Search Firm Guidelines & Procedures
The purpose of these guidelines is to establish effective guidance to manage the recruitment, selection and work product of search firms when circumstances dictate their use. UCSF is committed to outreach in its methods of recruitment to reach its goal of attaining diversity at all levels of staff employment and business contracting, including the selection of retained firms to conduct searches.
Search firms are sometimes introduced in order to broaden the scope of the search and better meet our goal of attaining diversity. UCSF must respond proactively and strategically to the emerging challenges in a diverse and competitive employment market.
The following are guidelines for departments to follow when utilizing a search firm:
- UCSF departments should engage in extensive outreach and recruitment to ensure that all potential applicants have equal opportunity to compete for the position. Hiring managers should review the campus written Affirmative Action Plan(s) and note whether there are affirmative action goals for hiring women or minorities in the job group for which they are searching.
- Upon decision to use a search firm, hiring managers should ask for and check at least two references from a potential firm. This will provide needed feedback to ensure the integrity and track record of search competency and diversity of their applicant pools.
- In all cases involving the use of search firms, the department should take steps to ensure the quality and value of the services rendered. In particular, it is the policy of the University of California, per Business & Finance Bulletin 43, that the use of any outside firm in which fees exceed $50,000 requires three proposals to be submitted and considered before a decision can be made. This policy allows for reasonable competition among outside vendors.
- Hiring departments should consult with Purchasing on the terms and conditions set forth in writing by the Search firm to ensure conformance with University policy (proper insurance coverage, etc.).
- When a search firm is retained, the hiring manager is expected to convey to the search firm(s) the University’s commitment to and interest in obtaining a diverse pool of candidates. Where there is underutilization and/or affirmative action goals, search processes, including search firms, should engage in targeted recruitment activities that are consistent with University policy and designed to ensure that qualified women and minorities are well represented in applicant pools for staff positions.
- The hiring manager is expected to review the candidate pool to determine whether it is adequately diverse and, if not, she or he should consult with the search firm to consider extending the scope of the recruitment efforts to obtain additional diversity.
- The hiring manager is still responsible for sending the resumes of those applicants considered by them, plus the completed Recruitment Activity Report, to Human Resources and documenting the candidate hired and the reasons for non-selection of all other candidates who were referred.