Lecturer Hiring

Lecturer Hiring Details

Step 1 - Smartsheet SubmissionDepartments can add all lecturer appointments to the smartsheet, including temporary augmentations. The only lecturers that cannot be added to smartsheet are lecturers with security of employment, lecturers with visas, or updates to lecturer appointments that are already active in UCPath. For these, submit a ServiceNow case.

Step 2 - Appointment ReviewSarah Jarquin or Thomas Miao in our SHARE Region will review that the request has complete information and determine if the employee needs to complete onboarding. The submitter will be contacted if there are questions about the appointment. If no onboarding is required, the appointment will be entered into UCPath.

Step 3 - OnboardingIt is the employee’s responsibility to complete onboarding before the first day of the semester as stipulated by APO. They will receive an email from DocuSign to complete new hire paperwork and schedule a remote onboarding session.

Step 4 - APO DeadlineAPO policy states that Lecturers must complete onboarding by the first day of the semester in order to avoid teaching day basis calculations or damage payments.

Step 5 - Teaching Day Basis CalcsIf the employee is subject to a teaching day basis calculation then the department should reach out to Javier Martinez in the L&S dean’s office and request a teaching day basis calculation with an updated letter. The department can then add this adjusted appointment to the smartsheet or update  the smartsheet with this new information, if the appointment has not yet been entered into UCPath.

Step 6 - Damage Payment - If an employee is subject to a damage payment, then the department must complete this damage payment form and have the employee sign it. For instructions on how to complete this form see here. If the department is unsure if an employee requires a damage payment, they can contact Sarah Jarquin or Thomas Miao.

Types of Lecturer Appointments

Type of Lecturer Appointment Details

Semester Lecturer

Pay Frequency: 1/10 (annual salary/10 mos)

Title codes: LECT-AY-1/10 (1636) and LECT-AY-1/10-CONTINUING (1637)

Start/End Dates: 8/1/20-12/31/20 -or- 1/1/21-5/31/21

Academic Year Lecturer

Pay Frequency: 9/12 (annual salary/12 mos)

Title codes: LECT-AY (1630) and LECT-AY-CONTINUING (1631)

Start/End Dates: 7/1/20-6/30/21

Title code: CONTINUING APPT-TEMP AUG (1652)

Start/End Dates: 07/01/20-06/30/21 | 7/1/20 -12/31/20 -or- 1/1/21-5/31/21

Roles, Responsibilities and Resources for Lecturers

Roles, Responsibilities and Resources for Lecturers

Who to contact

Services Needed

Department
  • Benefits Billing Election Form

L&S Dean’s Office

Javier Martinez

Undergraduates Instructional Studies Division

Jessica Rojas

Guidance with lecturer leaves

  • Questions about FMLA leaves (including maternity leaves)

  • Questions about Lecturer eligibility of leaves based on IX contract

L&S Dean’s Office

Javier Martinez

Undergraduates Instructional Studies Division

Jessica Rojas

Assistance with lecturer teaching day basis calculations

  • Request a teaching day basis calculation and letter

  • Questions on how the teaching day basis calculation is derived

SHARE HR

Sarah Jarquin

Assistance with lecturer smartsheets

  • Get access to your lecturer smartsheet

  • Questions on deadlines

  • Questions on how to submit your appointment on smartsheet

SHARE HR & UCPath

Sarah Jarquin

UCPath Center

Lecturer overpayments

  • To request an extension on a repayment plan, contact UCPath Center

  • Questions about overpayment letter totals or overpayment deductions, contact UCPath Center

  • Questions about how the overpayment was occurred and how the gross amount was derived, contact BRS HR

SHARE HR

Sarah Jarquin

Guidance on damage payments

  • Ask if an employee is subject to a damage payment.

  • Questions on how to complete the form.

SHARE HR

People&Culture Contacts

Lecturer benefits escalations

  • Benefits are dropped or discontinued

UCPath

Lecturer benefits self service

  • Enroll in benefits

  • Change address for service area

  • Change benefits due to life event

  • Ask questions about benefit deductions

People and Culture

Service Now Request (Benefits)

Lecturer benefits policy questions

  • Questions about specific plan carriers and coverage

  • Complex questions about eligibility, such as ACA

Lecturer Deadlines for Fall 2022

Expand to see Deadlines

Due Date

Action Required

5/2/2022

Sarah will send out end date reports for Lecturer appointments.

5/13/2022

Reappointments and title code changes for Semester Lecturers



Departments must return all end date reports to Sarah Jarquin.The end date reports will indicate whether the department wants to terminate the appointment or reappoint the lecturer

  • In order for benefits bridge to not negatively impact the employee’s premium payments, reappointments for 1636 lecturers will need to be entered and approved on the smartsheet by Friday, 05/13/2022

  • If Sarah does not hear back by Friday, 05/13/2022, the appointments will be terminated.

5/30/2022

New and reappointed Academic Year Lecturers

Lecturer entries and approvals need to be completed in smartsheet for 7/1 start dates (7/30 paycheck)

  • DocuSign must be completed by employee no later than 6/11 or put the lecturer on SWB. 

  • Short Work Break is to be used for Lecturers who have a written, confirmed Fall appointment.

6/1/2022

New to UC Berkeley Semester Lecturers

New lecturer entries and approvals need to be completed in smartsheet for 8/1 start dates (9/1 paycheck)

  • DocuSign must be completed by employee no later than 7/9

8/17/2022

*first day of semester

Lecturers need to complete onboarding by the first day of the semester otherwise they may be subject to a damage payment or a teaching day basis calculation.

  • No employees should begin working until they have completed onboarding to avoid damage payments

When to submit a lecturer appointment in Smartsheet vs. ServiceNow

Smartsheet Service Now
FTE changes (all titles including continuing Lecturers)

Lecturers that need Visas

Reports To changes (all titles including continuing Lecturers) UCPath Record Corrections(i.e. incorrect pay frequency, incorrect salary. These are corrections that need to be made after the appointment has been processed in UCPath by BRS.)
Reappointments (for Spring/Fall Semester) Overpayments and missed/late pay
Promotions

Terminations - Sarah will continue to send departments a Lecturer End Date Report towards the end of the semester asking if appointments will be terminated or reappointed.