UCLA Academic Recruit is our campus instance of Recruit, UC’s job-posting and applicant-tracking application for Academic jobs. UC Irvine’s Office of Information Technology maintains Recruit and develops new features when requested by Recruit’s system-wide governing board.
The Recruit system provides a standard online process for all academic appointee searches. Its major features include:
- Department staff can easily set up and post new recruitments with full job descriptions.
- Applicants can view job postings and submit their application documents.
- For recruitments that require Letters of Reference, reference-providers can upload their letters and applicants can see when the letters have been added to their application.
- Faculty committee members and administrators can review applicant pool diversity data in anonymous, aggregate reports and compare it against benchmark demographic data for their academic field.
All Academic Appointee Searches will use UCLA Academic Recruit
All academic appointments (Senate and Non-Senate) effective July 1, 2014 will be conducted through the UCLA Academic Recruit tool.
Demonstration of UCLA Academic Recruit
AAPO staff are available for demonstrations, Q&A sessions, or trainings. If you or your department would like to schedule one, please contact the UCLA Academic Recruit team.
How To Log In
UCLA Academic Recruit is at https://recruit.apo.ucla.edu. Faculty and staff users log on using their UCLA Logon ID (the credential formerly known as the Bruin Online ID). If you need to obtain a UCLA Logon ID or reset your password, please visit https://accounts.iam.ucla.edu/.
How To Post Job Ads Outside of Recruit
When your department's academic personnel staff create a recruitment, UCLA Academic Recruit makes a URL that will take potential applicants right to that job's application page (including job description and application requirements). That URL should then be incorporated into any job advertisements, postings to job board websites, or emails you send out.
How to Manage an External Dossier Service (e.g. Interfolio) within UCLA Academic Recruit
Some dossier services will email bundled PDFs to the departmental staff, containing all requested letters for a given applicant. This requires the PDF to be broken apart, sometimes re-scanned, and then uploaded into UCLA Academic Recruit. Letters of reference can be uploaded on behalf of an applicant by an analyst, even if the recruitment is not configured to gather letters of reference online.
Other dossier services send departmental staff their own website link and token password. It's up to the departmental staff to retrieve the letters and upload them into UCLA Academic Recruit.
The department may also allow the service to email the letters in confidence directly to the Analyst, who in turn can upload them into the applicant’s file.
The technical team overseeing Recruit at the system-wide level is exploring possible future enhancements to make it easier for UCLA Academic Recruit to work with external dossier services.
Making Changes to an Active Recruitment
At any point in a recruitment, the following details can be changed if needed:
- Job Description--your job description should be set by the time your posting goes live. However, you are able to make additions to it. For example, you can add details about the anticipated timing of their recruitment, such as when applicants can expect to hear back from the search committee.
- Recruitment Close/Final Date--you can extend your application deadline.
- Additional, Optional Applicant Documents--you can add optional documents to a recruitment. All applicants will see the option of uploading these additional documents when they log in to their dashboard in Recruit.
After you've posted a recruitment and received your first application, you will not be able to change the following:
- Existing Applicant Documents--you cannot remove a document type already listed in the job posting, whether it was required or optional.
- Reference Information--you cannot make any changes to the Reference section.
Archiving and Record Retention
Once a search is over, the academic personnel analyst in the department archives the recruitment. Recruit oversees the retention schedule for archived data (per UC's retention schedule for Pre-employment and Recruitment Records - records code: 0004A).
More Questions?
- Each page in Recruit has a link to the online Help section in the top menu bar.
- The full User Manual is available in Box.
- Our Help Desk is available by phone (310-825-1696) or email
