Academic Hiring

Expand to see Academic Hiring Steps Text

Step 1: Recruitment and selection has already occurred

Step 2: New hire receives and accepts position. Appointment letter is appended to SN case.

Step 3: SHARE HR Partner will determine if the new hire needs to onboard or if the new hire can be entered into UCPath without onboarding.

Step 4:If the new hire needs to onboard, HR Partner will send them a DocuSign packet and set up a remote onboarding appointment. New hire must complete DocuSign prior beginning work.

Step 5:SHARE HR will either process a concurrent hire or a new hire template and submit it to UCPath for approval.

**If there are short turnarounds or if the new hire delays onboarding, this step may occur after onboarding is completed.

Step 6: New hire needs to complete onboarding prior to performing work with SHARE HR. If new hire does not complete onboarding by the first day of the semester, the may be subject to a damage payment or out of compliance I-9.

Step 7:UCPath approves the templates. New hire will be issued an EID.

Post Doc Appointments

Expand to see Steps for Recruitment of a Postdoc

Detailed steps for recruitment of a Postdoc
Steps	Action
Step 1	Department or HR Partner will complete the Academic Non-Sente Position form and attach it to a ServiceNow case. Some HR Partners may not create a ServiceNow case until hire has been identified HRP reviews position to ensure it is classified correctly. If info is missing HRP will reach out to case submitter.
Step 2	Certain categories of Academic positions are exempt from an open recruitment. If these apply, then please be sure to inform your HRP. Search Waivers - See search waiver categories Exemptions from Searches and Search Waivers - See exemption categories
Step 3	HRP drafts a posting in AP Recruit based on information from Academic Non-Senate Position form HRP will designate approvers in AP Recruit. This is usually the L&S Dean’s office or VCRO HRP submits the search plan for approval by Academic Chair(s), Dean/Dean’s analyst, APO and OFEW See search plan checklist for the most current information.
Step 4	Once the Initial Review Date has passed, the review committee will be able to see candidates who completed applications
Step 5	Hiring supervisor and interview panel can review applications. Hiring supervisor coordinates and schedules interviews for candidates. Interview questions and the justification for the hiring decision should be documented, as this will be required prior to issuing an offer letter.
Step 6	Hiring Supervisor communicates hiring decision to HR Partner. Hiring supervisor needs to include the following (see search report checklist for most current information): Justification for hiring decision Anticipated Start Date Starting Salary Disposition reasons for everyone that submits a completed application for the position HR Partner will create the search report for this recruitment and submits it for approval to Academic Chair(s), Dean/Dean’s analyst, APO and OFEW May require some corrections as requested by approvers Hiring manager may provide verbal offer at this time (If new hire is requesting to work abroad, exceptional approval is needed from APO before moving forward with hiring? If no candidates were selected, HR Partner will provide alternative options to meet research needs After the OFEW approval, the hiring manager is notified to provide a written confirmation of selection to the candidate
Step 6	Send to Dean’s office and VCRO for approval. HR Partner has to submit: Submit a formal request to hire Finalist’s CV Generate offer letter to candidate to sign For L&S Dean’s office generates this letter and returns to HR Partner For VCRO, HR Partner receives approval to hire and generates offer letter
Step 7	For Specialists, Researchers and Project Scientists that require a visa HR Partner will create a task for visa and visa team will collect from selected candidate: IOF & speedtype Faculty host agreement If H1B confirmation for premium processing (H1Bs take about 8-10 months without premium processing)
Step 8	Once visa is approved, HR Partner will send the employee a DocuSign to complete the onboarding
Step 9	New hire completes remote onboarding and can begin working If new hire is requesting to work abroad, exceptional approval is needed from APO before moving forward with hiring.

Expand to see Steps for Hiring a Postdoc without a Recruitment

Detailed steps for hiring a Postdoc without a recruitment
Steps	Action
Step 1	PI or department communicates who they choose to hire to HR Partner. HR Partner collects the information to complete the Postdoc Request form.: Complete Postdoc request form CV HR Partner will reach out the selected candidate for additional documents Confirmation PhD Collect CV
Step 2	RA confirms funding and signs postdoc request form Department approves and signs postdoc request form
Step 3	HR Partner completes VSPA record and routes the request to the Dean’s office and VCRO for approval. HR Partner has to submit: Submit a formal request to hire Finalist’s CV Generate offer letter to candidate to sign For L&S Dean’s office generates this letter and returns to HR Partner For VCRO, HR Partner receives approval to hire and generates offer letter
Step 7	For Postdocs that require a visa HR Partner will create a task for visa and visa team will collect from selected candidate: IOF & speedtype for visa processing Faculty host agreement If H1B, confirmation for premium processing (H1Bs take about 8-10 months without premium processing)
Step 8	Once visa is approved, HR Partner will send the employee a DocuSign to complete the onboarding
Step 9	New hire completes remote onboarding and can begin working If new hire is requesting to work abroad, exceptional approval is needed from APO before moving forward with hiring.

Academic Non-Senate Appointments

Expand to see Steps for Recruitment and Hiring of Academic Positions

Detailed steps for recruitment and hiring of Academic Position (Specialist, Project Scientists & Researchers)
Steps	Action
Step 1	Department or HR Partner will complete the Academic Non-Sente Position form and attach it to a ServiceNow case. Some HR Partners may not create a ServiceNow case until hire has been identified HRP reviews position to ensure it is classified correctly. If info is missing HRP will reach out to case submitter.
Step 2	Certain categories of Academic positions are exempt from an open recruitment. If these apply, then please be sure to inform your HRP. Search Waivers - See search waiver categories Exemptions from Searches and Search Waivers - See exemption categories
Step 3	HRP drafts a posting in AP Recruit based on information from Academic Non-Senate Position form HRP will designate approvers in AP Recruit. This is usually the L&S Dean’s office or VCRO HRP submits the search plan for approval by Academic Chair(s), Dean/Dean’s analyst, APO and OFEW See search plan checklist for the most current information.
Step 4	Once the Initial Review Date has passed, the review committee will be able to see candidates who completed applications
Step 5	Hiring supervisor and interview panel can review applications. Hiring supervisor coordinates and schedules interviews for candidates. Interview questions and the justification for the hiring decision should be documented, as this will be required prior to issuing an offer letter.
Step 6	Hiring Supervisor communicates hiring decision to HR Partner. Hiring supervisor needs to include the following (see search report checklist for most current information): Justification for hiring decision Anticipated Start Date Starting Salary Disposition reasons for everyone that submits a completed application for the position HR Partner will create the search report for this recruitment and submits it for approval to Academic Chair(s), Dean/Dean’s analyst, APO and OFEW May require some corrections as requested by approvers Hiring manager may provide verbal offer at this time (If new hire is requesting to work abroad, exceptional approval is needed from APO before moving forward with hiring? If no candidates were selected, HR Partner will provide alternative options to meet research needs After the OFEW approval, the hiring manager is notified to provide a written confirmation of selection to the candidate
Step 6	Send to Dean’s office and VCRO for approval. HR Partner has to submit: Submit a formal request to hire Finalist’s CV Generate offer letter to candidate to sign For L&S Dean’s office generates this letter and returns to HR Partner For VCRO, HR Partner receives approval to hire and generates offer letter
Step 7	For Specialists, Researchers and Project Scientists that require a visa HR Partner will create a task for visa and visa team will collect from selected candidate: IOF & speedtype Faculty host agreement If H1B confirmation for premium processing (H1Bs take about 8-10 months without premium processing)
Step 8	Once visa is approved, HR Partner will send the employee a DocuSign to complete the onboarding
Step 9	New hire completes remote onboarding and can begin working If new hire is requesting to work abroad, exceptional approval is needed from APO before moving forward with hiring.

Expand for Roles, Responsibilities and Academic titles (Postdocs, Researchers, Specialists and Project scientists)

Roles, Responsibilities and Academic titles (Postdocs, Researchers, Specialists and Project scientists)
Who to contact	Service/Action
Research administrator	Will complete funding template for position Validate that there is enough funding for new positions, re-appointments and promotions
Department	Identifies finalist they would like to hire
SHARE HR Partner	Creates position number: changes fte, supervisor, pay rate if the position is filled Notify RA of funding changes associated to a position number HR Partner submits funding update requests to RA/FA for these titles Can respond to questions about: How to submit your appointment on smartsheet/ service now Onboarding Employee’s paychecks Position numbers End dates General questions about timekeeping tools. Specific questions need to be routed to caltime.berkeley.edu Process terminations Coordinate recruitments and process hiring Coordinate and process changes needed to a academic appointments if there is an FLSA/paygroup conflict and notify the employee Guidance on damage payments Initiate overpayments and provide information on why overpayment occurred and how gross amount was derived. Coordinate and process necessary visas associated with appointment Advise on health and welfare programs Assist and provide guidance with accommodation requests, including interactive process BRS Records team maintains personnel files UCPath entries for all updates to employee’s HR records Leaves coordination and guidance
People and Culture & L&S Dean’s office & VCRO	Academic appointment are covered by various labor contracts, therefore we consult with people and culture for ELR issues such as: Job abandonment Performance issues Disciplinary action Compensation and classification Layoffs and Reductions in time Accommodation requests Grievance
UCPath Center	Overpayment collection process and questions about overpayment letter totals or overpayment deductions, contact UCPath Center Stop payment and reissuance of checks Change of address requests via self service Direct Deposit Questions about paycheck deductions
Central Benefits Team	Sharon Johnson supports postdoc benefit questions ONLY FMLA for postdocs only
Berkeley International Office	Coordinates with visa team and HR Partner to issue visa
VCRO/ L&S Dean’s Office	Approve all new appointments and reappointments to ensure there is funding and that they meet the contract requirements