Local Procedure 21: Selection and Appointment December 2023
I.

SummaryThis local procedure for selecting and appointing candidates for employment shall be used
to inform the campus of the requirements and procedures to select and appoint candidates,
conduct background checks, and employment eligibility verification, as well as theemployment of near relatives.
It is the policy of the university to select and hire in its judgment, the candidate who
possesses the skill, knowledge, and abilities to best perform the duties and responsibilitiesof the position.

II. Related Policies and References
Personnel Policy 3 – Types of Appointment
Discrimination, Harassment and Affirmative Action in the Workplace
Personnel Policy 20 – Recruitment and Promotion
Personnel Policy 21 – Selection and Appointment
Personnel Policy 22 - Probationary Period
Personnel Policy 30 - Compensation
Personnel Policy 64 - Termination of Job Abandonment
UCR Policies and Procedures 650-28 – Employment Eligibility (Form I-9)
UCR Local Procedure on Giving Employment References
III. Definitions
Applicant: An individual who expresses interest in a specific open position by submitting
an employment application or similar documentation via the established application
process.
Background Check: The process of gathering and reviewing a candidate’s records todetermine their applicability to initial or ongoing employment. A background check may
encompass a variety of verifications including, but not limited to employment history,
criminal history, national sex offender search, education, credit history, driving history,
credentials, or professional licenses report.
Candidate: An individual who meets the minimum qualifications for the position for which
they applied.
Consumer Reporting Agency: A third-party vendor that collects information about acandidate from various sources and compiles a report used for employment purposes.
Credit History Background Check: The process of gathering and reviewing acandidate’s comprehensive credit history.
Criminal Record History Background Check: The process of gathering and reviewing
a candidate’s criminal record history, including any felony or misdemeanor convictions.
Education Verification: The confirmation that a candidate possesses the degree(s) froma verifiable institution, as listed on the employment application, resume, cover letter orother documentation provided by the candidate.
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Employment Verification: The confirmation that a candidate’s employment history aslisted on the employment application, resume, cover letter or other documentation
provided by the candidate is accurate.
Fingerprinting: The method is used to review a candidate’s criminal record, including
state and nationwide checks, based on the candidate’s fingerprints.
Government Security Clearance: The determination that a candidate is eligible foraccess to classified information.
Motor Vehicle Report (MVR): A report issued by the Department of Motor Vehicles, which
details the driving record, by individual name(s) and driver license number(s), for eachrequest submitted and indicates the status of the applicable driver’s licenses.
Near Relative: An employee’s relationship by blood, adoption, marriage, or domestic
partnership including spouse; domestic partner; parent; child; sibling; aunt/uncle;
niece/nephew; first cousin and in-laws or step-relatives in one of these relationships,
including relatives of an employee’s domestic partner in one of the relationships listed
above; or other persons for whom the employee is legally responsible.
Position: A specific set of duties, responsibilities, knowledge, skills, level of supervision,and other requirements which are based on a job and that comprise the work assignmentof an individual employee at a particular location. A specific set of duties, responsibilities,
knowledge, skills, level of supervision, and other requirements which are based on a job
and that comprise the work assignment of an individual employee at a particular location.
Reference Check: The process of obtaining information about a candidate’squalifications, performance, work experience, and conduct with previous employers,colleagues, clients or other professional contacts. The process of obtaining information
about a candidate’s qualifications, performance, work experience, and conduct withprevious employers, colleagues, clients or other professional contacts.
IV. Policy
In accordance with University of California Personnel Policies for Staff Members PPSM20: Recruitment and Promotion, the University of California (UC), Riverside campus is
responsible for demonstrating good faith efforts to obtain a diverse applicant pool. Selection
criteria, including experience, education, knowledge, and other qualifications, must be jobrelated and based on the position description. Selection criteria must be applied equallyand consistently to all applicants.
The hiring authority shall follow the procedures for a nondiscriminatory selection process
to foster and promote equal employment opportunities as outlined in PPSM–21: Selection
and Appointment, PPSM-20: Recruitment and Promotion, and local procedures as well as
the Office of Title IX, Equal Opportunity & Affirmative Action (TIX/EOAA) website.
V. ProceduresOnce the recruitment posting period process is complete (refer to Local Procedure 20:
Recruitment and Promotion), the candidate selection process will take place.
A. Selection Committee
1. The committee will meet to discuss the interviewees. Committee members will need
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to assess the extent to which each candidate met their selection criteria. The searchcommittee’s documentation of the assessment of candidates will be helpful injustifying decisions and making them as objective as possible.
2. When the committee has identified the candidate recommended for hire, thereference process can begin.
B. Selection
1. The hiring authority in consultation with their department Human Resources may
perform the screening, interviewing, and selection process, or have a committee
perform the process, depending upon the recruitment plan.
2. The hiring department should give due consideration to an eligible current
university employee seeking a transfer or promotion opportunity.
3. University retirees may be reemployed in accordance with the UC Policy on
Reemployment of UC Retired Employees Into Senior Management Group and Staff
Positions.
4. Special employment considerations must be given as follows:a. An employee who was indefinitely laid off and who did not receive severance
has preference for reemployment under PPSM-60: Layoff and Reduction inTime from Professional & Support Staff Career Positions;b. A former employee who was medically separated and is eligible for special
reappointment in accordance with PPSM-66: Medical Separation; orc. A current employee who becomes disabled and is eligible for reassignment inaccordance with PPSM-81: Reasonable Accommodation.
5. A record of the selection process must be maintained by the hiring department forrecording and auditing purposes and align with the University of California Records
Retention Schedule and UCR’s Local Procedure 80: Staff Personnel Records.
All materials relevant to the selection of applicants and the recruitment process
must be uploaded into the HRMS Recruitment Module. Department Human
Resources (Department HR) representatives who are responsible forrecruitments, must ensure applicants who have not been selected for an interview
have a reason code for “non-selection” entered into the HRMS Recruitment
Module.
Effective March 2024, Central Human Resources (Central HR) will require theInterview Planning Checklist below to be completed and uploaded into the HRMS
Recruitment Module. Until that time, we recommend departments become familiar
with the checklist and develop processes within the department to utilize thechecklist (Appendix A).

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6. In situations in which an executive search firm is engaged for Senior Management
Group (SMG) recruitments that are not posted in the HRMS Recruitment Module,
all documentation associated with the recruitment must be maintained by thedepartment in accordance with the above mentioned retention schedule and theEqual Employment Opportunity (EEO) Report for Executive Search Firms must becompleted and sent to the Title IX, Equal Opportunity and Affirmative Action(TIX/EOAA) office.
C. Employee Release TimeWith advance notice and if the interview occurs during the employee’s normal work
hours, an employee must be granted reasonable time off with pay to interview for aposition at:a. The employee’s current UC location; orb. Another UC location, for a length of time equal to the time required for aninterview at the employee’s current UC location.
D. Reference Checks
As a public employer, the university is covered by the provisions of the California
Information Practices Act of 1977. In most situations, the Act requires that information
obtained from a reference check, including the source of the information, may not be
withheld from the candidate and is to be released to the candidate upon request.
1. Prior to making an offer of employment, the hiring authority should contact the final
candidate and inform them that they are moving to the next stage of the recruitment
process, which is checking references. A minimum of two individual reference
checks of the candidates former or current manager/supervisor must be conducted
on all candidates recommended for hire, including current UC employees.
2. An Authorization to Release Information form must be signed by the candidate
recommended for hire.
a. The receipt of the signed authorization form from the final candidate must be
received prior to contacting current and or previous employers, if thedepartment is not using Skill Survey.
b. All questions asked must be related to the job and linked directly to the position,
responsibilities, and requirements, such as candidate’s skills, qualifications,and behaviors that are important to the hiring manager’s decision.
3. Individuals with knowledge of the candidate’s employment performance,
qualifications, and behavior should be contacted; however, the candidate may
request that the current supervisor not be contacted.
4. In addition to conducting reference checks, if the candidate recommended for hire
(final candidate) is a current or former employee of the UC, the hiring manager
should review the employee’s personnel file. Follow these steps to conduct the filereview of the finalist if they are a current or former employee:a. The hiring authority or designee should contact the finalist and notify them of
the next step in the recruitment process, which is a file review and reference
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check.
b. Ask the final candidate to provide the name and contact information of theirformer HR representative. If they have the information, call or email the HR
representative and inform them of your need to conduct a file review and makean appointment to examine the contents. If the final candidate does not havethe HR representative’s contact information, please follow these steps:
1) Contact the HR representative in the finalist’s current or former department
to schedule an appointment to review the file.
2) In special circumstances, please contact Central HR for assistance.
c. If the finalist is from another UC location, follow the steps above to identify thecontact information of the HR representative. Contact the representative andrequest a copy of the file contents by email (scan/zip) or send a copy of the file
via express mail (e.g., FedEx).
d. Upon completion of the file review, if you identify any questionable content,
please consult with your UCR Central HR representative.
5. On-line Reference Checking
The university has contracted with SkillSurvey, an on-line applicant reference
checking tool, to survey reference feedback on approximately 20 behaviors andskills that correlate to success in a given job type. For system access to SkillSurvey,
the Organizational Unit will need to contact a Talent Acquisition Representative inCentral HR.
a. The candidate will be prompted to enter their professional references (minimumof two (2) supervisors/managers and up to five (5) references) directly into the
SkillSurvey tool. Once entered, an email notification is sent to each reference
requesting their anonymous feedback. The references are assured their input is
not personally identifiable.
b. Under certain circumstances, if additional information is needed (e.g., lowratings on a particular skill or behavior), additional references may be contacted
by entering their information into the SkillSurvey tool or by conducting a phonereference.
c. For more information on SkillSurvey and/or to view a sample report, refer to the
Recruitment Tools and Resources. Your department HR representative canassist with executing a SkillSurvey for your final candidate and or contact yourTalent Acquisition recruiter for any additional support.
6. Phone Reference Checks
While it is highly recommended that hiring departments utilize the on-line
SkillSurvey tool to conduct reference checks, certain circumstances may require
the need to conduct references by phone. Prior to conducting a phone reference,
be sure to review Appendix B.
7. Giving a Reference
General guidance on responding to reference checks can be found on the HR
website at https://hr.ucr.edu/education/employment/givingreference.html.
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E. Offer Letter
1. Upon successful completion of the reference checks, the offer process can begin.
Prior to initiating the contingent offer, it is recommended that a final review of theselection process is completed as follows:a. Review the duties and responsibilities of the position and ensure they were
accurately described and reflected in the job description and interview process.
b. Review the selection criteria used to ensure they were based on thequalifications listed for the position.
c. Confirm interview questions clearly matched the selection criteria.
d. Confirm all applicants were treated uniformly in the recruitment, screening,interviewing and final selection process.
e. Should there be any issues with the above, contact your organizational unit
HR representative.
2. Initiating the Offera. Once the final check of the selection process has been completed and the final
candidate has been confirmed, the Committee Chair or designee will ensurethat all applicant disposition codes are correct and that the confirmed candidate
is noted as “Best Qualified/Selected for Hire” will auto populate in the HRMS
Recruitment Module’s “Final Action” tab.
b. The department HR representative should be notified of the finalist’s name,salary and start date and enter the selection information into the “Final Action
Tab” in the HRMS Recruitment Module.
1) The department HR representative reviews the requisition in the ATS andensures all applicants on the requisition have been assigned a decisioncode.
2) The department HR representative forwards this information to theorganizational unit’s HR representative for review and approval.
3) Once approved, the department HR representative notifies the Committee
Chair or designee of offer approval.
4) The Committee Chair or designee makes the offer to the finalist. (Note: A
verbal offer of employment and the finalist’s verbal acceptance creates acontractual relationship – therefore, ensure the offer has been approved
prior to verbally offering the position in addition to ensuring that any
approvals as indicated in PPSM-30 are adhered to).
5) The department HR representative will construct the contingent offer letteror partner with their shared service center using the offer letter templates
located in the Talent Acquisition section of the HR webpage under HR
Forms and Documents.
6) The department HR representative should review the contingent offer for
accuracy, submit it to the organizational unit HR representative (ifapplicable) for final review and send to the Committee Chair for
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presentation.
If your organizational unit has a shared services model, please contact yourdepartment HR representative for assistance with the offer letter process.
3. Negotiating the Offera. Whenever possible, it’s recommended that the department’s best offer be madethe first time as this displays proper market and internal equity practices anddemonstrates good faith to the applicant.
b. When offering the finalist position, be sure to discuss the total compensation
package (in addition to salary) such as paid time off and retirement benefits.
(Please review Local Procedure for PPSM-30: Compensation for guidance on
determining equitable salary offers and when Human Resources’
recommendation or approval is required.)c. UCR benefits and retirement programs are great selling points. In many cases,
they are a key factor when deciding to accept or decline the offer. Finalists withadditional benefit related questions should be referred to the Benefits webpage
or to a member of the HR Benefits team.
d. Lastly, if possible, discuss the learning and development opportunities which
may be available to them in achieving their professional goals.
4. Countering the Offera. Despite your best offer, there may be instances where the applicant declines.
b. Applicants decline offers for various reasons and it may not be due to theoffered salary. Discuss with the candidate their reason for declining the offer.
c. If an offer is declined due to salary, the department may make a counteroffer
provided the amount is within the appropriate guidelines for the role and thedepartment.
d. Counteroffers must be reviewed and approved by the organizational unit HR
and ensure they adhere to any approvals as indicated in Local Procedure for
PPSM-30: Compensation.
The contingent offer has been signed and returned; the next step is to conduct thebackground check as satisfactory results must be obtained prior to start of
employment.
F. Background Checks (Revised 10/01/2023, updated 11/01/2023, 01/08/2024)
Candidates hired into critical positions must pass a criminal history background checkprior to commencement of the appointment. Current UC Riverside employees who
move to other positions will require a background check, unless the most recent check
was conducted within the past six (6) months. Employees rehired into critical positions
after a break in service of more than six (6) months or if no record of a prior backgroundcheck exists, the candidate must complete a satisfactory background check. If acandidate is transferring from another UC campus to a critical position, a new
background check is required.
The type of background check required must be identified at the commencement of a
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recruitment and clearly identified in the job posting.
1. Identification of Critical Positions and Types of Criminal History Background Checks
a. Critical Positions
Positions that include functions with the potential to incur human, financial,property loss, or other significant risk to the university and its constituents. All
UC Health Medical Centers, Student Health Center, and Senior Management
Group (SMG) positions are designated as critical and require criminal history
background checks. The appropriate type of criminal background check mustbe identified on the basis of position duties and responsibilities criteria. (Referto the matrix in section F.1.c. for details.)
b. Types of Criminal Background Checks
1) Agency Check
This type of background check performs a social security number trace tosearch for names and addresses associated with the social security number
submitted by the applicant to conduct a criminal record search of the last
seven (7) years (e.g., by jurisdiction, county, state and district). The
university currently contracts with HireRight (an outside agency) to performthese services including international background screening.
2) Fingerprinting Check
This type of background check is administered by the State of California’s
Department of Justice (DOJ) to search statewide Criminal Offender Record
Information (CORI) utilizing the Live Scan system to transmit fingerprints
electronically to the DOJ database.
Effective December 31, 2023, California DOJ will restrict access to FBI
national criminal records to the three federal statues: 1) Public Law 105277; 2) National Child Protection Act of 1993); and 3) Public Law 92-544.
To align with penal code section 11105.3(a), UCR will only request from
DOJ/FBI records of all convictions and arrests involving sex-related crimes,
drug-related crimes, or violent crimes of a person applying for a license,
employment, or volunteer position involving supervisory of or disciplinary
power over, where the person will be caring for children, the elderly anddisabled.
For applicants applying for positions in the police department (campus
safety), UCR will have access to the federal database for sworn officers inlaw enforcement positions that have a statutory requirement. If a Federal
Bureau of Investigation (FBI) criminal background check is requested, thefingerprint images are forwarded to the FBI to perform a fingerprint-based
search of records in the national criminal history database.

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c. The following matrix can be used to determine the type of criminal background check:
Type of
Background
Check to Use
Agency Check

California
DOJ/FBI

Critical Position
Duties andResponsibilities
Criteria
Direct access to and/or
responsibility for
personal and university
property (e.g., staff
research associates,
animal technician, auto
technicians, fleet
services, storekeeper)*, limited access topersonal/institutional
sensitive and or
confidential information,access to cash or cash
equivalents, authority
for committing financial
resources and enter
into contracts andagreements.
Direct access to and/or
responsibility forbuilding master keys,
access/responsibility tocontrolled substances,
information related tonational security,
sensitive andconfidential
personal/institutional
information with
universal access toconfidential andpersonally identifying
information, operating
commercial vehicles,machinery or toxic
systems that could
result in accidental
death, injury or healthproblems,
Involving supervisory or
disciplinary power
where the person will
be caring for children,
disabled and the

Candidate & Position
Type

Requirement

New Hire:
Casual/Restricted,
Career (PSS & MSP),
Contract, Limited,
Volunteer, Affiliates
Other:
Transfer, promotion,
lateral, rehire, demotion

Conduct Pre-hire
Required if morethan six (6) months
since last criminal
history check ifmoving to a critical

New Hire:
Casual/Restricted,
Career (PSS & MSP),
Contract, Limited,
Volunteer, Affiliates

Conduct Pre-hire
Required if morethan six (6) months
since last criminal
history check if

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Police Department Sworn Officers

Other:
Transfer, promotion,
lateral, rehire, demotion
Other:
Transfer, promotion,
lateral, rehire, demotion

moving to a criticald.

2. Additional Types of Background Checks
Certain positions may require additional background checks. Such checks should
be discussed with Employee and Labor Relations (ELR) and included in the initial
job posting. A satisfactory background check must be completed (and the candidate
must be cleared for hire) prior to commencement of the appointment.
Additional types of background checks include, but are not limited to:a. Credit history checkb. Employment verificationc. Reference checkd. Review of Department of Motor Vehicle (DMV) records (as required for the
position)e. Verification of educational degree, license or certificate (as required for the
position)f.

Government security clearance (e.g., radioactive materials)

g. Post-offer pre-employment medical examination
3. Background Check Process
The cost of criminal background checks is funded by the hiring authority.
a. Agency Check1) The department orders the background check through HireRight via their
online ordering website https://www.hireright.com by entering the pertinent
information. To request a HireRight background check, the department’s
requestor needs a user profile. The user profile can be obtained by:i.

Obtaining department head approval for access; andii.

Emailing a request for access to Central HR by contacting TalentAcquisition at Talent@ucr.edu.

2) HireRight will transmit results to Talent Acquisition, normally within five (5)business days. Additional background screenings such as education andemployment verifications may take up to five (5) to ten (10) business days.
Result will be provided within three (3) business days from receipt ofcompleted results.
3) Talent Acquisition will notify the background check requestor and theappropriate Shared Services Center (SSC) when the candidate successfully
clears the background check clearance. The requestor may also view thestatus of the background check on the HireRight website.
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•

The final candidate(s) will need to select an option to receive a copy in
the HireRight system.

•

If a candidate is uncertain on how to obtain a copy, they can request
instructions from Talent Acquisition.

b. Fingerprinting Check1) The organization’s assigned Shared Service Center (SSC) will contact a
Live Scan center and make an appointment for their candidate. A copy of
the UCR Justification for DOJ/FBI Background Check should accompany
the request (refer to Appendix D).
2) Employment-related fingerprinting services are available through R’Shared
Services Center (RSSC). The website for location/map is
http://livescan.ucr.edu/contact.html.
3) The candidate must be provided with the “Request for Live Scan Service”
form https://livescan.ucr.edu/ and must bring the acceptable identification
document(s) as listed in http://livescan.ucr.edu/required-information.html
under the “Required Information” section. Candidates must bring these
documents to the fingerprinting appointment.
4) DOJ transmits results to the Central HR office. Fingerprinting results are
generally received within ten (10) calendar days. In some instances, results
may be delayed for a longer period. Final results will be provided within
three (3) business days from receipt of completed results.
5) Talent Acquisition will notify the appropriate SSC and hiring department
whether or not the candidate successfully passed the fingerprinting
clearance.
4. Responsibilities
a. Human Resources
1) Job codes associated with DOJ/FBI background checks are listed inAppendix C. Those not listed but may require a DOJ/FBI background checkshould be reviewed by the department HR representative for further
evaluation. Note, the hiring departments may require a more stringent checkbased on the specific responsibilities of a position. If a DOJ and/or FBI
background check is required a justification must be written and uploaded
into the HRMS Recruitment Module (refer to Appendix D).
2) ELR is responsible for approving requests for additional types ofbackground checks (refer to section V.F.2).
3) Talent Acquisition is responsible for receiving all background check results
and communicating results to the hiring department and appropriate SSC.
4) When information regarding a criminal conviction is received, ELR will
review and determine whether there is any conflicting or potentially
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disqualifying information.
5) ELR will conduct an individualized assessment in accordance with PPSM
21, including review of any information provided, in order to make a final
determination as to whether the candidate is eligible to hold the position.
a) Initial Assessmentb)•

If, the conviction would not be disqualifying, ELR notifies TalentAcquisition that the candidate has cleared the background check.

•

If the background check contains a criminal conviction or otherpotentially disqualifying information, ELR will conduct an initialindividualized assessment, including the nature and gravity of theoffense(s); the length of time that has passed since the offense(s)occurred and/or completion of the sentence, as well as thecandidate’s age at the time of the offense; the nature of the position
applied for; whether factors such as trauma, domestic violence,
sexual assault, stalking, human trafficking, duress, or other similar
factors contributed to the offense or conduct; and whether adisability (such as past drug addiction or mental impairment)
contributed to the offense, and if so, whether a reasonableaccommodation or treatment could or has mitigated or eliminatedthe likelihood of harm arising from similar conduct.

•If, following initial assessment, the conviction is potentiallydisqualifying, ELR sends the candidate the applicable pre-adverse
action notification to the candidate at the email address noted on theemployment application, and allow five (5) business days to respond(if the deadline falls on a weekend or university holiday, allow until
the next business day). If the candidate responds timely to ELR in
writing disputing the accuracy of the conviction history report thatwas the basis for the preliminary decision, then the candidate hasan additional five (5) business days to respond to the notice.

Reassessment•

ELR conducts reassessment based upon available information, andconsideration must be given to the candidate’s response, if any,
including evidence of rehabilitation of mitigating circumstances.

•If, following reassessment, ELR determines that candidate IS
eligible to hold the position, ELR notifies Talent Acquisition that thecandidate has cleared the background check.

6) If, following reassessment, ELR determines that candidate IS NOT eligible
to hold the position, ELR provides the candidate with the applicable Adverse
Action Notice via email and notifies Talent Acquisition that the candidate
has not cleared the background check. Talent Acquisition will notify theappropriate hiring department and SSC of ELR’s review andrecommendations including whether or not they may proceed with the hiring
process.
7) Talent Acquisition serves as the office of record for criminal background
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check results.
b. Hiring Department
1) At the beginning of the recruitment process, will review the default
background check type assigned and determine whether a more stringent
check is required based on the duties and responsibilities of the position.
2) Will determine the type of background check required for casual-restricted,
volunteers and affiliates.
3) Is responsible for complying with these procedures during recruitment
processes, and when assigning an employee new and/or additional duties
and responsibilities that would change the required background check. In
the event that it is determined that a final candidate will need a DOJ/FBI
background check, a Justification For DOJ/FBI Background Check form willneed to be completed (refer to Appendix C and D) and signed by thedesignated HR representative for the Organization unit.
4) Shall notify the final candidate that the offer of employment is conditional
upon the satisfactory completion of the designated background check when:a) a position is offered to a new hire to a critical position.
b) a critical position is offered to an existing employee who has been
serving in a critical or non-critical position, and that employee has notcompleted the corresponding background check within the previous six(6) months.
5) Communicates background check clearance to the candidate.
c. Shared Services Centers (SSC)
1) Upon a candidate’s acceptance of a conditional offer of employment, SSC
will provide appropriate disclosures and obtain the corresponding signed
consent form(s) from candidates prior to initiating the background check.
SSC are required to retain copies of signed consent forms and disclosure
notices in a confidential file, separate from the employee file and retain themin accordance with the UC Records and Retention Schedule.
2) Will update the candidate’s background check information in the payroll
system after receipt of background check results from Talent Acquisition.
5. Forms/Instructions
a. Processing DOJ/FBI Background Checks through the Applicant Live Scan System:
1) Should be rare and in alignment with UC Legal guidance2) Live Scan Request Form
3) Applicant Authorization to Release Information Form

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b. Processing Agency Background Checks through HireRight
1) Agency Background Check Request Authorization form via HireRight
2) HireRight Consumer Disclosure Form
G. Employment Eligibility Verification
Under federal law, the university must only employ U.S. citizens or other individuals
who are legally authorized to work in the United States.
1. Employment Eligibility (Form I-9)
a. The university is required to verify the identity and employment authorization of
all employees hired after November 6, 1986.
b. Each employee must complete a Form I-9 and the department/shared service
centers must retain the form in Tracker. Form I-9s completed prior to theimplementation of tracker must be kept in a file that is separate from theemployee’s personnel file.
c. To ensure compliance with federal law, department/shared service centers must
follow the UCR Policies and Procedures 650-28 Employment Eligibility (Form I9) procedures and the PPSM-80 Local Procedures for Staff Personnel Records.
2. E-Verify in Tracker
a. Must be used to verify the work status of qualifying new and existing employees
hired after November 6, 1986, who work directly on a federal contract or
subcontract containing the E-Verify clause by using E-Verify.
b. E-Verify requirements are in addition to the current requirements governing theI-9 procedures.
H. Employment of Near Relatives
1. Consistent with the university’s policy on EEO and nondiscrimination in
employment, a candidate will not be disqualified solely by reason of near
relationship to a current employee in a hiring department.
The employment of near relatives in the same department may only be permitted
when such concurrent employment serves the best interests of the university. To
avoid a conflict of interest, an employee may not participate in the process ofreviewing or decision-making on any matter concerning the appointment,
promotion, salary, retention, termination, or other management decisions or
personnel related decisions regarding a near relative.
2. Prior approval by the Chancellor or appropriate designee (refer to the UCR
Delegation of Authority utilizing the Request for Employment of a Near Relative) is
required when near relatives would have:a. A direct or indirect supervisory relationship with each other;b. The same immediate supervisor; orc. When two employees become near relatives and any of the work situations
listed above apply.
3. For purposes of this policy, a near relative is defined as an employee’s
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relationship by blood, adoption, marriage, or domestic partnership including:a. Spouse; domestic partner; parent; child; sibling; aunt/uncle; niece/nephew; firstcousin; andb. In-laws or step-relatives in one of these relationships, including relatives ofan employee’s domestic partner in one of the relationships listed above; orc. Other persons for whom the employee is legally responsible.
4.

It is the responsibility of the hiring authority or designee to review the status of near
relatives. If the question on the employment application which states “Do you have
any relatives employed by the UC Riverside?” is marked “yes”, additional inquiries
should be made of the final candidate as to who the relative is and ensurecompliance with the provisions in the employment of near relatives' section of thispolicy. Approval by the AVC CHRO first and if approved, approval by the Chancellor
or appropriate designee must be obtained prior to sending an offer letter to the final
candidate.

5. When the hiring authority or designee becomes aware that two employees withina department have become near relatives and any of the above work situations
apply, they shall ensure compliance with the provisions in the employment of near
relatives' section of this policy.
6. To ensure compliance, the near relative must complete the Employment of a Near
Relative form, and it must be approved by the appropriate hiring authority or
designee.
7. Contact your Human Resources representative should you have any questions.
VI.

Contact Information
Contact
Employee & Labor Relations (ELR)
Human Resources Policy
Talent Acquisition
Title IX and Equal Employment & Opportunity Action (TIX/EOA)

VII.

EMAIL
Employee.relations@ucr.edu
hrpolicy@ucr.edu
talent@ucr.edu
Olga.Snopok@ucr.edu

Resources
Child Care Center – General Licensing Requirements (CA Title 22, pages 30-31)

VIII.

Revision History
Technical changes were made to bring policy into compliance with legal requirements
regarding consideration of certain types of conviction history, and governing what an
employer must do when they intend to deny an applicant employment conditionally offeredbecause of the applicant’s conviction history.
Updated web links include additional resources in Related Information and madetypographical amendments.

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APPENDIX A: Interview Planning Checklist

Recruitment Checklist Items
Required Actions:a. Search Committee Members Trained (completed required training in UCLC)
b. Short List Submitted to Affirmative Action for Review and Approvalc. UC Internal (Former or Current) & External Hires – Reference Checks
d. UC Internal Hires – File Check Complete (if conducted) Highly Recommended“Attachments Tab” in the HRMS Recruitment Module – Interview Planning Checklist
Items:
a. Advertising Copies/Invoices (i.e., Job Target or other advertising venues)
b. Supplemental Recruitment Plan for Women/Minority placement goals, individuals withdisabilities (IWD) utilization goal, Veterans hiring benchmark
c. Phone Screen(s) Notes (when phone screens are conducted)
d. Interview Questions Templatee. Pre-interview notes/evaluations of applicants/candidatesf.

Work Samples/Assessments (if requested)g. Assessment Results (e.g., PreValuate)
h. Scoring Rubrics (if work samples apply)i.

Regret Letters/Emails (for interviewed candidates)“Final Actions Tab” in the HRMS Recruitment Module - Final Checklist Items:a. Signed offer letterb. Signed contract (if applicable)c. Reference checks/SkillSurvey (For all candidates)
d. Performance Appraisals (previous copies) and review of personnel filee. Recommendation lettersf.

All interview notes (e.g., during and post) and candidate ratingsg. Salary calculator/analysis
h. Hiring decision justification (required for each recruitment)
1. The record(s) must consist of all materials relevant to the selection process and all original
documents must be retained in accordance with the University of California Records
Retention Schedule. Documentation must demonstrate the selection decisions and it isrequired in order to comply with Office of Federal Contract Compliance Programs (OFCCP)
requirements. Also, always keep in mind:
Local Procedure 21 – Selection and Appointment (Revised March 21, 2024)

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possess the skills, knowledge, and abilities to best perform the duties andresponsibilities of the position.
b) The candidate will help to carry out the university and department’s mission.
Other Actions to Be Completed – Checklist Items
a. Hired individual attached to job description in HRMS
b. Ensure accommodation requests are sent to the campus disability manager (do not
upload to recruitment)

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APPENDIX B: Guidance on Phone Reference Checks
Prior to conducting a phone reference, be sure to:a. Familiarize yourself thoroughly with the information the applicant has already provided,
including the application, resume, work sample (if applicable) and interview responses.
1) Identify areas that require elaboration or verification.
2) Set-up a telephone appointment with one or more references provided by the applicant.
3) Many employers are prohibited from providing information without a release, so if
requested, send the signed Reference Checking Release and Disclosure consent form andthe job description (optional) in advance of your telephone call.
4) Write down your questions before you call, highlighting the information you want to beverified or expanded upon.
b. Set-up an environment that encourages the reference to respond willingly, cooperatively, andhonestly. Begin your conversation on common ground by referring to information that has
already been provided by the applicant.
For example: Jordan has asked to speak with you regarding information that was alreadyshared with us during the interview process. –OR- I’m calling to verify information provided bySkye Roe.
c. Describe the position:1) Describe the responsibilities, duties and working environment of the position for which theindividual has applied.
2) After describing the position, ask, “Given our requirements, what is your assessmentof the individual’s qualifications for the job?”
3) In addition to your prepared questions, ask follow-up questions.
4) If you get a general response (“The employee is great!”), follow-up with a specific question(What did the employee do to merit that compliment? –OR- Why did the employee leave?
–OR- How have things changed since the employee left?)5) If the reference provider declines to answer a question, ask if someone else might be able
to share information about the topic.
d. Ask questions that are specifically job-related:
1) Do not ask about race, color, national origin, religion, sex, physical or mental disability,
medical condition, ancestry, marital status, age, sexual orientation, citizenship, or status asa covered veteran.
2) Ask the same basic questions about all applicants for whom you obtain references to ensure
consistency. Weigh the information you receive in the same manner for all applicants.
3) Social network tools such as Facebook, Twitter and LinkedIn should not be used to conductreference or background checks. For additional information, refer to University of California
Guidelines Recruitment Through the Use of Social Networks.
4) Mandated Hiring Prerequisites depending upon the nature of the position and additional
hiring prerequisites are the responsibility of the hiring department.
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APPENDIX C: LiveScan Eligible Job Codes (as of 01.08.2024)
A justification for a DOJ and/or FBI background check form will be required.
Code

Title

6133

K to 12 Educator 24534

K to 14 Acad Prep Spec 24535

K to 14 Acad Prep Spec 3

4538

K to 14 Acad Prep Supv 2

4500

Acad Achievement Cnslr 2*4501

Acad Achievement Cnslr 3*4254

Advocacy Supv 2

4020

Advocate 3

4412

Americorp Member

335

Ath Mgr 2

337

Ath Mgr 44138

Ath Supv 2

9455

Ath Trainer 35719

Beh Health Cnslng Mgr1

5718

Beh Health Cnslng Mgr 26811

Beh Health Cnslng Supv 24459

Beh Health Counselor 3 HX (Counseling & Psychological Svc, Health & Wellness Case
Mgmt

4460

Beh Health Counselor 4 HX

7449

Broadcast Comm Spec 1*

9293

Cert Phlebotomy Tchn 24108

Child Dev Ctr Ast

4107

Child Dev Ctr Teacher

4105

Child Dev Ctr Teacher 28939

Clin Lab Sci Spec

6569

Clin Lab Supv 2

9138

Clin Nurse 3

570

Clin Nurse SHS Mgr 1

9360

Clin Ops SHS Supv 2

9558

Cnslng Psychologist 3 HX

9976

Cnslng Therapist 3 HX GF

5045

Coach Ast 1

5046

Coach Ast 2
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5115

Coach Ast 3

5840

Cmty Educ Spec 1

5838

Cmty Educ Spec 3

5836

Cmty Educ Supv 2

0436

Early Childhood Educ Mgr 2

4150

Early Childhood Educ Supv 26293

Events Spec 4*332

Head Coach 54397

Health Educator 2

4398

Health Educator 3

4399

Health Educator 42716

Intern-Clin Psych-Genl Camp

8994

Med Ast 2

9213

Med Ofc Svc Crd 2

9119

Nurse PD

9146

Nurse Pract 3

9249

Pharmacist PD

581

Pharmacy SHS Mgr 1

9282

Pharmacy Tchn 2

586

Physcn SHS Mgr 1

587

Physcn SHS Mgr 2

586

Physcn SHS Mgr

5645

Police Chf Mgr 4

5977

Police Lieutenant Mgr 1

5323

Police Ofcr

5314

Police Sergeant Supv 2

5037

Police Svc Supv 1

5216

Publ Sfty Dispatcher

5217

Publ Sfty Dispatcher LD

5231

QA Chef 3*

9022

Radlg Tchno Sr

4127

Recr Prg Instr 1

4128

Recr Prg Instr 2

4402

Recr Prg Leader 24400

Recr Prg Leader 4
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4137

Recr Supv 2

4208

Regl and Complnc HC Spec 24207

Regl and Complnc HC Spec 3

6598

Regl and Complnc HC Supv 25326

Scrty Guard Sr (Police)

6001

Stdt Health Physcn 4

6000

Stdt Health Physcn 5319

Stdt Life Dev Mgr 1

4564

Stdt Life Dev Spec 3 (Campus Advocacy Resorc & Educ, and SWIFT)

8968

Ultrasound Tchno Sr PD

8917

VOC Nurse

8918

VOC Nurse PD

8916

VOC Nurse Sr* For those who work in VCSA and/or Athletics

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APPENDIX D: Justification For DOJ/FBI Background Check
To be completed once a final candidate has been selected.
Date:
Requesting Department:
Applicant Legal Name:
Title of the Position and Job
Code:Authorized Requestor:
Level of Service

State of CA DOJ

DOJ/FBI

Justification:

Attestation:
Fingerprinting Check: This type of background check is administered by the State of California’s
Department of Justice (DOJ) to search statewide Criminal Offender Record Information (CORI)
utilizing the Live Scan system to transmit fingerprints electronically to the DOJ database.
Effective December 31, 2023, California DOJ will restrict access to FBI national criminal records tothe three federal statues: 1) Public Law 105-277; 2) National Child Protection Act of 1993); and 3)
Public Law 92-544. To align with penal code section 11105.3(a), UCR will only request from DOJ/FBI
records of all convictions and arrests involving sex-related crimes, drug-related crimes, or violent
crimes of a person applying for a license, employment, or volunteer position involving supervisory ofor disciplinary power over, where the person will be caring for children, the elderly and disabled.
For applicants applying for positions in the police department (campus safety), UCR will have accessto the federal database for sworn officers, dispatchers and law enforcement positions that have astatutory requirement. If a Federal Bureau of Investigation (FBI) criminal background check isrequested, the fingerprint images are forwarded to the FBI to perform a fingerprint-based search ofrecords in the national criminal history database.

This confirms that you attest that the DOJ and/or FBI background check is aligned with therequirements listed above.
Signature:

Date:

Note: This document must be uploaded in the HRMS Recruitment Module.
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