Dear Campus Colleagues,
We are writing today to let you know that our SHARE Region HR teams are already working on details for next semester and want to share information about Spring 2025 ASE/GSR and Lecturer Hiring processes. Our goal, as in previous years, is to ask for your partnership in identifying these new hires as early as possible. Here are the important details for the next hiring semester based on what we know today to help with your preparation. The good news is that many processes will remain the same.
Spring ‘25 deadlines
As we’ve experienced the last several semesters, Berkeley’s early deadlines are impacted by the upcoming winter curtailment timeframes that were announced on10/3/24 by People & Culture. The key to everyone’s success is if you identify your hires and approve them as early as possible.
Actions - key takeaways
●Written Notice of Appointment Letter Templates for UAW represented ASEs and GSRs are currently being updated and should be used for all new appointments. The updated templates will continue to be found on People & Culture’sForms & Letters for Labor Contractswebpage and should be available later in this month.
○Smartsheets will be updated in the upcoming month to contain the revisions in the GSR Appointment Letters generated by BRS. As a reminder, Smartsheet does not generate Letters for ASEs, only GSRs, which will continue in Spring 2025. Departments/units who develop their own Lettersshould download and use the updated versions available soon on the People & Culture website.
●Changes to the Lecturer Smartsheets. We are making changes to the Lecturer Smartsheets to improve data integrity and process efficiency. Since the hiring sheets are for a 3-year period, the SHARE region will now update them on an ad-hoc basis for improvements each semester. Below are the latest changes:
○Salary Point-Driven Salaries: Salaries will now be based on the Requested Begin Date and Job Code. Departments only need to enter the Salary Point (step column), which will automatically populate the salary that will be reflected in UCPath. This change was made to address confusion regarding current vs. future salary tables. It will apply to all new rows submitted. If there are discrepancies in your sheet, the Lecturer team will contact you for further assistance.
○Missing Pay Columns: These columns will be added for payroll processing, mirroring the format of the ASE/GSR sheets. This will help provide transparency on when payroll is processed. Please remember that all overpayments must still be submitted through ServiceHub, as resolving them typically takes multiple months.
○Merit Column Checkbox: A checkbox has been added to indicate whether a merit increase is included in the reappointment effective the Requested Begin Date. For changes in title codes, promotions, or standalone reappointments, you do not need to check the merit box—our Lecturer team will review the processing timelines for those separately.
Future updates will include short work break transparency and tracking for teaching day basis payments. We would also like to hear your suggestions on how to improve the Lecturer hiring Smartsheets. Please share your feedback by completing the form
●Refer to the following ASE/GSR and Lecturer Hires webpages All important hire details are featured on the BRS website.
○Important deadlines and and actions to take
○Other important reminders for departments
●Collect and enter your Spring ‘25 hire information.
○You may begin entering these new appointments on your existing Smartsheets:
■ASE/GSR Hiring: AY24-25
■Student Assistant Hiring: AY24-25
■Trainees and Fellows: AY24-25
■Lecturer Hiring: AY24-27
○Please note that the 10-1-24 range adjustments for ASE/GSR and Trainee/Fellows have been added to the respective Smartsheets. Examples/screenshots of the adjustments are reflected in theASE/GSR Hiring FY24-25 Smartsheet Changes document
●Adhere to the following deadlines (to ensure there is sufficient time for entry to UCPath as well as DocuSign completion to ensure on-time pay).
A reminder that New Hire Paperwork/Onboarding Services provided by our SHARE Region will continue to be completed remotely using a DocuSign packet and Form I-9 work authorization verifications are typically conducted using Authorized Representatives named by the new employee. Check out our SHARERegionOnboarding Team for details.
If you need further assistance
Departments are also encouraged to keep open lines of communication with their applicable regional HR Generalist when extenuating circumstances regarding ASE/GSR and Lecturer hires come up. We are here to help support you. BRS regions will continue to communicate any changes based on campus operations as it evolves.
Let me know if you have any questions or need additional assistance.