Hello Campus Colleagues,
Below are some HR reminders around hiring and employment actions. We ask that you please share this with any department staff of faculty that would benefit from reviewing this information.
What to consider when discussing employment with a student that is graduating:
Overview: Many times as faculty you will be working with students or you may be approached by students who are looking for post graduation employment. If you are considering employment for a student who is planning to graduate this upcoming semester, it is important that you consider the following and refrain from making any informal or formal job offers without first consulting HR:
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Post graduation employment into an academic position takes time. Certain academic positions require recruitment and the necessary posting and approvals take time. While we understand that not all positions require a recruitment, if the position you are considering them for requires a recruitment, you need to contact HR at least 3-4 months in advance. We encourage you to reach out to your HR Representative 3-4 months in advance to determine the correct position and possible recruitment options. Please see the recruitment process for non senate academic positions. Without proper notice we cannot guarantee that there will be no break in service in the student’s employment.
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Post graduation employment, like all other employment on our campus, requires work authorization. We are required to ensure that all UC Berkeley employees complete an I-9 to verify they have valid work authorization. When international students are working on our campus their student visa status serves as work authorization for UC Berkeley campus employment. However, once the international student graduates, they need to provide post graduation work authorization. We recommend they consult with our Berkeley International Office prior to graduation if they are considering post graduation employment to ensure they have the valid work authorization. Given our current administration we are advising international students to proactively reach out to Berkeley International office in case there may be additional delays in issuing post graduation work authorization. Students without the valid work authorization will not be able to work and may have a break in service in their employment until they can produce valid work authorization.
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We have additional support for our HR Gens with Visiting Scholars and Visiting Student Researchers
In SHARE we have been working on cross training some of our staff on Visiting Scholars and Visiting Student Researchers so you may see some new names on your Visiting Scholar or VIsiting Student Researcher cases. Our staff are working closely with our HR Generalists to complete the requests, so your cases will be handled properly.
ASE(Academic Student Employees)/GSRs(Graduate Student Researchers) need to approve their timecards
Please remind your ASE/GSRs to please complete their monthly time cards by the end date of their appointments. Most ASEs have a 5/31/2025 end date, so we encourage you to remind them to complete their timecard by this date.It is essential that you approve your timecard by this deadline to ensure accurate time reporting. Please log in to CalTime (https://caltime.berkeley.edu) to review and approve your hours.
If you have any questions or encounter any issues, please find and contact your HR Generalist on the SHARE Region website under "HR Partner/HR Generalist Contacts": https://shareregion.berkeley.edu/share-hr-landing-page
Anticipated delays with H 1B visas
Please note that we anticipate some delays with processing H 1B visas. Updates on such visa requests from BIO may be more delayed than normal during the next few months. Continue to submit visa cases with the following lead times explained here