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Work Location & Personal Contact Information Reporting Requirements for Represented Employees
Under Government Code Section 3558, which came into being through California Assembly Bill 119, the University has a legal obligation to provide up to date contact information of represented employees including their physical work location as well as other detailed contact information (see below) to their respective unions. Supervisors and departments are responsible for ensuring accurate, complete, and up-to-date information.
The University is required to provide unions with an accurate list of new (within 30 days of employment) and current employees’ contact information, including:
- Name
- Job title
- Department
- Work location and address (down to room/cubicle, if applicable)
- Home address and phone numbers
- Personal cellular telephone numbers
- Personal email addresses
Supervisors and departments are responsible for ensuring accurate, complete, and up-to-date information. Departments will be responsible for any violations for failure to provide accurate employee job information, work location, and contact information for each employee. Fines incurred for penalties may include up to $10,000 per violation and attorney’s fees and costs (SB270).
FAQs
What needs to be included in an employee’s Work Location?
Location Code + Cubicle (or room if no cubicle is assigned) = Work Location
- UCPath has additional fields to augment the Location Code data with more specific information that can include the cubicle or room (if no cubicle is assigned).
- The University reports the work location of represented employees to unions based on a combination of the Location Code on their Position record, and the data entered in the Cubicle field on the Job record.
- If the Location Code on the incumbent’s Position is incorrect (Address and/or Location are wrong), the Position will need to be updated with the correct Location Code.
Do all employees have to have a Work Location?
Yes. The Location Code is a required field on all Positions in UCPath. All employees should have a primary work location, even if that location is “remote.” If the employee does not have an assigned cubicle, indicate the room number where they would most often start/end their workday/shift.
I see that there are location codes for each floor in my building. Do I have to provide the floor where union employees work?
Yes, UCOP Labor Relations has requested that all employee location code assignments are tracked down to the floor level.
Do we have to track what cubicle or office number an employee is working in?
Yes, a cubicle should be provided when assigned. If no cubicle is assigned, please indicate the room number.
I have employees who are assigned various locations because they “float” or are required to work in multiple locations on a given day. What one location code do I assign them?
If they work in several places for the same job (i.e., Position #) then use the location code that corresponds to where they work most often.
- Graduate student (GSR): The departmental administrative office should be used as their work location unless they work in a specific lab.
- Lecturer/TA/TF/Reader/Remedial Tutor/Tutor: The departmental administrative office should be listed as their work location unless they have an office or assigned cubicle.
- Grounds/Facilities/Custodial/TAPS: If the employee doesn’t have a specific location where they regularly work, use the location information for the employee’s direct supervisor. The supervisor should be able to direct a union representative to the employee.
Are there reports we can run to see current employee location information?
UCPath Cognos Report, “R-272 Employee Roster” shows Location Code, Location Description, and the cubicle field.
Who is responsible for ensuring that an employee’s physical work location is up to date?
Departments and supervisors/managers are responsible for ensuring that an employee’s physical work location is up to date. If this action is not completed by the department, penalties may include up to $10,000 per violation and attorney’s fees and costs (SB270).
Who should I contact for more information or if a union representative contacts me?
For support or more information, please contact Employee & Labor Relations at elrinfo@ucsc.edu.