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Managers, Supervisors and HR Professionals

Guide Contents

Chapter 1 Contents

Guide to Managing Human Resources

Chapter 1: Employment

Other Employment Avenues

Departments have a number of options for locating, recruiting, and hiring temporary staff that can help departments fill their staffing needs quickly. These options include:

  • Delegated approval of waivers of recruitment for limited and contract appointments
  • Using the HRMS eRecruit system to post temporary openings (including limited and contract appointments of any length)
  • Listing a casual-restricted position for UC Berkeley students through the Career Center.
  • Limited use of temporary staffing agencies
  • Staff planning and consultation with HR representatives
  • Hiring retirees

Each of these options is addressed in the information provided below.

NOTE:

As you review this information, please remember that due to labor agreement and personnel policy obligations, thoughtful planning is critically important. Depending on the situation, you may not be able to change a temporary employee's status once hired. In addition, current policies regarding the calculation of hours for determining an individual's rights to career conversion vary according to the rules governing the employee's last appointment, as well as the job title in which the employee might be hired. In some cases, accurate calculations may include ALL hours worked on campus in previous appointments. Therefore, it is important to check previous hours worked for every individual you consider, to ensure that you are fully aware of the implications of the hire.

Limited Appointments

Limited appointments of any length can be posted on eRecruit using the standard requisition template. Departments may hire employees into limited assignments to meet temporary and project-focused operational needs. All relevant labor agreements and personnel policies will apply to these appointments, including eligiblity for career conversion.

Departments have authority for limited hires for up to 900 hours in a 12-month rolling year. This rule has several advantages:

  • The department can establish limited appointments for up to 900 hours at 100% or variable time.
  • No HR approval or review is required for the waiver (although new positions still require classification review).
  • Departments can post directly on eRecruit or recruit for these assignments independently.
  • Unless otherwise requested, Employment will forward resumes immediately to departments without pre-screening.
  • Departments can check the "temporary" box when creating a job requisition in eRecruit, making it easy for candidates to locate and apply for these job opportunities.

Keep in mind that limited appointees have the right to convert to career status after 1,000 hours of service. The University is also obligated to ensure that hiring practices remain fair, open, and non-discriminatory. Therefore, no extensions of the delegated waiver of recruitment will be granted.

It is the responsibility of each department to ensure that the length of limited appointments is set appropriately at the beginning of an assignment. If the department's temporary staffing need is for more than 900 hours in a 12-month period, a limited appointment may still be appropriate, but a full recruitment must be conducted using the normal eRecruit process.

To ensure that your deparment uses this delegated waiver authority correctly, consider the following when you explore this option:

  • Conduct acareful review of all hours worked on campus to determine the ability of an employee to complete a temporary assignment.
  • The hiring department is solely responsible for checking and monitoring the employee's hours worked on campus. One tool to assist with monitoring is the monthly payroll report that identifies limited appointees who have reached 650 hours or more. You may also contact your recruiting assistant in Employment Services to look up previous hours worked on campus for any candidate you are considering.
  • Benefits eligibility may vary depending upon the nature of the limited appointment. Be sure to check with your Department Benefits Counselor or the HR Benefits Office for information on eligibility for each appointment you fill.
  • The rules regarding the hiring of limited and contract appointees can be complex, depending on each individual situation. Be sure to seek guidance from your Employee Relations Specialist or from Employment Services to ensure compliance with all University policies and contractual union agreements.
  • The hiring department is solely responsible for evaluating the qualifications of all candidates and must ensure that the individual hired meets the requirements for the job.
  • HR will not grant extensions for delegated waivers of recruitment. Limited or contract assignments that may exceed the 900 hour limit should be properly posted and a full recruitment conducted. Fair hiring practices require that the campus conduct recruitments for all career positions, except in unique situations.
Contract for Employment

This option applies to non-represented PPSM titles only. Departments may use the UCOP-approved template to create employment contracts with non-represented employees. The contract must have an end date to be valid. You can obtain a copy of the contract template through your Employee Relations Specialist.

Other considerations when hiring contract staff include:

  • Contract appointments cannot be used for represented titles under any circumstances.
  • Clearly articulate the "at will" provisions of the contract. Please use the Employment Contract form provided by Employee Relations for every employment contract that you create.
  • Carefully select the benefits and other provisions you include to be sure that they are within program guidelines for the specific position you wish to fill. Your Department Benefits Counselor or the HR benefits office can provide consultation regarding which policies apply to your specific situation.
  • The same delegated waiver of recruitment rule applies to contract appointments. All new positions must undergo a classification review. If the assignment will last more than 900 hours, departments must either conduct a recruitment or request a waiver from Employment Services in advance.
Temporary Agencies

The UC system's rules for contracting out limit the ability of UCB managers to hire staff through outside temporary agencies. Therefore, this option can be used only as a last resort and only with the approval of the Employment Manager. Under the Departmental Submission Guidelines for purchase orders from the Procurement and Business Contracts Policy, departments cannot hire temporary staff through outside agencies without first obtaining an approval and waiver number from the manager of Employment Services. To obtain a waiver and to hire staff through a temporary agency, please follow these guidelines:

  1. Evaluate your temporary staffing needs to determine what the total amount of time for the assignment will be (e.g., 40 hours/week for 3 weeks = 120 hours).
  2. Recruit a limited or contract employee first. Over the course of a year, very few agency assignments will be granted. Except in VERY extreme circumstances in which specialized skills are required, waivers for these assignments will ONLY be granted if a department has attempted and been unable hire someone into a limited or contract position.
  3. Contact the Employment Manager. If you cannot find a suitable candidate in a reasonable amount of time, contact the Employment Manager at 642-4621. When you call to request the waiver, please be prepared with the following information:
    • Job title and assignment description.
    • The total number of hours required for the assignment.
    • What specific steps you have taken to recruit for this temporary assignment.
    • How long the previous attempts to recruit have taken.
    • Why no other candidates were suitable for the assignment.
    • Any unique circumstances that have affected the department's ability to hire a limited or contract appointee.
  4. Get your purchase order. Be sure that you have accurately projected that total cost of each order you place for temporary services. For more information on purchase orders, got to: http://www.bsrvm.berkeley.edu/procure/BFS/DptSubProcess.htm or contact the Purchasing Department's Customer Service Unit at: 642-7378. You can also email them at prchhelp@berkeley.edu
  5. Contact the Temporary Agency. There are two agencies under contract with UCB, as listed below. When you contact their representative, you must provide your waiver number from the manager of Employment Services. The agency representative will then work with you to fill your temporary staffing request.
  6. Submit your invoice(s) with ALL the information required. Each blanket contract with a temporary agency includes a list of information that is required by the disbursements office. To avoid late payments or misapplied funds, be sure to include the following items on EVERY invoice you submit:
    • Purchase order number
    • Agreement number
    • Waiver number from Employment Manager
    • Department or unit identification number
    • Supplier's name and place of business
    • The serial number of the supplier's permit to engage in business as a seller or the serial number of the Seller's Certificate of Registration-Use Tax. University is subject to sales or use tax and invoices submitted must include sales tax.
    • Name and address of the University
    • Description of the services sold to the University
    • Sales price of the services by line item

We hope that these guidelines will assist you in filling your temporary staffing needs. If you need any further information, please contact your recruiting assistant or your Disbursements department representative.

Temporary Agencies Approved for UCB

Desiree Chandler
Kelly Services
3220 Blume Drive, Suite 210
Richmond, CA 94806
(510) 243-9901
FAX (510) 663-1560
chnddd@kellyservices.com

Artimese Williams
Volt Temporary Services
2000 Powell Street
Emeryville, CA 94608
(510) 653-1100
FAX (510) 658-5900
alwilliams@volt.com

Summary

Employment Services staff are available to assist you in determining which temporary staffing option might best meet your needs. Above all, we encourage you to think through your staffing needs carefully and be sure that the type of appointment you select will facilitate your business needs as well as ensure compliance with the University's personnel policies and union contracts, and with employment laws.

If you have questions, please feel free to consult with Employment Services. You may also wish to contact your Employee Relations Specialist for information on best practices and further guidance.

Hiring Retirees

Before hiring a UC retiree, there are several important points to consider, and to discuss with the individual during the hiring process.

Salary: There is no unique job classification or salary range for retiree hiring. When making salary decisions, use the typical range for the position title and classification and the same criteria as you would for any other qualified candidate for that position.

Retirees report their hours and are paid via the same procedures as any other temporary employee in your department.

Hours: Managers have authority to make limited hires up to 900 hours in a 12-month rolling timeframe without conducting an open recruitment. If the temporary staffing need is likely to exceed that limit, either a full recruitment must be conducted using the normal eRecruit process, or a waiver of recruitment must be obtained from the Assistant Vice Chancellor of Human Resources. For more information, see Guide to Managing Human Resources - Chapter 1 Employment.

Benefits: Because retirees applying for short-term, temporary assignments are typically receiving retiree benefits through the University of California Retirement System (UCRS), the positions they accept must not exceed 900 hours in a 12-month rolling time period or their benefits may be adversely impacted. Also, if the retiree (or their dependent) is enrolled in a Medicare-coordinated retiree health plan, they will need to be in a BELI 5 appointment to avoid adversely impacting their health care benefits.

Note: If the individual received a lump sum cash-out from UCRS, the hiring process can be handled the same as for any limited term hire.

Once an individual has retired, that individual should not return to work at UC until after he or she receives the first retirement payment (or lump sum cash out), generally 90 days after the termination date. In any case, he or she may not return to work sooner than 30 days after his or her termination date, even if she has received the first retirement payment or lump sum cash out.

Retirees seeking re-employment with UC must clearly understand the impacts on their retiree benefits, make important decisions, and sign documents related to their benefits and/or retirement plan distributions. You should be familiar with these issues and able to explain them to the hiring candidate.

All retiree hires must complete Form UBEN 1039, UCRP Waiver and Release, as part of their employment documentation on or before their first day of work. That document informs them of their rights, and how re-employment will affect their benefits. The document can be obtained from your departmental benefits representative. Descriptive information is found in the “Returning to UC Employment – Facts Sheet”. http://atyourservice.ucop.edu/forms_pubs/checklists_factsheets/returntowork.pdf

New hire paperwork is handled in accordance with your department’s typical procedures for processing hiring packages.

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Student Employment

Casual/restricted jobs are reserved for Berkeley students enrolled for regular academic semesters if they fall into one of the following categories:

  • all positions under 50%
  • all 50% positions with ending dates under a calendar year
  • all positions of any percentage of time if they fall totally within UC Berkeley student vacation periods, including summer

Casual/restricted positions meeting any of these three criteria must be listed on line for UC Berkeley students with the Career Center.

Exception: Work-study positions falling under this definition are handled exclusively by the Work-Study Office.

The student applies directly to your department; you screen applicants, including eligibility to hold Berkeley campus student jobs (enrolled in the current academic semester or in the allowed grace period immediately preceding or following enrollment).

If, after a minimum of three full working days of recruitment, qualified student applicants have not applied, you may cross-list the position with Human Resources by submitting a requisition that includes in the General Comments field the Career Center listing number and posting date.

Exceptions to open posting are only granted when a Berkeley student is uniquely qualified so that there is no competitive applicant pool. Requests for waivers of recruitment for casual-restricted positions are handled by departments. Departments should document their files with a requisition and memo including name of student and reason the student is uniquely qualified.

Student Assistant Series FAQs
What is the purpose of the Student Assistant series?

The Student Assistant series is intended to provide a simple mechanism for campus departments to employ students, considering the unique working conditions of students and their purpose and intent in relation to employment on the campus. It also allows the campus to more easily distinguish students from career and limited-term support staff, since the titles and title codes for students are not used by other staff employees; conversely, all students should be placed in these four titles and not in any other staff title.

The four-level Student Assistant series has broad salary ranges which are intended to give departments great flexibility in setting their student employees' salaries and minimizes the administrative burdens of student employment. The appointment type is "casual-restricted" which is used only for UC Berkeley students. "Casual-restricted" employees are not represented by a bargaining unit, but are covered by the Personnel Policies for Staff Members.

How do I get a new position classified into the correct level?

Students should be placed in an appropriate Student Assistant level based upon the nature of the work, level of assignment, and complexity of the work performed. The four Student Assistant levels have been previously mapped to staff titles based on these criteria. Look up the title that most closely fits the nature of the student's work and find the comparable Student Assistant level. If the nature of the student's work does not fit any of the titles that have been mapped, call Human Resources Compensation Unit (642-2799) for assistance.

What do I use for a job title?

Campus Jobs: Please use the appropriate Student Assistant series level title for all official paperwork purposes. (e.g.- use "Assistant I" rather than Clerk, "Assistant II" rather than Senior Clerk/Secretary, "Assistant III" rather than Resident Advisor). You can also use a working title to help advertise for the position opening and to describe the position to applicants if the working title is more descriptive of the work.

Work Study Jobs: In the case of a student continuing employment from a previous period, refer to the former working title. Use the "Assistant I, II, III, or IV" title that is appropriate. In the case of a new student, use the same working position title as was used when hiring students in previous similar employment. Again, find the appropriate "Assistant I, II, III, or IV" title at the above website.

How do I set the salary?

Each of the four Student Assistant series levels has a defined pay range. Departments should consider the title and salary level provided to limited or career staff performing similar work, the knowledge, skills and abilities the student employee brings to the position, and the departmental budget.

How do I find out what comparable rates of pay exist for similar student jobs elsewhere on campus?

The normal hiring salary is within the range for comparable staff work, and normally the entry salary is at the lower end of that range, unless there are unusual skills, knowledge, ability, or experience that supports a higher level. If there are no comparable campus positions, contact your departmental compensation consultant.

How do I post a job listing? Where do I send the listing?

Campus Jobs: Student campus job listings are listed online on the Career Center's website via CalJobs, the on and off campus job database for all UC Berkeley students. Bookmark the login page and follow instructions. Selecting the Register for the First Time link on the login page generates your own username and password. For any questions, contact the Career Center at 642-0441.

Work-Study Campus Jobs: Job requests may be posted online. Go to the Work-Study website and follow the instructions to obtain an employer ID and password. Jobs may be listed, modified or purged at your convenience. For questions, contact the Work-Study Office at 642-5625.

Who is eligible for Student Assistant series jobs?

Student jobs are restricted to UC Berkeley students who are registered for the current academic semester, or in the grace period immediately before or after academic semester registration (grace period defined as a semester or summer, whichever is before or after the period of enrollment).

Can a student work over 20 hours per week during the academic year in these positions?

Graduate students are not allowed to work over half-time per week on average over the period of the term, unless a waiver is granted by the Graduate Division.

Campus Jobs: Undergraduate students are allowed to work over half-time per week on average over the period of the term. However, departments should remember that student's primary obligation is to their studies and the number of working hours should take into consideration the student's academic workload.

Work-Study: There is no restriction per federal or state guidelines. However, employers should be aware that students may accrue eligibility for benefits when working at half-time or better during any given payroll period. These benefits must be paid from employer funds only.

Are student employees covered by limited appointment provisions?

Student employees who hold casual-restricted appointments are excluded from the provisions for limited appointments.

Where do I go for questions about getting students on payroll, student benefits, and/or student terminations?

Please refer these types of questions to your Departmental HR Manager, departmental benefits counselor, or departmental HR assistant.

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Glossary of Employment and Recruitment Terms and Acronyms
eRecruit: Human Resources Management System (HRMS)

The web-based application used for recruitment of nonacademic employees as well as hiring and personnel transactions for all employees. See http://hrweb.berkeley.edu/hrms/hrmsmain.htm for more information.

Interview Data Form (IDF)

A mandatory form used in all interview and selection actions. For details, see Interview Data Form

Limited Positions

Limited positions are those established at 50% to 100% time for less than one year or indefinite positions at less than 50% time. See Other Employment Avenues for details.

Special Placement Consideration (SPC)

Policies and procedures to provide first consideration for positions to qualified employees who have been laid off, reviewed for medical separation, or medically separated. See Special Placement Consideration for details.

Waiver of Recruitment

An exception to recruitment policy allowing a specific individual with unique skills to be hired without listing the position for open recruitment. Waivers can be granted for limited and career positions. See Waivers of Recruitment for details.

Physical, Mental, and Environmental Demands (PEM)

A form used in the recruitment of all new and significantly changed positions to identify the requirements of the position. See Physical, Environmental, and Mental Demands (PEM) Form for details.

Preferential Rehire

Rights accorded to laid-off employees providing first consideration for jobs for which they are qualified. See Personnel Policies and Contracts as well as Special Placement Consideration for details.

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