Berkeley Lab recruits and hires over a thousand people every year. To make this happen, multiple moving parts have to work together. From job postings and candidate screening to background checks and employment visas, the Recruiting and Hiring program overseen by HR Shared Services works in partnership with your Division Recruitment team to ensure that Berkeley Lab recruits and hires an outstanding and diverse scientific and operations workforce.
As a Berkeley Lab hiring supervisor, you will partner with the applicable Human Resources contacts to ensure the completion of recruiting and hiring activities and procedures in accordance with the Recruitment and Hiring policy.
The information outlined below details the Open Recruitment Process that must be followed for any position that requires an open recruitment such as Career and Term Appointments. There are some positions, however, that do not require an open recruitment such as Student Assistants, Graduate Student Research Assistants, and Limited Appointments. For a list of appointment types and definitions, visit the Berkeley Lab Careers page here. If you need assistance with determining your business needs, your division HR team can provide help.
For positions that require the Open Recruitment process, your division’s assigned Recruitment Contact will provide you with consultative and hands-on support with the process as well as with recruitment strategy, diversity, and general and specialized recruitment.
To initiate the process for either an Open Recruitment or a non-recruited position, visit here, or click the “Request a Hire” link in the yellow box at the top of this page. This request can be completed by the hiring manager or a designee authorized to submit the on the manager’s behalf. For assistance with the hire request webform, contact HR Shared Services at (510) 486-4772 (HRSC) or email [email protected].
When the hire request is submitted, you may be contacted by a Human Resources team member for additional information or clarification if needed.
Open Recruitment Process
Our objective is to establish and maintain effective and quality recruitment programs, systems, and services that attract and acquire an outstanding, talented, and diverse scientific and operational workforce in support of Berkeley Lab’s mission and vision.
In addition to the Berkeley Lab Recruitment and Hiring policy, we also follow S&E Suitable Search Guidelines for Scientific and Engineering (S&E) recruitments.
Berkeley Lab is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. Click here to view the poster: “Equal Employment Opportunity is the Law”, and here to access information on the Berkeley Lab Affirmative Action Program.
Open Recruitment Process Diagram
The following diagram outlines the Open Recruitment Process for positions that are subject to a full and open recruitment. This approach is meant to enable Berkeley Lab to meet its goals while also ensuring full compliance with all applicable policies, laws, and regulations pertaining to recruitment, selection, and hiring. Read below for definitions and major process milestones. At the conclusion of the Open Recruitment Process, hiring and onboarding activity will be managed by the HR Shared Services team including communications, new hire documentation, employment visas, start date logistics, and new employee orientation.
Each stage of the Open Recruitment Process includes defined requirements and process steps as well as expectations, roles, and responsibilities as defined in the Open Recruitment Process Guidelines document. The Recruitment Team is expected to work in partnership with the hiring manager (and/or search committee chair if applicable) and other staff involved in the Open Recruitment Process to provide guidance and assistance with the execution of the process. The Recruitment Team also provides guidance on the use of the Applicant Tracking System (ATS) as Berkeley Lab’s system of record for documenting the requirements, candidate data, selection and offer information.
The first stage of the Open Recruitment Process is to determine your business need for an open position. Is this a new opportunity due to a change in direction or a new project? Is this a backfill for an existing position? Is this a short term or long term role? Is this a full time or part time position? Are the duties, responsibilities, and qualifications similar to another existing position? Asking yourself these questions will assist with identifying the type of position you will need to meet your objectives, and will drive the type of appointment to recruit. Your division HR team is available to assist and provide consultation if needed, and you should consult with your division Resource Analyst to ensure availability of budget to support the position.
You will need to develop a Position Description to define the position’s duties and qualifications (skills, knowledge, abilities, and requirements), and any special requirements such as specific physical demands required. This is essential in determining the appropriate job classification and level as well as establishing clear evaluation and selection criteria that will be used during the interview and selection stages.
Consideration must be given to any individuals with preferential rehire and/or recall rights who are qualified for the position.
Major Process Milestones:
- Complete Position Description (Hiring Manager / Search Committee Chair) [LINK NEEDS UPDATING]
- Submit Hire Request to initiate the open recruitment process (Hiring Manager / Search Committee Chair or Designee)
- Division approvals obtained via applicant tracking system (Various)
A Recruitment Plan is an interactive and ongoing exchange between the hiring manager and the Recruiter to discuss the recruitment strategies, such as advertising, essential required competencies/experience, qualification criteria, the screening process, sourcing talent, and recruitment logistics (people involved in the recruitment process, other recruitment collaborators and administrative support).
After you submit the hire request, a requisition will be created in the applicant tracking system based on the information you provided, and your division Recruitment Contact will be notified. Your Recruiter will contact you to set up a Recruitment Plan discussion.
Major Process Milestones:
- Recruiter and Hiring Manager / Search Committee Chair conduct Recruitment Plan discussion (Recruiter and Hiring Manager / Search Committee Chair)
- Discuss selection criteria (Recruiter and Hiring Manager / Search Committee Chair)
- Determine individuals to participate in the recruitment process, such as interview team/search committee, administrative support (Recruiter and Hiring Manager / Search Committee Chair)
- Determine an advertising strategy to attract a diverse candidate pool (Recruiter and Hiring Manager / Search Committee Chair)
- Document Recruitment Plan and send a summary to Hiring Manager / Search Committee Chair (Recruiter)
Effective sourcing and outreach is a shared responsibility between the hiring manager, interview team/search committee, and Recruitment team in order to ensure that we are conducting a full open recruitment and are sufficiently reaching a broad, diverse, and qualified candidate pool. Activities include listing jobs on the Careers page, external advertising, utilizing social media tools (e.g. LinkedIn) for networking, attending recruitment outreach events, and Employee Referrals.
Our jobs are automatically posted on a wide range of job boards to ensure exposure to a diverse applicant pool. Additionally, we utilize an adverting agency to facilitate posting to general and position specific sources such as scientific publications, university job boards, professional associations, etc. Outreach opportunities can be leveraged since many divisions attend professional conferences and networking events.
Major Process Milestones:
- Execute the Recruitment Plan (Recruiter, Hiring Manager / Search Committee Chair)
- Announce job using social media tools (Recruiter, Hiring Manager / Search Committee Chair, Interview Team/Search Committee Members)
- Attend networking events or conferences if applicable (Various)
Now that the position is open and has been posted and advertised, individuals who apply must be appropriately reviewed against the duties and qualifications defined in the Position Description and the selection criteria established during the Recruitment Plan. If the applicant meets the basic qualifications for the position, further review must occur and they cannot be disqualified at this juncture, unless the application was submitted past an established final filing date.
Based on the screening of applicants, the Hiring Manager / Search Committee Chair will determine which individuals are deemed to meet the basic requirements for further screening or advancement to the interview stage. The Recruiter can assist with developing screening questions, approaches and strategies, and provide tools for screening.
All applicants must be appropriately dispositioned in the applicant tracking system by either the Hiring Manager / Search Committee Chair or the Recruiter. The applicant tracking system is our source documentation to comply with tracking and reporting requirements as governed by the Equal Employment Opportunity Commission (EEOC) and the Department of Labor’s Office of Federal Contractor Compliance Programs (OFCCP).
It is important to apply all screening criteria to all applicants consistently and uniformly in order to meet compliance requirements.
Major Process Milestones:
- Determine screening approach, develop screening questions, and apply consistently to all applicants (Hiring Manager / Search Committee Chair in partnership with Recruiter)
- Identify applicants who meet basic qualifications (Hiring Manager / Search Committee Chair in partnership with Recruiter)
- Disqualify applicants or determine which to advance to interview stage (Hiring Manager / Search Committee Chair in partnership with Recruiter)
- Ensure all applicants are appropriately dispositioned in the applicant tracking system (Recruiter)
You have selected your list of candidates who are determined to be best qualified for the position. Next you will need to invite your candidates to participate in formal interviews to further evaluate their suitability for the position. Not only is this an important stage for assessing the candidate, but keep in mind that they will also be evaluating us. This is your opportunity to show candidates that Berkeley Lab is a fantastic and exciting place to work, so don’t underestimate the importance of also creating a positive candidate experience. Even if they are not selected for the position, we want them to speak favorably of us to other potential applicants in their network.
As in the screening stage, it is also critical to ensure that we are applying a consistent and uniform approach to the interview process. As such, we must maintain consistency in the interview questions, committee members, timing, and logistics. Interview questions must correlate to the duties and qualifications detailed in the Position Description as well as the selection criteria established during the Recruitment Plan stage. The Recruiter can assist in the development of interview questions and advise on interview logistics. Your division administrative support staff will be responsible for coordinating interview schedules, booking conference rooms, travel arrangements, etc.
The Recruiter can provide guidance and input on recruitment tools such as remote interviewing/meetings resources.
Major Process Milestones:
- Determine list of candidate to be invited for interviews (Hiring Manager / Search Committee Chair)
- Develop interview questions based on Position Description and selection criteria (Hiring Manager / Search Committee Chair in partnership with Recruiter)
- Perform assessment of all interviewed candidates based on selection criteria (Hiring Manager / Search Committee Chair, Committee Members)
Congratulations! Based on your evaluation of all candidates interviewed, you have identified your finalist. If this is a non-S&E position search, at this stage the Recruiter will solicit a list of professional references from the candidate via the applicant track system. It is the responsibility of the hiring manager / committee chair to conduct the reference checks, but your Recruiter can provide you with a reference check template. If this is an internal candidate, it is still recommended to conduct reference checks. You can coordinate with your division HR Partner to review past performance reviews of your finalist.
For S&E searches, the committee chair is responsible for preparing a documented open recruitment case per policy.
It is required that all candidates interviewed are dispositioned accordingly in the applicant tracking system and that justification is provided to document the reasons selected or not selected for the position. Provide this information to the Recruiter who will ensure it is documented in the system.
This is also the stage to notify individuals who were not selected. General applicants who were disqualified at the screening stage will receive automatic notification that the position is closed when the requisition is closed in the applicant tracking system. However, candidates who are interviewed do not receive an automatic notification. Therefore, candidates invited for a formal interview should be contacted personally by either the Recruiter or the hiring manager / committee chair as a courtesy.
Major Process Milestones:
- Select finalist (Hiring Manager / Search Committee Chair)
- For non-S&E recruitments, collect/verify professional references for conducting reference checks (Recruiter)
- For S&E recruitments, solicit reference letters (Search Committee Chair)
- Conduct reference checks (Hiring Manager / Search Committee Chair)
- For S&E positions: Prepare Hire Case (Search Committee Chair)
- Provide justification for selection and non-selection of candidates (Hiring Manager / Search Committee Chair)
- Document selection and non-selection justification in ATS (Recruiter)
- Contact non-selected internal interviewed candidates (Hiring Manager / Search Committee Chair)
At this final stage, a determination is made on the offer that will be extended to the identified finalist. You will need to establish a reasonable start date and salary. The Recruiter will work in partnership with the hiring manager / committee chair and the division HR Partner to recommend a salary rate commensurate with the duties of the position and the candidate’s qualifications, and also taking into consideration internal peer equity. The Recruiter will consult with the division HR Partner and/or Compensation consultant as needed. The Recruiter will also discuss options for a hiring bonus or relocation assistance with the hiring manager if applicable.
For S&E positions, the recruitment case must be approved per Berkeley Lab policy.
After all division approvals have been obtained, the next step is to extend the verbal offer. In most cases the verbal offer is extended by the Recruiter. However, if the Hiring Manager / Search Committee Chair desires, they can extend a verbal offer. If this occurs, the Recruiter will supply a verbal offer script. When the finalist accepts the verbal offer, the Recruiter will create the official offer letter and initiate the Hiring/Onboarding process via the applicant tracking system. The finalist will receive the official offer letter with a request to accept electronically.
The HR Shared Services team (including visa work authorization if needed) will then facilitate all of the hiring logistics including initiation of the background check process.
Congratulations on completing the Open Recruitment Process and identifying a successful hire!
Major Process Milestones:
- Determine all offer components such as start date, salary, hire bonus, relocation assistance, etc. (Hiring Manager / Search Committee Chair in consultation with Recruiter, division HR Partner, Compensation Consultant)
- Approve offer details via system notifications (Various)
- For S&E Positions: Ensure S&E Hire Case is completed in accordance with Berkeley Lab Policy (Search Committee Chair)
- For S&E Positions: Route the S&E Hire Case for approval (division HR Partner)
- Extend verbal offer (Recruiter – or Hiring Manager / Committee Chair if desired with script provided by Recruiter)
- Send official written offer letter to finalist (Recruiter)
- Initiate Onboarding in ATS (Recruiter)
- Facilitate Hiring and Onboarding Process logistics. NOTE: This includes notifications to hiring manager on hiring process milestones. If finalist is an internal candidate, they do not go through the complete new employee onboarding process (HR Shared Services)