This checklist should be used for search reports for pool recruitments that opened after January 23, 2025 (i.e., searches with "batch round" features in AP Recruit).
Verify that all of the following items are complete before submitting for central campus review. For detailed information on academic recruitment policies, refer to the Non-Senate Search Guide.
Batch round
1. The round number is listed as the batch round name (e.g., "Round 3").
2. The correct review date has been selected for the batch round.
3. The course(s) and semester(s) (including years) under review for the current batch round are listed in the additional information section of the batch round (e.g., "Math 1A and Math 1B - Fall 2025").
Applicant statuses
4. All applicants have the appropriate status:
- Selected applicants from the current round are marked Proposed candidate
- Interviewed applicants are marked Interviewed (Note: alternate candidates must be interviewed)
- Applicants who are not suitable for hiring for any position that might arise from this recruitment are marked Permanently deselected
- Duplicate applications, applicants who do not respond to interview requests, or applicants who withdraw are marked as Withdrawn
- Candidates with approved search reports in previous rounds have updated statuses (Offered, Accepted offer, Hired, etc.), as appropriate
- No applicants have statuses of Offered, Accepted offer, or Hired prior to an approved search report
5. The proposed offer information (including anticipated start date) is entered for all proposed candidates.
6. The anticipated start dates for all proposed candidates are in the future (start dates must be after the search report is approved).
Applicant disposition information
Deselected Applicants
7. All deselected applicants have a disposition reason and/or comment entered for this round that indicates specifically why they were deselected. (All applicants must be reviewed for all courses/hiring needs in each round, unless they were permanently deselected, withdrawn, or hired in a previous round.)
8. All disposition reasons/comments are relevant to the description of the position and stated qualifications (e.g. a lecturer applicant cannot be assessed on research skills/publications). Applicants also cannot be assessed based on assumptions (e.g., assuming a candidate would not take the job because they live far away).
9. For all individuals who did not meet the basic qualifications: confirm applicants have been reviewed correctly and the disposition reason/comment indicates what basic qualification they do not possess.
10. For any duplicate applications, "duplicate application” is included in the disposition comment.
11. For each interviewed applicant, the disposition comment includes a few sentences explaining why they were not chosen as the proposed candidate based on the selection criteria.
Alternates (interviewed applicants that the committee would like to hire if the proposed candidate(s) withdraws)
12. Any alternate candidates are assigned the "alternate for position” disposition reason and their disposition comment explains their strengths (why the department would like to hire them if the proposed candidate withdraws), their weaknesses (why they were not selected as the proposed candidate), and which course they are an alternate for.
Proposed Candidates
13. The disposition comment for each proposed candidate includes a few sentences explaining specifically why they were selected as the proposed candidate based on the selection criteria. Do not select a disposition reason for the proposed candidate.
Interview materials
14. The interview questions have been uploaded.
15. The interview notes for all interviewed candidates have been uploaded. Interview notes must be in one of the following formats:
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Notes on each candidate’s response to each question (can be typed or handwritten)
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Summary of interview responses for each candidate
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Ranking sheet/evaluation template completed for each interviewed candidate
Search committee narrative
Required for all titles except lecturers, teacher-special programs, postdoctoral fellows, specialists, project scientists, and continuing educators.
16. For all non-senate searches with titles not listed above, there is a search committee narrative uploaded to the Letters and memos section that includes all the information listed in the search committee narrative section of the search guide (found in the Documentation section under ‘Completing the Search Report’).
Search report
17. The search report name includes the name(s) of the proposed candidate(s).
18. Hired applicants from previous rounds are not included in the search report - within the search report details, do not check the box next to "include applicants with the status of 'Hired'."
19. The proposed candidate(s) for this round appear in the search report PDF.