Staff Hiring(contract, limited, career)

Detailed steps for recruitment of staff (contract limited, career)

Expand to see Detailed steps for recruitment of staff (contract limited, career)

Steps	Action
Step 0	If this is a new position or if the duties have changed significantly since previously classified it will have to be classified. Department should submit a HR Service Hub classification case(link is external) This usually requires an HR consultation. Below is a list of what you will need to have ready to classify the position. Completed Job Description(s) If this is a replacement position, include the old job description. Current and proposed organization chart Reason for Classification Physical, Environmental, and Mental Demands - PEM Form, if it is not included in job builder. Former job description, if this is a reclassification
Step 1	Department or PI submits a HR Service Hub recruitment case(link is external). Requests should include all required fields and attachments. Here are some helpful steps you can take prior to submitting your HR Service Hub recruitment case: If it is a vacant position number, make adjustments to the position number for the new position if anything needs to change If the position still has an incumbent, create a new position number Determine if background check (link is external)is required. See policy(link is external). Signed Interdepartmental Form (PDF) - necessary if this position requires a Conviction Background Check Signed Interdepartmental Form Instructions (DOC file)(link is external) (Word) More information, including fingerprinting rate, can be found here(link is external) Attach a Job description: For non represented JDs use JDX(link is external); for represented JDs see here(link is external) Attach PEM(link is external) form, ONLY for positions not created in Job Builder Ensure the position has been classified. If the position has not been classified, complete a classification HR Service Hub request.(link is external) Be sure to review the salary pay range that you list in ServiceHub as you will not be able to offer a finalist a salary outside of the pay range provided. Hiring freeze exception, if applicable Extramural or contracts and grants funding:Hiring Freeze exception is not needed, but will require confirmation from fund manager (email pdf attached to case, notation in case) 19900 funding: Hiring freeze exception is required with approval from finance committee Required training has been completed for everyone listed on the interview panel. Required Training: In order to ensure each search participant understands UC's obligations related to equal employment and affirmative action, hiring managers and members of the search committee are required to complete training prior to serving on a committee (to be renewed every 2 years). This training includes UC Managing Implicit Bias in the Hiring Process (BE-IMPBIAS6-ECO) (link is external) Search Advisory and Hiring Committee Best Practices (UC-BE-SAHC)(link is external) Determine if CANRA form is required. CANRA toolkit for managers (PDF file)(link is external) Select the funding approver for your recruitment case to ensure the position has funding. Department will need to complete a funding template to tie the desired funding to the position.
Step 2	HR Partner reviews the recruitment case and will contact the submitter if more information is needed. HR Partner will need to asses the request to see if additional steps such as waivers will be needed. HR partner submits all necessary documents to recruitment for job posting. Posting a position can take a few days Supervisor will need to approve final job posting sent to them from Talent acquisition advisor Talent Acquisition Advisor will send an email to the hiring manager when the job is posted, including the date that applications are ready for review. The hiring manager can download applications on/after this date using the job aid in the confirmation email. Positions that are recruited for need to be posted for at least 14 calendar days (only exception would be 900 hour-limited positions) Departments will be able to review applications on the 15th day by downloading the applications in TAM Departments should contact their Talent acquisition advisor if they run into technical difficulties.
Step 3	Talent acquisition advisor sends a draft of the posting to the hiring manager for review and approval Talent acquisition advisor posts the position. Position needs to be posted for at least 14 calendar days unless it is a limited role under 900 hours. Everyone that will be on the interview panel needs to have completed the following training prior to reviewing applications
Step 4	Department begins reviewing applications and department sets up interviews for interview panel Department will select their finalist(s). Department will email finalist(s) for list of references. Department will conduct reference checks for employee. Once references are received, hire decision is made. Department notifies recruitment of whom they would like to hire. Department needs to provide the following information: Start Date/End Date Salary Supervisor Fte % Working title, if applicable Attach selection documentation Interview Data Form(IDF)(link is external) and Applicant Deselection Form (ADF)(link is external) or use your star ranking in TAM. If hiring manager prefers to make the verbal offer prior to drafting the offer letter they can inform Recruiting that they will do this. Sometimes this is a good practice if the hiring manager anticipates that the finalist may need to negotiate things such as salary or hire date, as updated information will need to reflect on the offer letter.
Step 5	Recruitment reviews the request for offer letter. This can take 24-48hrs. Once offer letter is drafted, it is provided to HR Partner for review. HR Partner approves or makes changes Recruitment issues offer letter to finalist.
Step 6	Finalist signs the offer letter

Detailed steps for recruitment waiver of staff (limited,contract, career)

Expand to see Detailed steps for recruitment waiver of staff (limited,contract, career)

Steps	Action
Step 1	If this is a request for hiring an already-identified individual. Submit a staff waiver of recruitment ServiceNow case(link is external) To hire without a recruitment process, you must complete one of the three waiver types below. You will be asked to attach these to your ServiceNow case. Limited Waiver (link is external)(a person can work up to 900 hours in a 12-month period) For more information, see Limited Appointments(link is external) on the HR website. Contract Waiver (link is external)(a person has a specified date when their job ends) More information contract positions(link is external) below: ONLY available for non represented positions May only be appointed in a contract position for maximum of four years with a fifth year by exception. Career Waiver (link is external)(a person has a permanent job) If this is a rehire retiree(link is external), you have to get People and Culture approval per the process (PDF file)(link is external) and rehire must complete the forms below: Policy on Reemployment of UC Retired Employee (PDF file)(link is external)s Rehire Approvals Form (PDF file)(link is external)(PDF) (UBEN 138) UC Berkeley Supplement to the Retired Employee Approvals Form (PDF file)(link is external) Rehired Retiree UCRP Election Form (PDF file)(link is external)(PDF) (UBEN 1039) NOTE: Not required for retirees who have elected a lump sum cashout. Current Job Description Include the documents below and complete as many non-required fields as possible: Completed Job Description Physical, Environmental, and Mental Demands (PEM) Form(link is external), if it is not included in job builder. Signed Interdepartmental Form ( (XLS file)(link is external)Excel) - necessary if this position requires a Conviction Background Check Signed Interdepartmental Form Instructions (DOC file)(link is external) (Word) Hiring freeze exception, if applicable Extramural or contracts and grants funding:Hiring Freeze exception is not needed, but will require confirmation from fund manager (email pdf attached to case, notation in case) 19900 funding: Hiring freeze exception is required with approval from finance committee
Step 1	HR Partner reviews ServiceNow request and will reach out to the department if there is missing information.
Step 2	If this is a career waiver it will go through separate review process with People and Culture If this is contract waiver it will go through separate review process with Recruitment
Step 4	Recruitment reviews the request for offer letter. If recruitment needs additional information, they will reach out to the HR Partner. This can take a few days and is dependent on the completeness of the waiver documentation. Once offer letter is drafted, it is provided to HR Partner for review. HR Partner approves or makes changes Recruitment issues offer letter to individual. If hiring manager prefers to issue the offer letter, they should let HR Partner know.

Steps for Staff Hiring(limited, contract, career)

Expand to see Staff Hiring Steps Text

Detailed steps for staff hiring (limited, contract, career)

Expand to see Detailed steps for staff hiring (limited, contract, career)

Steps	Action
Step 1	Once finalist signs the offer letter, the signed offer letter is appended to the ServiceNow case
Step 2	Talent Acquisition advisor will confirm if the new hire needs to onboard or if the new hire can be entered into UCPath without onboarding. Talent Acquisition Advisor will create HIRE subcase in ServiceNow to initiate the onboarding process for the specified hire. If this is a concurrent hire, Talent Acquisition Advisor will determine if there is any conflict with the FLSA status of the two appointments, and consult with Compensation if necessary to resolve.
Step 3	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 4	SHARE HR will either process a concurrent hire or a new hire template and submit it to UCPath for approval. If requests are late, this step may occur after onboarding is completed. If the new hire does not complete DocuSign timely, this step may occur after onboarding is completed.
Step 5	New hire needs to complete onboarding prior to performing work. If new hire does not complete onboarding by the first day of work, they may be subject to a damage payment or out of compliance I-9. 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. (Oath applied to US citizens only) 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. See USCIS guidelines(link is external).
Step 6	UCPath approves the templates. New hire will be issued an Employee ID (EID). If template is completed prior to onboarding, new hire will receive their EID at the remote onboarding session.

Roles, Responsibilities and Resources for Staff

Who to contact	Service/Action
Department	Consultation on classifications Makes hiring decision Creates new position number or updates vacant position number for non contract and grants funded positions Requests HRP to change fte, supervisor, pay rate if the position is filled for non contract and grants funded positions Funding changes associated to a position number Hiring Freeze exception request
SHARE HR Partner	Can respond to questions about: How to submit your appointment on smartsheet/ ServiceNow Onboarding Employee’s paychecks Position numbers End dates General questions about timekeeping tools. Specific questions need to be routed to caltime.berkeley.edu Position numbers Incorrect vacation or sick leave accrual balances Guidance and support on creating and drafting a job description in Job Builder Process terminations Create and update positions funded by contracts and grants Coordinate recruitments and process hiring Coordinate and process changes needed to a staff appointment if there is an FLSA/paygroup conflict and notify the employee. Guidance on damage payments BRS Payroll will initiate overpayment request to UCPath and provide information on why overpayment occurred and how the 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 Maintain personnel files UCPath entries for all updates to employee’s HR records Leaves coordination and guidance
People and Culture & SHARE HR	Staff are covered by PPSM and various labor contracts, therefore SHARE HR consults with People and Culture for Employee Labor Relations (ELR) issues such as: Job abandonment Performance issues Disciplinary action Compensation and classification Layoffs and Reductions in time Accommodation requests Grievance
People and Culture Talent Acquisition See the complete policies and procedures around recruitment actions here(link is external)	Will facilitate the overall recruitment process Posting the position Provide interview questions References Will approve contract and career waivers Will issue offer letters Will provide support for any TAM issues
Central Payroll(link is external) payhelp@berkeley.edu(link sends e-mail) Glacier/Foreign Tax compliance(link is external) glacieradmin@berkeley.edu(link sends e-mail)	Questions about Tax implications (link is external)for out of state and out of country employees Paycheck and pay dates Glacier records
UCPath Center	Overpayment collection process and questions about overpayment letter totals or overpayment repayment options, contact UCPath Center Stop payment and reissuance of checks Questions about paycheck deductions Self Service menu for employees(link is external): Benefits orientation webinar Direct Deposit Employment Verification Leave balances Address changes W-2s
Central Benefits Team	Helps employees (and retirees) understand how their healthcare plan works, understand premium costs, plan comparisons and eligibility issues Handles benefits policy interpretation questions. Handles ACA interpretation and if it was applied correctly. To contact the P&C Benefits Team submit an inquiry via ServiceNow(link is external) To see the full escalation path for benefits issues, see here(link is external)