Campus Human Resources

iCIMS Talent Cloud is an applicant tracking system (ATS) that streamlines processes for talent acquisition providing a better overall recruitment and hiring experience. 

iCIMS Talent Cloud, UCLA’s new applicant tracking system (ATS), is scheduled to go live in on Tuesday, March 26, 2024. iCIMS will replace the PeopleAdmin Employment Module. 

iCIMS Talent Cloud will impact: 

• All current PeopleAdmin users (e.g., Department Submitters and Preparers)
• Hiring managers
• Internal & external applicants

iCIMS will be used to create and post new jobs/requisitions, manage jobs/requisitions, review applicants, create offers and contracts, and hire candidates.

To access jobs/requisitions, department HR representatives will need to associate you to a specific requisition in iCIMS. If you will require greater iCIMS functionality such as creating jobs/requisitions, reviewing requisitions, creating offers, and hiring candidates, you must receive permission from your HR leadership and be provisioned higher access by your DSA. Consult your HR leadership to understand how to access iCIMS Talent Cloud. 

Contact your DSA to learn which iCIMS function codes has been provisioned for you.

On March 26, 2024, individuals will have access to the following iCIMS features:

• Enhanced Career Sites Portal for internal and external applicants
• End-to-End Applicant Tracking System, including:
  • Requisition Management
  • Candidate Management
  • Offer and Contract Management
  • Reporting & Dashboards

The following training and resources will be available to help users prepare to work in the new system.

• E-Learnings: Online courses via the UC Learning Center to be reviewed at any time.
• Instructor-Led Training: Live, instructor-led training sessions via Zoom with opportunities for you to ask questions.
• Drop-in Office Hours: Optional drop-in office hours with subject matter experts (SMEs) to provide targeted support in a small group setting.

E-learnings will be available beginning Monday, March 11. Instructor-led training courses will take place from March 18-26, 2024. Finally, drop-in office hours will be hosted from March 26 – April 5, 2024.

Yes, users will have access to on-demand courses in the UC Learning Center. Additionally, you can attend drop-in office hours shortly after go-live. CHR Talent Acquisition Consultants will also be available to answer any questions. 

Yes, instructor-led training will be recorded and available through online courses via the UC Learning Center.

No, active requisitions in PeopleAdmin will not automatically transition over to iCIMS when it goes live on March 26. On or before March 26 departments will need to decide whether they have enough candidates to continue their recruitment in PeopleAdmin. If they need additional candidates, they will need to close/cancel the requisition in PeopleAdmin and create a new job/requisition in iCIMS.  

If departments believe they will have enough candidates for the requisition on or before March 26, they will have until April 30 to hire and close or cancel the requisition in PeopleAdmin.

If departments decide that they need to create a new job/requisition in iCIMS and would like to invite candidates to reapply in iCIMS, follow the steps below.

1. In JDXpert, update and submit the position description for classification using the Update PD [Required Comp Review] Preparer or Submitter Workflow. Allow time for CHR Compensation to classify and finalize the position description.
2. Once classified in JDXpert, create a new job/requisition in iCIMS using the JDXpert position description ID number. 
3. After department approval, the CHR Talent Acquisition will review, approve, and post the job/requisition and send a notification to the submitter and hiring manager with the job posting link in iCIMS.
4. (Optional) Review active applicants in PeopleAdmin and identify qualified applicants that the department would like to invite to reapply. Share the link to the iCIMS job posting with qualified applicants to reapply. 
5. In PeopleAdmin, disposition all applicants to the “Requisition Canceled” status in PeopleAdmin.
6. Contact your CHR Talent Acquisition Consultant to cancel the requisition.
7. Continue the requisition in iCIMS and complete the close out/cancellation process appropriately in the new system.

Yes, departments will still be able to view requisitions, candidates, and candidate information in PeopleAdmin after iCIMS goes live in March 26 and until April 30, 2024.

The JDXpert team has migrated job description data from PeopleAdmin into JDXpert. However, because of differences in formatting and data required, there are additional updates that may need to be made before it can be classified/reclassified and is available to create job/requisition in iCIMS.

Departments can begin submitting position description classification requests in JDXpert as soon as JDXpert goes live on March 12. 

If the PeopleAdmin requisition is expired and the department has enough qualified candidates in PeopleAdmin, they should continue their recruitment process and fill the position in PeopleAdmin by April 30. If they need to reopen the position to increase the number of candidates, they should cancel the requisition in PeopleAdmin and reopen a new job/requisition in iCIMS.

If a candidate has already been selected for hire in PeopleAdmin and the department does not need more candidates, the departments should continue to hire that person in PeopleAdmin by April 30. The department would not need to create a new job/requisition in iCIMS.

If departments have a multi-hire requisition in PeopleAdmin and have identified some candidates for hire and/or have already hired some candidates, the department should close out the requisition with the current hires in PeopleAdmin by April 30 then open a new multi-hire job/requisition in iCIMS. If there are additional qualified candidates that have not been hired in PeopleAdmin, departments can invite candidates to apply in iCIMS by emailing them with the job posting link in iCIMS.

No, applicant information will not be transferred from PeopleAdmin to iCIMS when iCIMS goes live.

Yes, since applicant data will not be transferred from PeopleAdmin, applicants will need to create a new account in iCIMS. However, the process to create an account is easy and intuitive.

Yes, you will be able to create both contracts and contract amendments in iCIMS.

Before April 30, departments can continue to use PeopleAdmin to generate contracts and contract amendments.  After April 30, departments should follow the directions below to create a contract amendment in iCIMS.

After April 30, departments will need to follow the steps below to create contract amendments in iCIMS:

1. Submit the position description for classification in JDXpert 
2. Once classified in JDXpert, departments can create a new contract job/requisition in iCIMS.
3. Work with CHR Talent Acquisition to post the job/requisition on the confidential portal. CHR Talent Acquisition will provide the department a link to the job/requisition.
4. The department can then provide the link to the employee so they can complete their iCIMS profile and associate themselves with the new contract job/requisition. 
5. Once associated, the department can move the candidate through the recruitment workflow into contract amendment status to build a contract amendment in iCIMS.