UCLA
Student Affairs
Internal Staff Website

Hiring Guide

It takes a dedicated team of capable educators to bring life to the mission and priorities of Student Affairs. For managers getting ready to hire a new professional staff member, this guide will outline and overview the talent acquisition process to help you attract and select our next educator.

Any request for an exception to our current hiring freeze should be discussed and vetted with the department director as well as the relevant Assistant/Associate Vice Chancellor prior to beginning this process.

Step 1: Hiring Form & Position Description

Position Description

Complete this step concurrently with VCSA Hiring Form.

Also known as a job description, this official document is critical for hiring and ongoing performance management. Learn more about the position description (PD) here.

  • If you are hiring a new role, download this fillable PDF to begin the process of creating a position description. Submit the completed form to your HR Representative.
  • If this position already exists, we may still need or want to update the PD; consult with your HR Representative to review the current PD and determine if updates are needed.
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Complete this step concurrently with the VCSA Hiring Form

VCSA Hiring Form

Complete this step concurrently with Position Description.

Complete and submit the Hire and Contract Extension Request Form to obtain organizational approval for the hire. This form collects and confirms information about the position itself, the salary and how it will be funded, and justification for the role.

  • Your HR Representative can provide guidance for anything you may not be sure about, and they are also able to edit the form when it comes to them in the approval workflow.
  • As each authorizing party views and responds to the request, you will receive an email notification. If all of the deciding stakeholders approve of the requested position, the job can be posted and recruitment can begin (see next step).

Complete this step concurrently with the Position Description

Step 2: Posting

Work with your HR Representative to have the position posted to UCLA's official job board, ucla.edu/careers. All candidates must apply through this official process, so be sure to include a link to this posting on any social media posts, job board listings, emails to colleagues, and other means of publicizing the recruitment.

For help getting word out and attracting top talent, work with Student Affairs Talent Acquisition (next step).

Step 3: Talent Acquisition Consultation

UCLA Student Affairs has a dedicated professional to support our strategic hiring processes, including advertising the opening, screening applicants, and designing interview programs. Once your position has posted, contact Talent Acquisition for a consultation to design or confirm your recruitment and selection process according to equitable and streamlined best practices.

Step 4: Hiring Checklist

Follow the Hiring Checklist throughout the recruitment and selection process. The Student Affairs Recruitment Handbook offers valuable guidance to ensure a fair and equitable process.

Step 5: Close Posting & Onboard New Staff

Onboarding

When a hiring decision has been made, follow the Onboarding Checklist to set a strong foundation for our new educator to thrive in their new role.

Close Posting

Work with your HR team to close out the position posting. This requires notating the status of each candidate, such as who was interviewed.