Human Resources |
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Staff
Visit this page for human resources tools and tips relating to career, limited, and temporary staff members.
Staff Appointment Processing Times
- Campus HR reviews the job description and establishes the job title. The position is listed (usually for two weeks) on the UC web job listing ("e-recruit").
- The appointment request material should be provided to RES Human Resources eight weeks prior to the proposed start date to allow ample time for approval, posting, recruitment, selection, and salary review.
New Employee Information
Campus Training
For Supervisors:
Labor Contracts and Policies
Personnel Policies for Staff Members (PPSM)
Unions, Bargaining Agreements, and Labor Relations
Union Contracts/Agreements
Hires & Separations
1) Listing a new career or limited position
- Complete the Staff Employment Authorization Form and Job Description Form
- Sarah Canson will then review the job description and forward to the Compensation Department for classification (this process usually takes 1-2 weeks).
- Once this job is posted by the originator (Sarah Canson) and approved by the Department Authorizer, it will then go through authorization by the recruiting office.
- After being approved by the Recruiter it will then be open for applications, but the resumes will not be routed for two weeks (under the Fair Employment Act).
- After two weeks, the resumes will be routed to the designated interviewers and you will go through the “selection process.”
Interviewing & Selecting Candidates
Your goal is to have a fair and effective process for conducting interviews. Statutes governing fair employment cover the interview process as well as the selection of the candidate. For more information about interviewing guidelines, refer to OHR's Interviewing web site.
Department Responsibilities Checklist for Criminal Background Check Policy
Designating a Position as Sensitive
- Review the duties and responsibilities of the position against the criminal background check criteria and determine in consultation with your Human Resources Compensation Consultant whether the position should be designated as sensitive.
- If the position is sensitive, document this information on the Job Description and/or the Criminal Background Check Worksheet, and place the Worksheet in the department’s recruitment file.
- Include a statement on all position descriptions, recruitment information, and announcements that the position is sensitive and will require a criminal background check. Also state that employment is conditioned on successful completion of the check.
Notifying the Selected Applicant
When the Finalist is an Employee within the UC System:
- During the interview, explain that the offer of employment is tentative and that a final offer of employment can be extended, and the individual can begin to perform the duties of the position, only after successful completion of a criminal background check.
- Advise UC employees who have applied for an internal position to provide notice to their current department only after the criminal background check has cleared. (This is necessary because there is no provision in the policy to hold or guarantee the old job if an employee gives notice and the criminal background check subsequently precludes that individual from accepting the new sensitive position.)
- Send the final candidate the appropriate written letter of notification (for Transfer or for Reclassification/Assignment of New Duties, as appropriate). See sample letter templates.
- Notify other top candidates as usual of their non-selection as soon as a finalist has been selected for the position. (If the selected finalist subsequently fails to clear the background check, your Employment Recruiter can assist you in reopening the candidate pool for the closed requisition so that you can make an offer to the next top candidate.)
- Initiate and complete a criminal background check before a final offer of employment is extended to any candidate who is already an employee in the UC system (see Requesting a Criminal Background Check below).
- UCPD will notify the department whether the hiring process can be completed or not.
- If the Review Committee’s decision precludes a career UC employee from accepting the transfer or promotion, further review may need to be taken.
- If the selected finalist does not clear the background check, ask your Employment Recruiter to assist you in reopening the candidate pool for the closed requisition so that you can offer the job to the next top candidate, conditioned upon passing a criminal background check.
When the Finalist is from Outside the UC System:
- During the interview, explain that the offer of employment is conditioned upon successful completion of a criminal background check, and that failure to pass the criminal background check will be cause for dismissal.
- Send the final candidate the appropriate written letter of notification (for New Hires). See sample letter templates.
- Notify other top candidates as usual as soon as a finalist has been selected for the position. (If the selected finalist subsequently fails to clear the background check, ask your Employment Recruiter to assist you in reopening the candidate pool for the closed requisition so that you can make an offer to the next top candidate.)
- You may hire applicants who are not employees in the UC system and allow them to begin working before the criminal background check is complete, with the understanding that the offer of employment is conditioned on successful completion of the criminal background check.
- Initiate the criminal background check process as soon as the job offer has been made and accepted (see Sarah Canson for assistance).
- UCPD will notify the department if the hiring process can be completed or not.
- In the case of new hires who have begun working, if the Review Committee’s decision precludes an individual from holding the position, you will need to terminate the individual’s employment. Consult with your Human Resources Employee Relations Specialist on this matter.
- If the selected finalist does not clear the background check, ask your Employment Recruiter to assist you in reopening the candidate pool for the closed requisition so that you can offer the job to the next top candidate, conditioned upon passing a criminal background check.
Reporting a Hiring Decision
Supervisor completes:
Supervisor should then give to Sarah Canson all paperwork, including the resume and/or application of the selected candidate:
Please contact Sarah before making an offer to a potential career or limited appointment employee.
Hiring Procedures for Staff and Temporary Employees
Information needed from PI or Supervisor:
- Completed Staff Employment Authorization Form (signed copy indicating dates, rate of pay, fund source, and job description)
- Candidate’s c.v.
- Please contact Sarah Canson for more information on hiring process and required supporting documents
- Once the appointment has been approved, the prospective hire will be contacted to set up an appointment to fill out hire documents.
If the position is limited or temporary:
Make sure to include the dates from start to end of employment. Also be sure to review the policy regarding limited employment.
2) Reclassification
Pause in the Reclassification of PPSM Staff Positions Effective June 1, 2007.
Official Campus Memo:
As Human Resources prepares for the migration of PPSM positions to the new Career Compass job standards, we will need to adjust the Berkeley campus procedures pursuant to PPSM Policy 36 Classification of Positions. Effective June 1, 2007, processing of reclassification requests for PPSM positions will be temporarily paused as we implement the Career Compass project. Any reclassification requests submitted to the Compensation Unit prior to June 1 will be reviewed.
As the implementation of the Career Compass initiative begins, all PPSM employees (the population affected by the reclassification pause) will essentially be classified into new job titles that will more accurately reflect the work the position performs.
Human Resources -Compensation staff will be involved with campus departments evaluating and mapping current PPSM employees to the new job standards until July 1, 2008. After PPSM employees have been moved into the new job standards, the Compensation staff will again be available for individual PPSM classification review requests; however, we will be evaluating them against the new job titles and salary ranges at that time.
During the pause, HR will continue to conduct classification reviews under the following circumstances:
- Upon the development and submission of a newly created job description for recruitment purposes.
- Upon replacement, when there are significant changes to the duties and responsibilities of a position.
- If the position is currently covered by a bargaining unit contract.
- If a department or employee is appealing a recently (30 days) denied reclassification request.
HR has communicated with Control Unit Administrators and Department HR Managers regarding classification procedures during this pause, and has provided detailed questions and answers. Please contact your Department HR Manager or Scott Dinkelspiel, HR-Compensation Operations Manager at 2-2799, if you have any questions.
3) Separating an Employee
To begin the separation process, supervisors must complete the Separation Checklist for Supervisors in advance of the termination date. It should also include the employee's resignation letter (if applicable) (see Sample Letter of Resignation) and all missing timesheets. As soon as it is known that an employee's career or limited appointment will end, the supervisor should immediately inform Sarah Canson. This is especially important when an employee is being separated prior to completing his/her probation or as a result of a termination for cause. For voluntary separations, schedule an exit interview meeting. If you must conduct layoffs, please consult Human Resources Manager Anita Bailey.
We are required by law to provide a terminated employee (that is, one whose employment with UC is ending) with a final paycheck on his/her final day on pay status (even if the final day at work was prior to the final day on pay status). Payroll requests one week notice to produce a final paycheck; the minimum notice is 72 hours.
Sarah canson will contact the separating employee to set up an appointment to complete separation, unemployment, benefits continuation forms and provide instructions on returning keys and equipment.
When a student employee separates, the supervisor is responsible for ensuring that the student's keys are returned.
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