Requirements to apply for the job

The AP Recruit system requires the indication of which documents individuals must submit to be considered for the job, and which are optional. In AP Recruit a Curriculum Vitae is required as the default; other listed choices are optional. Optional documents can be removed, and additional items (optional or required) can be added. Provide a unique upload slot for each document. For example, if three publications are required, there should be three slots with labels such as Publication One, Publication Two, and Publication Three, rather than as “Three Publications.” Beware of requiring more information than is considered necessary to adequately evaluate the candidates; an applicant with an incomplete application cannot be reviewed or hired for the position.

Optional documents can be added after the recruitment opens, or even after the final date to apply, but the requirements documents may not change. It is common to ask for additional information from individuals on the short list. You can set up the new optional document in AP Recruit and email the candidates to provide the requested information. Please note that the final date (NOT the close date) needs to be moved forward into the future to add the optional document if the final date has already passed. This will allow current applicants to modify their application with the additional document.

The requirements stated in the job advertisement, and their corresponding descriptions, should be exactly the same as the stated requirements in AP Recruit. Copy and paste from the advertisement into AP Recruit.

Letters of Reference

Letters of reference are typically an important part of recruitment for senate faculty positions. Letters may be obtained by asking candidates to have referees submit letters directly through AP Recruit, or by asking candidates for referee contact information only (there is no obligation to contact referees provided by candidates). Carefully consider the requirement for letters of reference because it cannot be changed once the recruitment is published and the first applicant applies.

When conducting a search that is open rank (either Assistant/Associate or Assistant/Associate/Full) it can be difficult to decide how to handle the request for letters. Often searches at the Assistant level require letters from all applicants, while searches at the tenured level only request the letters of finalists. It is important to carefully weigh the pros and cons of this choice. If only contact information is sought at the time of application the letters can be sought through AP Recruit by the department analyst.

Carefully choose the number of letters or contact information to request. It is common to provide a range (e.g., 3 - 5 or 2 - 4). Letters can only be received through AP Recruit or directly from the referee to the department analyst. Additional letters submitted on behalf of a candidate cannot be accepted (see section on accepting and evaluating letters of reference for more information).

Choose who will have access to the letters of reference – all reviewers, only faculty members, only assistant, associate and full professors, only associate and full professors, or only full professors.

If letters are requested as part of the application it is necessary for all letters to be received. AP Recruit will mark an application “complete” without letters (if they are requested by the candidate), but a candidate cannot be considered a proposed candidate without the required number of letters.  The analyst has the option of sending an email reminder to applicants regarding missing letters of reference, but if a reminder is sent to one applicant it must be sent to all. Applicants can also re-request letters of reference from their referees even after the final date to apply for the position. Consider including a statement in the advertisement about when letters of reference must be received for consideration for the position. 
  • Advantages: Candidates are clear about when the letters must be sent on their behalf, and a deadline for letters reduces the number of late letters
  • Disadvantages: Some candidates will be less inclined to ensure that the letters are received by the application closing date, and a hard deadline would disqualify some individuals from further consideration.

Notice of policy on disclosure of evaluation letters

All potential referees must be given notice of the University of California policy on disclosure and confidentiality of academic personnel review files, including when the letters are provided via a third party such as a dossier service or career center. The link to the policy is: Referees who upload their letter into AP Recruit will receive the following notice through the system:

Although a candidate may request to see the contents of letters of evaluation in accordance with California law and University policy, your identity will be held in confidence. The material made available will exclude the letterhead, the signature block, and material below the signature block. Therefore, material that would identify you, particularly information about your relationship to the candidate, should be placed below the signature block. In any legal proceeding or other situation in which the source of confidential information is sought, the University does its utmost to protect the identity of such sources.

All advertisements for jobs where letters of reference may be sought must include the follow statement:

“All letters will be treated as confidential per University of California policy and California state law. Please refer potential referees, including when letters are provided via a third party (i.e., dossier service or career center), to the UC Berkeley statement of confidentiality ( prior to submitting their letters.”