Staff recruitment and selection

The UCSF Department of Anesthesia and Perioperative Care recognizes that employees are fundamental to our mission's success. Below we have outlined the department’s process for recruiting and selecting staff with the experience and qualifications necessary to provide efficient and effective services to UCSF staff and faculty. 

This is intended for hiring managers of staff employees and those involved in the staff recruitment and selection process. 

This resource exists to ensure consistency, transparency, compliance, and adherence to UCSF policies and applicable labor laws. The Staff HR Liaisons and Recruitment Coordinator will provide support to the hiring manager throughout the recruitment and selection process to ensure compliance with UCSF and department policies and other mandated requirements. 

UCSF Department of Anesthesia and Perioperative Care reserves the right to review and update this resource as appropriate. All individuals involved in the recruitment and selection process are responsible for implementing and facilitating the process and procedures outlined in this policy.

Step-by-step process for hiring a new employee

The first step to recruiting is creating an effective job description to attract the best talent to UCSF. Notify a Staff HR Liaison, and they will guide you through the steps to create a job description that is comprehensive, accurate, and inclusive.

Step 1: The hiring manager is responsible for drafting the job description. To access the job description templates, go to: Career Tracks: Job Templates and Standards (Non-represented positions only. For union represented positions, please contact the Staff HR Liaison.)

Creating a New Position or a Replacement Position with Significant Changes

The hiring manager will create a new job description. The Staff HR Liaison can provide support in areas such as series specifications and/or job templates.

Straight Replacement for a Current Open Position

This will typically require minimal changes to the job description and will not require a new classification by the Compensation Team. The hiring manager will edit the current job description, as needed. 

Recruitment of the Following Positions: Senior Research Associate, Nurse Practitioner, or IT

In addition to the job description, the hiring manager must also complete a Technical Research Supplemental document. The supplemental document will be provided by the Staff HR Liaison.

Step 2: Send the completed job description to the Staff HR Liaison for review. The Staff HR Liaison will submit the job description to the Compensation team for approval and classification. 

Step 3: After the job description is approved and classified by the Compensation Team, it will be forwarded to the Talent Acquisition Team to post on BrassRing. A Talent Acquisition Partner will then contact the hiring manager to schedule a New Recruitment Orientation. 

Prior to the interview and selection process, the hiring manager must review the Campus Recruitment Toolkit for best practices for navigating the interview and selection process. The Campus Recruitment Toolkit provides general recruitment information, including helpful interview guidance and sample interview questions.

Reviewing Applications

Step 1: The Talent Acquisition Partner will review all applications and forward all qualified applicants to the hiring manager to review in BrassRing.

Step 2: Via BrassRing the hiring manager will identify at least three applicants for the pre-screening interview. If there are fewer than three applicants, all applicants will move forward to the pre-screening interview. 

Step 3: The Recruitment Coordinator will contact the applicants to schedule the pre-screening interviews. Pre-screening interviews are typically 20-30 minutes and can be conducted via phone or video. 

Step 1: The hiring manager is responsible for preparing the list of pre-screening questions. Pre-screening questions can help the hiring manager determine if the applicant is likely to be a good complement for the position, learn about their interpersonal skills, assess their qualifications, and review basic requirements of the position prior to conducting a more extensive interview.

Note: All applicants must be asked the same set of pre-screening questions. Follow-up questions may be asked as needed to allow the applicant to expand or clarify a response. 

Step 2: Via BrassRing, the hiring manager will indicate which applicants will move forward to the panel interview. The Recruitment Coordinator will contact the applicants to schedule the panel interviews. Panel interviews are typically 50-60 minutes and can be conducted via video or in-person.

Step 3: The Recruitment Coordinator will notify applicants who will not be selected for further consideration. 

Strengthening diversity within our workforce is a priority at UCSF. Through expanding outreach and hiring employees from diverse backgrounds, UCSF is better able to identify creative and innovative solutions to advancing health worldwide. To advance these efforts, the Office of Diversity and Outreach have implemented a UCSF-wide initiative that includes data-driven best practices and training to support a diverse and inclusive recruitment and selection practice. 

A diverse interview panel provides space for professionals of different backgrounds and areas of expertise to assess a candidate’s qualifications and value-add to the team and organization. It allows for a wider range of perspectives and opinions and reduces unconscious bias. It encourages us to think more broadly and inclusively about who we are inviting into the organization. Refer to UCSF’s Diversity Recruitment and Hiring Guide for information on how to create a more diverse interview panel. 

Factors to consider when identifying members for the interview panel:

  • Diversity in all its forms, including race, ethnicity, age, education, job title, disability, etc.
  • Relevant knowledge, experience, and skills required to select the best candidate for the position 
  • Various roles that understand the job requirements 
  • Various roles that represent a variety of perspectives on the position
  • An individual who has performed or held the open position or a similar position
  • An individual who has supervised or will supervise the open position or a similar position
  • Consider an odd number of panel members to eliminate the potential for a tie when selecting a candidate for an offer

 

A well-prepared interview panel will result in a successful interview process. The hiring manager can reach out to the Staff HR Liaison or Recruitment Coordinator for support in developing interview questions to assess the candidate’s job-related experience and knowledge.

Step 1: The hiring manager is responsible for drafting the interview questions. It is recommended that at least one question allows the candidate to share their experience and/or exposure to diversity, equity, and inclusion (DEI). 

Develop questions to get the information you will need for an informed assessment of the candidate’s experience, knowledge, and skills. 

  • Ask questions that are job-related
  • Include both behavioral and situational questions 
  • Avoid yes or no questions
  • Ask follow-up questions, as needed, to allow the candidate to expand or clarify their response 
  • Ask questions with positive intent

 

Step 2: The Recruitment Coordinator will distribute to the interview panel the necessary documents for review and to complete as part of the interview process. Documents include: Candidate Evaluation Form, Panel Interview Guidelines, “Do Not Ask” Interview Questions, and each candidate’s resume (and cover letter)

Step 3: The hiring manager should schedule a time to meet with the interview panel prior to interviews to ensure understanding of interview goals, and panel roles and responsibilities, review the interview logistics and list of questions, and answer any questions the interview panel may have. 

Interviews may be conducted via video (Zoom) or in-person at one of the UCSF sites. If the interview is in person, the Recruitment Coordinator will welcome the candidate, reserve a space for the candidate to wait upon arrival, and reserve the interview room. 

Whether the interview is via video or in-person, it is important to create a welcoming experience where the candidate can bring their authentic self to the interview. To set the candidate up for success, demonstrate active listening during the interview to show engagement and to make the candidate feel more comfortable. Use gestures such as nodding the head to indicate understanding, pausing to give the candidate more time to respond, keeping arms unfolded, and using eye contact. Lastly, be fully present. 

The interview is an opportunity to get to know your candidates. Create a general outline to ensure efficient use of the allotted time. 

Establish Rapport Be on time. Extend a warm greeting and introduction. Start with “small talk” of mutual interest, i.e. “Is this your first time at this campus?” or “Are you familiar with Zoom?”
Explain the Purpose and Set the Agenda The interview is an opportunity for the hiring manager to assess the candidate’s job-related experience, skills, and knowledge and for the candidate to learn more about the position. 
Interview Questions Be sure to provide consistency in how you approach this step with each candidate. Follow-up questions are not required. Ask follow-up questions to allow the candidate to expand or clarify a response.
Describe the Job and the Organization Share highlights and challenges about the position and provide information about the organization. Do not provide detailed information early on to avoid coaching. 
Answer Questions and Allow the Candidate to Add Information Be transparent. Answer clarifying questions that will help the candidate decide if this is the best position for them. 
Conclude the Interview Thank the candidate for their time. Explain the next step, when a decision will be made, and confirm that they will be contacted regardless of the outcome.

The interview panel will select the most qualified candidate for the position. When discussing the candidates, be transparent and offer any examples from the interview to support your decision. Be sure to be respectful of the candidates during discussion.

Step 1: The interview panel will discuss and decide which candidate will move forward to reference checks. The selection is by majority vote. In the event an agreement cannot be reached, the hiring manager will consult with the Associate Chair of Finance & Admin/CAO for a final decision. 

Step 2: The hiring manager will collect all documentation from the interview panel and submit it to the Recruitment Coordinator.

Step 3: The hiring manager will notify the Staff HR Liaison and Recruitment Coordinator of the interview panel’s decision. The Recruitment Coordinator will send post-interview correspondence to candidates who will not move forward in the recruitment process. 

The candidate who is considered for the position will move forward to reference checks. The hiring manager will notify the candidate that the Talent Acquisition Partner will contact them with the next step.

Step 1: Staff HR Liaison will contact the Talent Acquisition Partner to request a Skill Survey for the candidate. If this is an internal candidate, the Staff HR Liaison will also request the employee personnel file for review. 

Step 2: The Talent Acquisition Partner will forward the completed Skill Survey results to the hiring manager for review. If the results are satisfactory, the hiring manager will notify the Talent Acquisition Partner to begin the compensation analysis. 

Step 3: If the hiring manager agrees with the compensation analysis, the Talent Acquisition Partner will send the candidate a preliminary offer of employment. 

Upon acceptance of the preliminary offer of employment, the Talent Acquisition Partner will send a formal offer via BrassRing for the candidate to review and acknowledge. The hiring manager and Staff HR Liaison will be notified once BrassRing is complete.

The Staff HR Liaison will submit a “New Hire” case in PeopleConnect to begin the hiring and onboarding processes.

Note: Only the Talent Acquisition Partner can extend an offer of employment to the candidate.

Any information revealed during the documentation, interviews, or discussions leading to the candidate's selection must remain confidential. Applicant data can include sensitive and legally protected personally identifiable information. All employees involved in the recruitment and selection process are responsible for safeguarding applicant data.