Faculty Hiring

Faculty Hiring Steps Image

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Step 1: Department or Academic Analyst submits ServiceNow case to notify their HR Partner of incoming 7/1 Faculty.

Step 2: SHARE HR Partner will send the new faculty a DocuSign to complete and schedule their online onboarding session prior to 7/1 if possible.

Step 3:SHARE HR Partner or HRIM will process new hire template and submit to UCPath for approval. This is part of template first.

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

Step 4: New hire needs to complete onboarding prior to performing work. If new hire does not complete onboarding by the first day of employment, they may be subject to a damage payment or out of compliance I-9.

Step 5: (Oath applies to US Citizens only): If the new hire completes their DocuSign (which includes the oath) after they have begun working, then they are subject to a damage payment unless they have a signed oath in the last 12 months.

Step 6:In order for the I-9 to be compliant, the new hire needs to complete section 1 of their I-9 by their first day of work and section 2 needs to be completed no later than 3 business days after the new hire’s first day of employment or 3 business days from when the faculty arrives in the U.S.

Step 7: UCPath approves the template. New hire will be issued an EID with a cc to the department.

Step 8: Department or Academic Analyst emails the faculty their Faculty Administrative handbook.

Roles, Responsibilities and Resources for Faculty

Who to contact 


Department/Academic Analyst

  • Notifies SHARE HR Partner of incoming 7/1 Faculty via a ServiceNow Case. In the case, the information below should be included:

    • Date the new Faculty will be in Berkeley, if known

    • Faculty email address

    • Faculty name

    • Attach Faculty appointment letter or short Faculty form

  • Creates new position number or updates vacant position number

  • Request to change fte, supervisor, pay rate if the position is filled

  • Funding changes associated to a position number

  • Provides Faculty Administrative Handbook to faculty after downloading a copy and making edits to customize to your department

  • Supports HR Partner in ensuring the Faculty completes onboarding prior to 7/1, if possible, or before they receive their first pay (7/31) at latest.

SHARE HR Partner

See HR Partner Contacts Here

  • Can respond to questions about:

    • How to submit your appointment in service now

    • Onboarding

    • Employee’s paychecks

    • Position numbers

    • End dates

    • Process terminations

  • Guidance on damage payments

  • Initiate overpayments and provide information on why overpayment occurred and gross amount was derived.

  • Coordinate and process necessary visas associated with appointment

  • Advise on health and welfare programs

  • UCPath entries for all updates to employee’s HR records

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 and taxes

Central Benefits Team

  • Healthcare Facilitator services

  • Helps employees (and retirees) understand how their healthcare plan works, understand premium costs, plan comparisons and eligibility issues

  • Handles benefits policy interpretation.

  • Handles ACA interpretation and if it was applied correctly.

  • To contact the P&C Benefits Team submit an inquiry via ServiceNow

Berkeley International Office

  • Coordinates with HR Partner to issue visa to new Faculty.

Academic Personnel Office

  • If Faculty need to delay arrival, Dean’s office and APO need to be informed and approve