Competitive recruitment is normally expected for all open career and contract positions. The University of California and UCLA have defined specific circumstances in which recruitment is not required. In the following circumstances, the department may submit a request to Campus Human Resources (CHR) for an exemption to recruitment.
1. Demotion or lateral transfer of an employee within the same organizational unit or department;
2. Lateral transfer of an employee along with the budgetary provision for that employee's position;
3. Transfer, reinstatement or reemployment of an employee in accordance with PPSM 2.210 (Absence from Work–Family and Medical Leaves, Absence from Work–Leave due to Pregnancy, Childbirth, or Related Medical Condition, Absence from Work–Military and Other Service-related Leaves), PPSM-66 (Medical Separation-Special Reappointment Procedures), or PPSM-81 (Reasonable Accommodation);
4. Recall of a laid-off employee or placement of an employee with preference for reemployment or transfer;
5. An employee whose responsibilities or title have changed as a result of a reorganization or reassignment of functions among positions within the same organizational unit or department;
6. An employee who is competitively selected for a University-sponsored internship program, and upon completion of the internship and with the approval of the department head, is appointed to a vacant position for which they meet the minimum qualifications;
7. The department conducted a competitive recruitment within the past six months that yielded a diverse applicant pool and the department wants to select a candidate from the original pool for another opening in the same job title and with the same minimum qualifications;
8. A filled Academic or Professional and Support Staff position is transferred to a Management and Senior Professional (MSP) class; or a filled Academic or Management and Senior Professional position is transferred to a Senior Management Group (SMG) position.
2. Ensure a classified job description has been established through CHR Compensation.
3. Department head or designee completes theExemption Request Form.
4. The following information is emailed to the appropriate CHR Talent Acquisition Consultant:
a. Exemption Request Form.
b. Copy of the classified job description.
c. Any additional related supporting documents (e.g. organization chart, addendums).
2. Review and recommendation by the Manager of Talent Acquisition & Workforce Planning.
3. Review by Employee & Labor Relations and/or Compensation as appropriate.
4. Review by the Chief Human Resources Officer as appropriate.
2. CHR Talent Acquisition Consultant will provide guidance on proper documentation steps as necessary.
1. Demotion or lateral transfer of an employee within the same organizational unit or department:
- Keep a copy of the Exemption Request Form
- Create JD, or update existing JD to reflect the name of the hire
- PAF comment and UCPath entry should notate the CHR representative(s) who reviewed and consulted on transfer
2. Lateral transfer of an employee along with the budgetary provision for that employee's position;
- Keep a copy of the Exemption Request Form
- Create JD, or update existing JD to reflect the name of the hire
- PAF comment and UCPath entry should notate the CHR representative(s) who reviewed and consulted on transfer
3. Transfer reinstatement or reemployment of an employee in accordance with PPSM 2.210.III.D.1 and 4-6 (Absence from Work–Family and Medical Leaves), PPSM 2.210.III.D.2 (Absence from Work–Leave due to Pregnancy, Childbirth, or Related Medical Condition), PPSM 2.210.III.E.1 (Absence from Work–Military and Other Service-related Leaves), PPSM 66.III.E (Medical Separation-Special Reappointment Procedures), and PPSM 81.III.D (Reasonable Accommodation):
- Department works with appropriate UCLA departments to establish appointment
- Create a Non-Recruitment Requisition or create JD, or update existing JD to reflect the name of the hire depending on circumstances
- PAF comment and UCPath entry should notate the CHR representative(s) who reviewed and consulted on transfer
4. Recall of a laid-off employee or placement of an employee with preference for reemployment or transfer;
- Department works with department HR Partner and/or CHR to establish appointment
- Create a Non-Recruitment Requisition or create JD, or update existing JD to reflect the name of the hire depending on circumstances
- PAF comment and UCPath entry should notate the CHR representative(s) who reviewed and consulted on hire/transfer
5. An employee whose responsibilities or title have changed as a result of a reorganization or reassignment of functions among positions within the same organizational unit or department;
- Keep a copy of the Exemption Request Form
- Create JD, or update existing JD to reflect the name of the hire
- PAF comment and UCPath entry should notate the CHR representative(s) who reviewed and consulted on transfer
6. An employee who is competitively selected for a University-sponsored internship program, and upon completion of the internship and with the approval of the department head, is appointed to a vacant position for which they meet the minimum qualifications.
- Keep a copy of the Exemption Request Form
- Create JD, or update existing JD to reflect the name of the hire
- PAF comment and UCPath entry should notate the CHR representative(s) who reviewed and consulted on transfer
7. A department conducted a competitive recruitment within the past six months that yielded a diverse applicant pool and the department wants to select a candidate from the original pool for another opening in the same job title and with the same minimum qualifications.
- Department works with the department HR partner and/or CHR Talent Acquisition Consultant
- Requisition is updated to reflect additional opening, new hire, and closing document
- PAF comment and UCPath entry should notate the CHR representative(s) who reviewed and consulted on the additional hire
8. A filled Academic or Professional and Support Staff position is transferred to a Management and Senior Professional class; or a filled Academic or Management and Senior Professional position is transferred to a Senior Management position.
- Department works with department HR and/or CHR to establish appointment
- Create JD, or update existing JD to reflect the name of the hire
- PAF comment and UCPath entry should notate the CHR representative(s) who reviewed and consulted on transfer
The most common exemption criteria for HUB & SPOKE are 1, 2, & 5.
2. How long do I need to allow for an Exemption review process?
Once the necessary documentation is submitted CHR will review the materials within our service commitment of three business days.
For questions or additional guidance, please contact your Talent Acquisition Consultant.
