Dear Campus Colleagues,
Weare writing today to provide some initial details about the support for your 2024 Summer/Fall Hiring activities our region provides for new ASE/GSRs. We will follow up with confirmed dates and details soon but wanted to share information to help in your planning preparations.
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Summer Sessions/Short Work Breaks - Summer Session Hiring activities continue to begin earlier year-over-year. In order to reduce unnecessary onboarding we will be placing ASE/GSRs on Short Work Breaks (SWBs) over the summer like we have done in previous years, except for those departments that have self identified as not needing it.
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Summer Session appointments - Have a 31-day bridging period to bridge appointments ending in May to the first day of their summer session appointment. This typically allows for employees in summer session A, B, C and 12W to bypass onboarding. Please note:
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Summer Sessions appointment letters for sessions D, E and F (who exceed the 31-day bridging period) need to be sent out to employees in order for them to complete their onboarding/hiring process.
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We encourage you to ask Summer Session hires to complete their (DocuSign) Summer Session letters as soon as possible.
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We do not anticipate this will change anything with regards to still requesting information from you in May about ASE/GSR appointment end dates. Our region can still terminate employees while they are on a SWB.
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2024 Summer/Fall ASE/GSR Smartsheets - We are currently working on creating new sheets and looking to launch the new sheets on Monday, March 25, 2024; we will confirm the date with you soon.
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Access to the (old) AY23-24 Smartsheets will be closed on Wednesday, 3/20/24to prepare for the cutover.
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Any entries added with a 5/1/24 (and beyond) hire date will be moved to the new Smartsheets.For now, please do not add any new appointments to your existing Smartsheet
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In the interim, we urge you to begin compiling your ASE/GSR Hire information to have it ready to be entered.
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We will still request ASE/GSR appointment end dates in May so that we can identify those students that will be graduating that will NOT need SWB. End date report will be sent out on 4/22/2024.
Please see our ASE/GSR and Student Assistant deadlines for spring through fall:
Student Assistant/ASE/GSR Deadlines for Summer & Fall 2024 |
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Due Date |
Action Required |
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4/10/2024 - 4/12/2024 |
SHARE will extend all ASE/GSR appointments (except those depts that have self identified as not needing it) through summer and place them on short work break. ASE/GSR appointments do NOT require a confirmed Fall appointment to be placed on SWB for up to 4 mos from Spring to Fall. |
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4/22/2024 |
HR Generalists will send out end date reports for student assistants and ASE/GSR appointments. |
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5/3/2024 |
Notify HR Generalist of non-returning ASE/GSR employees due to graduation or other reasons on appointment end date. Departments must inform their HR Generalist of any student assistant terminations or extensions. |
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Student Assistant Lead Time Required: 3 weeks |
Departments hiring Student Assistants over the summer should submit their hiring request a minimum of three weeks prior to the Student Assistant’s start date. Student Assistants can be placed on SWB for up to 4 months. |
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GSR Lead Time Required: 6 weeks (Smartsheet will have functionality to generate the GSR appointment letter more info to come on April 23rd presentation) |
Due to the GSR Union Contract requirement for appointment notification (when practicable, GSRs should be provided an appointment letter at least 30 days in advance), the GSR requests should be submitted a minimum of 6 weeks prior to the GSR start dates. |
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7/12/2024 (Dept will issue appointment letter) |
Departments need to complete all Fall 2024 ASE Smartsheet entries and approvals for timely 8/30/2024 pay and 8/1/24 systems access. |
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8/2/2024 |
Deadline for ASE/GSRs to complete their DocuSign packets in order to receive timely 8/30/24 pay and systems access before the semester starts. |
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8/21/2024 *first day of semester |
Departments must ensure employees do not begin working until they have completed all onboarding activities to avoid damage payments. |
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8/30/2024 |
Last day for the onboarding grace period. GSIs onboarded after this date require Regular Flat Amount (RFA) pay. |
Here are our details for our April 25th meeting. If you have not already added this to your calendar, please do so now. All SHARE department staff are welcome.
This year we will host a hybrid meeting on Thursday, April 25th , where we will present in person at Dwinelle 370 and also allow folks to join via zoom. Here is the zoom link:https://berkeley.zoom.us/j/2942006493?omn=99060571178
We ask that you please place a hold on your calendar for this event.
The agenda is the following:
9:00am-9:30am - Bagels and Coffee
9:30am-10:30am - ASE/GSR Updates and Smartsheet Changes: We will go over any end dates, short work break, changes to smartsheet as a result of the new contract and any changes to ASE/GSR hiring.
10:30am-10:40am - GSAO/Dept Question and Answer
10:45am-11:45am - Lecturer Hiring, Sabbatical Processing, Merits and Promotions: We will go over any end dates, short work break, any changes to the smartsheet and our new Merits and Promotions smartsheet.
11:45-noon AP Analyst/Dept Question and Answer
We will be sending you the presentation in advance of the meeting and will be recording this meeting.
I will be following up with more details once the new Smartsheets are available. Should you have any questions about the above, please reach out to your HR Generalist.
In partnership,
Karla Sanchez