Executive recruitment and search

1. No additional RFP is required
2. Reduced search firm fees (the majority of search firms), discounted from the industry average
3. Discounts for multiple hires, internal hires and UC volume pricing
4. Enhanced search firm accountability to meet UC search requirements before final payments are made to the search firm through a UC-focused 1/3 payment schedule* (the majority of search firms):
   • 1/3 — Search Engagement
   • 1/3 — Candidate Presentation
   • 1/3 — Candidate Acceptance

* Improved accountability through a milestone-based payment schedule tied to progress and deliverables, rather than the standard industry model of one-third fees at engagement, 60 days, and 90 days, regardless of search outcomes.

UC Procurement policy requires that each UC search engagement include a Recruitment Engagement Statement of Work (SOW) that identifies specific search service details, deliverables and timeline that both your location and the search firm approve and sign. The UC-approved search firm Master Services Agreement (MSA) is the governing agreement with service levels, requirements, terms and conditions that apply to all search firm engagements with UC, but it does not provide the specific details for each search that are required to ensure the search firm’s search services meet the UC location’s specific search requirements, expectations and timeline.

UC-approved search firms may propose, and locations may accept, search SOWs that include more favorable pricing, guarantees and off-limits terms for UC than what is stated in the search firm MSA. Other changes to MSA pricing terms for each SOW are not allowed.

Per UC policy, a UC location exploring the use of search firms that are not UC-approved must follow the UC Small Business First (SB1st) policy for total search firm spend up to $250,000. The SB1st policy calls for all UC non-construction contracts and procurements between $10,000 – $250,000 to be awarded to a Small Business (SB) or Disabled Veteran Business Enterprise (DVBE) using an informal solicitation process, wherever applicable (with some exempted categories). To make an award, only one quote is required for purchases below $100,000; only two quotes are required for procurements between $100,000 – $250,000. (Refer to the UC Small Business First (SB1st)  webpage for details, exemptions and waiver information.)

If the total search firm spend for the specific search is anticipated to exceed $250,000, the location must complete a new RFP. UC locations may invite search firms to participate in the RFP with other approved and non-approved search firms. To be considered for that search, a UC-approved firm must agree to participate and submit a full RFP proposal responding to the location-specific RFP requirements.

If a UC-approved search firm is awarded the search, the firm will not need to complete a new UC agreement with the location, and its current MSA will be used.

For all UC engagements, the search firm will need to submit a Recruitment Engagement – Statement of Work (SOW) with specific search service details, deliverables and timeline that both the search firm and location approve and sign before the search firm commences work.

Access UC Executive Recruitment and Search Resources — for UC Locations to find resources available to UC employees; UC location login credentials are required:

• To identify a list of search firms to contact for an upcoming search using search criteria filters, log in and select “UC Approved Search Firm Resource Guide.“
• To search UC historical executive recruitment searches by UC-approved search firms, log in and select “Search All UC location Current and Historical Searches.“

To review current UC-approved specific executive search firm Master Services Agreements (MSAs), visit our Systemwide Contract Listings site. You can also visit CalUsource for additional supplier and staff sourcing resources.

The Search Firms resources page provides UC-approved Executive Search Firms with UC organizational information and Master Services Agreement compliance responsibilities and requirements.

• Access to the search firm’s Search Status and Update Form and Search Firm Dashboard. Note that the search firm’s primary contacts approve access to these resources
• Overview of the UC organization and locations, search-related UC policies and UC location contacts

Search Advisory and Hiring Committee Best Practices training eCourse

Through the Search Advisory and Hiring Committee Best Practices training eCourse, UC hiring managers and their partners can explore: the important roles committee chairs and individual committee members play in making a successful hire; best practices for many stages of the search/hiring process, from forming a committee through interviewing candidates; strategies and techniques for ensuring equity through identification and management of biases that may influence search or hiring efforts; and laws and UC policies and procedures that govern hiring practices. (30 mins.)

The Search Advisory and Hiring Committee Best Practices Resource Library includes links to laws, policies, studies, reference materials and other resources, complementing the topics covered in the eCourse.

UC Employees

This eCourse is recommended for UC employees serving on staff search advisory committees. UC locations may require search chairs and committee members to complete the training via the UC Learning Center.

Note: UC location-specific procedures for recruitment procedures and requirements may differ; please contact your UC location central human resources for more information.

Search Firms

This eCourse is also available publicly, at no cost, outside the UC Learning Center.

Completion is required for all UC-approved search firm team members working on UC engagements, prior to conducting any search on behalf of the UC. Search Firms without a current UC MSA may also be required to complete the eCourse as part of a UC search engagement.

To ensure a record of completion, each search firm team member, upon completing the required eCourse, must individually submit their information through this eCourse completion online form. No certificate of completion will otherwise be provided.