Limited to Career

I. Policy Summary

A limited position is an appointment established at any percentage of time, fixed or variable, during which the appointee is expected to be on pay status for less than 1,000 hours in a 12-month period.

A limited appointment may be designated career at any time by the unit head if the incumbent was initially appointed through an open recruitment process; the career appointment is established at 50% time or more and is expected to continue for one year or longer, and is based upon funding availability.

In addition, a limited appointment shall convert to a career appointment when the incumbent has attained 1,000 hours of qualifying service in any 12 consecutive months without a break in service of at least 120 consecutive calendar days. Qualifying service includes all time on pay status in one or more limited appointments. On-call and overtime hours shall not be included as pay status hours when computing qualifying service. Such career conversion shall be effective the first of the month following attainment of 1,000 hours of qualifying service.

It is inappropriate for a limited appointee who has filled a position via non-recruitment to convert to career status. Conversion to a career appointment conveys to the employee expanded conditions of employment such as grievance rights, leaves of absence, preferential rehire and recall rights if laid off, and other privileges such as credit toward the probationary period. As such, the unit should monitor the duration of limited non-recruitment appointments to avoid career status. Refer to the Limited Non-Recruitment procedure.

II. Related Policies, Contract Articles and References

  1. Personnel Policies for Staff Members (PPSM)– employees not covered by a collective bargaining agreement

    • PPSM 3A- Types of Appointment

    • PPSM 22- Probationary Period

  2. Contract Articles- employees covered by a collective bargaining agreement.

III. Authority

The unit head is delegated the authority to approve a limited to career action for a position that was appointed through open recruitment and for which funding exists.

If there are permanent funding costs associated with this action, it must be approved by the administrative officer or unit head responsible for decentralized funding.

IV. Criteria

The position must be filled by an incumbent who has been appointed through open recruitment. Funding must exist or be established with the Office of Planning and Budget.

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V. Process Overview

  1. Supervisor/Designee:

    Obtains appropriate approval and ensures funding availability.

    Notifies Employee & Labor Relations (ELR) Analyst to process limited to career action for their employee. Attaches updated job description if appropriate.

  2. ELR Analyst:

    Determines impact of the limited to career action upon the employee’s conditions of employment such as:

    - Benefits Eligibility: The employee will be eligible for career benefits at the point in time the employee’s career appointment is processed or is effective, whichever is later.

    - UCRP Membership Eligibility: The employee will be eligible for UCRP membership at the point in time the employee’s career appointment is processed or effective, whichever is later.

    - Probationary Period: Employees appointed to career positions normally serve a probationary period during which time their work performance shall be evaluated. Limited employees who are appointed career (same unit, same position) may have limited credit applied to the completion of their probationary period. Refer to the Probationary Period procedure, and Probationary Period Chart by Personnel Program/Collective Bargaining Unit.

    - Merit Eligibility: An employee appointed to a career position is eligible for a merit review in accordance with campus procedures. Refer to appropriate Personnel Policies for Staff Members (PPSM) and collective bargaining agreements for information.

    - Vacation and Sick Leave Accrual Eligibility: Employees are eligible to accrue vacation and/or sick leave depending upon the nature of their appointment. The monthly rate of vacation accrual increases with the length of qualifying service. Qualifying service may include prior University or State of California service if it meets certain criteria. Refer to Section F- Time & Attendance Recordkeeping -Staff Vacation Accrual Rates.

    Completes the appropriate data collection document.

    Advises employee and supervisor of the effective date of limited to career action, and potential changes to conditions of employment*.

    Obtains employee’s written acknowledgment of conditions of employment on the data collection document.

    Completes the BELI form and forwards to Payroll. Distributes remaining copies as appropriate.

    Monitors probationary period dates and merit eligibility dates.

    *Note: Employees must enroll for benefits for which they are eligible during their Period of Initial Eligibility (PIE), and are encouraged to attend a Benefits orientation as soon as possible.

  3. SHR Operations:

    Enters information into PPS. Refer to the PPS User Manual-Staff Actions-Limited to Career.

    Forwards documentation to PAN reviewer if appropriate.

  4. SHR PAN Reviewer:

    Reviews action and PPS OEU to ensure accuracy of action and adherence to campus policy and procedures.

  5. SHR Compensation:

    Receives notification of the Limited to Career action via PAN or PPS report.

    Establishes career file, employee salary history card, and other appropriate records.

    Obtains prior service credit information by contacting the service center, employee, or prior employment institution. Evaluates prior service credit information to establish vacation accrual rates.

    Upon completion of evaluation, notifies service team and the employee of prior service and the appropriate action to take.

    Maintains the appropriate documentation in the SHR employee personnel file.

  6. HR Service Team:

    Prior Service Credit Verification

    Receives verification of prior service credit from SHR Compensation.

    Updates employee Leave Accrual Balances if verification results in retroactive vacation accrual adjustments.

    Notifies employee of verification of prior service, adjustments to vacation accrual rates and balances, as appropriate.

    Updates the Leave Accrual Code for the employee in the PPS employee database as appropriate. Refer to Time and Attendance Procedure Resources, and PPS User Manual-Staff Actions-Staff Leave Accrual Coding.

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Revised September 2008: A.9