AP Recruit

What is AP Recruit?

Academic Personnel (AP) Recruit is the online application system for all academic titles in the University of California system. The system was designed by UC Irvine and has been used there since 2006. It was selected by the University of California to be deployed at all 10 campuses. UC Irvine maintains the system and works to continually enhance the system with guidance from the UC recruit Governance Board and other UC stakeholders. UC Merced implemented AP Recruit during the 2013-2014 academic year.

What titles are covered by AP Recruit?

All academic titles - professor series, lecturers, academic coordinators, specialists, project scientists, researchers and teaching assistants.

Where will recruitment data be stored?

Recruitment data from all UC campuses will be housed in UC Irvine's data centers. Data from each campus will be stored in separate database tables. This provides maximum security with little possibility that confidential data will be exposed from one campus to another. All data is automatically replicated to a backup database. UC Irvine also performs a second nightly back up and stores that data offsite at the UC San Diego's Supercomputing Center to protect against a disaster in their primary data center.

How do I request access to use AP Recruit?

Access will be given to staff, committee chairs and committee members by the APO office. Once assigned, you will sign in to AP Recruit with your UCMNetID and password.

Will training be provided? How will I know about the latest enhancements?

Training will be provided for staff and committees at the start of the recruitment cycle and throughout the year. Emails will be sent out so that a member of the APO staff can attend the first committee meeting.

Using AP Recruit

Why do applicants need to create a separate Recruit ID for each position?

The UC Irvine AP Recruit team initially developed this rule to limit the number of spam applications routed to departments when unqualified applicants "mass apply" to multiple positions. The UC Recruit team is currently working on an enhancement that will allow applicants to apply for multiple positions with one account.

How will access to confidential applicant, reference, and/or search committee data be managed in AP Recruit?

Campus-level authentication will be controlled through Shibboleth (identity management system).
The role you are assigned in AP Recruit determines the tasks you can perform and the screens you can see.

Recruit Administrators are the primary supporters for end-users and they will manage role assignments. Committee Chairs, Editors, and reviewers are assigned their roles on a recruitment-by-recruitment basis by the Department Analyst. Recruit Administrators are also the primary supporters for all other users and have the most Admin tool access and all the access rights of the roles listed below.

School Analysts (Recruitment Analysts) create the recruitments for their departments. They build search committees, view and manage all applicant files and short-list the candidates.

Committee Chairs can review non-finalized applicants and may manage applicant files (though this is generally left to the Analyst).

Committee Editors have the same access rights as Committee Chairs. Editors generally assist the Department Analyst in managing the applications. At UCR this role might be fulfilled by the Chair's Assistant.

Search Committee Reviewers have viewing rights to finalized applications and may comment on the files and flag applicants.

Central AP Analysts have access to view an application for a given recruitment, department, college or school and can manage (create and view) diversity reports for a given department, college or school. Central AP Analysts also have access to download a CSV of applicant pool and gender/ethnicity data.

How will the search committee members receive access to review applicants?

Department recruit analysts are responsible for assigning members to the search committee. Once assigned, the search committee members would sign in using their UCM Net ID and Password at: http://aprecruit.ucmerced.edu

Are applicants able to submit documentation after completing the initial application?

Analysts will be able to set up a close date and final date for each recruitment. If the final date is after the close date, this will allow additional time for the applicant to submit documents. If these dates are the same the applicant will not be allowed to submit additional documentation. These dates are to be determined by the search committee chair.

Can analysts create applications or add more information to existing applications?

To add an application go to the recruitment, click on applicant list and choose add applicant on the top, left menu. To add information for an existing application click on Manage under the applicants name.

What are the options for Letters of Recommendation in AP Recruit?

For letters of reference there are two options: 1) Contact only 2) Letters of Reference. When option 1 is selected, the school analyst sends the reference requests. When option 2 is selected, the candidate sends the reference request. With each option an email is generated by AP Recruit. In either case, when the letter is submitted, the candidate will be able to see that the letter was submitted, but will not be able to view the letter.

If listed as a reference does the letter writer have to log in?

The letter writer will receive an email with a token and link to login and upload the letter. They will not have to log in. More information visit: https://aprecruit.ucmerced.edu/reference

Can more than one title code be added to a recruitment?

Yes, multiple title codes can be included in a recruitment.

How do I download my list of recruitments into excel?

This can be done in the Recruitment page. Select "change columns" to customize what information will appear in the CSV file, then click "download as CSV." CSV or Comma Separated Value files can be saved as Excel files.

How do I download the applicant list into excel?

Select the recruitment you want to view. Then click on Applicants. Select Change Columns to customize what information will appear on the CSV file. Then click on Download this Data.

Do committee notes and comments appear on csv files?

If committee notes are selected as part of the custom view, then they will appear in the CSV files as well as who entered the comment. Personal notes will not be displayed to the rest of the committee.

Who do I contact if I have questions about using AP Recruit?

Please email aprecruit@ucmerced.edu or call 209-228-7948