emails
- Document with list of calls
Do not include:
- Emails or calls made by department faculty not on the search committee
All written materials regarding the search must be uploaded in this section. They will be archived with the search and are not necessary to also save at the department or school level. These materials include:
Under “letters and memos”
- Search committee narrative
Under “interview materials”
- Standardized questions used for interviews
- Evaluation tools used, including completed forms collected from search committee members
- Notes taken during preliminary interviews (Skype or in-person, for example at conferences)
- Notes taken during applicant interviews by search committee members
- Reference checks (typically conducted by phone, with notes)
- Summary of overall graduate student input provided to the committee
- Notes taken by graduate student members of the committee
Do not include:
Notes taken during candidate job talks or presentations by department faculty or graduate students not on the search committee
Comments and notes can be written directly in AP Recruit by committee members using “Public Comments” or “Personal Notes” for individual applicants
Initial Search Outcome
Select the Initial Search Outcome of the search. For a successful search select “Proposed Candidate: One or more applicants will be recommended for appointment.”
Search Committee Chair Survey
As part of the Search Report, the Search Committee Chair needs to complete a survey regarding search practices employed during the search. The survey takes approximately 15 minutes to complete and is part of a system-wide research effort, as explained here:
As a Federal contractor, UC is required to take affirmative action to ensure that all individuals have an equal opportunity for employment, without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a Vietnam era or special disabled veteran. In meeting this obligation, the University analyzes candidate pools and compares our candidates and appointees with our underlying labor-pool availability (click here for more information).
The current academic literature recommends many "best practices," identifying them as effective in diversifying faculty applicant pools and hires. Our review of this literature, however, suggests that few of these practices have been carefully studied. In addition, their applicability at Berkeley is unclear.
We are carrying out a more rigorous investigation of the value of widely recommended practices in conjunction with UCOP Academic Affairs and their ADVANCE PAID grant, and we are seeking your help in carrying out this study. We will use responses to this survey to examine whether any practices recently employed at UC Berkeley are correlated with diverse faculty pools and hires. We also aim to identify untested "best practices" that might be useful in future job searches.
Thank you in advance for taking the time to respond candidly to this survey module following the end of the search process. The survey can only be accessed and completed by the Search Committee Chair. Once we have enough data to produce meaningful results, we will be sure to share them with you. A full copy of the survey may be viewed in Appendix K.
When the Search Report is complete and ready for review, click the ‘Submit Report for Approval’ button. Provide a name for the Search Report that includes the last name of the candidate(s). This will aid in differentiating from the initial Search Report and any others that may be submitted in the future for additional candidates.
Click ‘View Approval Request’ to go to the Approval page.
Download and review the draft Search Report. Edits can continue to be made as needed until the Search Report receives final approval by OFEW; all edits are live updated in the Report. However, once OFEW starts review please do not make additional changes unless notifying the office first. Once approved, a final Search Plan is available as a PDF and serves as the permanent record of what was approved.
There is an approval chain for senate recruitments (do not remove steps):
- Search Committee Chair – name is auto-populated
- Equity Advisor – name is auto-populated
- Department Chair – assign the correct name(s)
- Dean’s Analyst – assign the correct name
- Dean – assign the correct name(s) (do not add an alternate name)
- OFEW (“Diversity Office”) – names are auto-populated (do not add an alternate name)
When the names have been entered, click “done.” An automatic email will be sent to the first approver within approximately 30 minutes, and cc the department analyst. When each approver approves the report an email will automatically be sent to the next reviewer in line.
There is an option to provide written comments regarding the Search Report. The analyst and all approvers can view the comments and can make comments.
There is an Approvals Dashboard available (next to the Recruitments tab on the top banner), which will allow you to monitor the progress of approvals for the recruitments you have access to. It displays the current status of approvals, including who has approved and who is next for approval, and includes filters to make viewing the list of recruitments more streamlined.
When OFEW has approved the Search Report, the Report is considered officially approved and the PDF of the Search Report will serve as a permanent record of the recruitment. Please note that approval of the Search Report is not approval to hire.
See the section “Final Closing Instructions for the Search” to close out the search once a hiring outcome is determined.
NEXT PAGE: Guidelines for the Search Committee Narrative
PREVIOUS PAGE: Overview of Requirements to Complete the Search Report