Glossary of Terms

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  • A7
    The Bargaining Unit code for Santa Cruz Senate Faculty.

  • Actions
    The hiring of a current UCSC employee into a position within or outside their current campus unit.

    American Federation of State, County, and Municipal Employees [More]

  • APM
    See Academic Policy Manual

  • ASL
    Applicant Selection Log



  • CA
    See Classification Analyst (CA)
  • Campus Only (CO) Recruitment
    A competitive process which is limited to internal candidates in order to support the career progress of qualified UCSC employees. [More]

  • Certified Hiring Manager (CHM)
    Uses RMS to facilitate staff recruitment and hiring.  [More]

  • CHM
    See Certified Hiring Manager (CHM)
  • Classification Analyst (CA)
    Uses RMS to classify staff recruitment requests.  [More]

  • CNA
    California Nurses Association [More]
  • CO
    See Campus Only (CO) Recruitment

  • CTO
    Compensatory Time Off

  • CUE
    Coalition of University Employees [More]

  • CX
    The Bargaining Unit code for Clerical Employees.


  • DA
    See Divisional Approver (DA)

  • DCD
    Data Collection Document

  • Divisional Approver (DA)
    Uses RMS to approve staff recruitment and job offer requests.  [More]

  • DX
    The Bargaining Unit code for Doctors.


  • EAR
    Employee Action Request

  • EDB
    Employee Database

  • ELRA
    Employee & Labor Relations (ELR) Analyst

  • Employee Action Request (EAR) Online Tool
    For use by Departments when requesting a personnel action (i.e. reclassification review, salary increase, or other action). See Employee Action Request (EAR)
    Note - After 10/01/2019 this will be the ONLY way to process EAR's.

  • Employee & Labor Relations (ELR) Analyst
    Assists division with staff recruitment and hiring [More]

  • Employee Relations Code (EREL)
    The criteria for supervisor designation are established by the Higher Education Employee Relations Act (HEERA), See PPS Manual, Appendix E - EMPLOYEE RELATIONS CODES
  • Employee Sign-up
    New employees must complete payroll paperwork on or before the first day of work. [More]

  • Employee Unit Code (EUC)
    Alpha/numeric code used to identify the personnel policy or collection bargaining agreement governing the job classification.

  • EREL
    See Employee Relations Code (EREL)

  • EX
    The Bargaining Unit code for Patient Care Technical Employees.


  • FLSA
    See Fair Labor Standards Act (FLSA)

  • FMLA
    Family Medical Leave Act

    Fund, Organization, Account, Program, Activity, Location

  • Full Time Positions
    A position is designated as Full-time if the scheduled hours of work are 40 hours per week.

    Federated University Police Officers Association [More]
  • Furlough
    A scheduled period (not to exceed three months per calendar year) during which employees in partial-year career positions are not at work.

  • FX
    The Bargaining Unit code for Academic Researchers United.


  • GU
    See Guest User (GU)
  • Guest User (GU)
    Uses RMS to access applicant materials.  [More]


  • Hidden Posting
    Internet job posting accessible only through RMS generated Quick Link.

  • Hire/Hiring
    An employment action resulting from a Recruitment, Non-Recruitment or Waiver of Recruitment.

  • Hiring Unit
    The unique unit which is recruiting to fill a current opening within their unit.
    Assists divisions with staff recruitment and hiring [More]

  • HX
    The Bargaining Unit code Health Care Professionals.


  • Initial Review Date (IRD)
    The date that application materials must be received by in order to ensure consideration by the hiring unit. Materials received after the Initial Review Date (IRD) will only be referred to the hiring unit upon their request. [More]

  • Interlocation Transfer
    The hiring of an individual currently working at another UC campus, medical center or lab.

  • IRD
    See Initial Review Date

  • IX
    The Bargaining Unit code Non-Senate Instructional Appointees (Lecturers).


  • Job Description
    A description of the major responsibilities, duties, qualifications associated with a specific job.    

  • Job Number (RMS)
    Every job advertised has a unique 7-digit number that identifies it within our system. The first two-digits represent the year the job was posted.            

  • Job Posting
    Reflects a combination of job description (job duties, qualifications, etc) information, and the terms and conditions of employment associated with the vacancy. You can view current job posting at            

  • Job Title  
    The working title of a specific job opening (located at the top of the posting).       



  • LNP
    Leave No Pay

  • LOA
    Leave of Absence

  • LX
    The Bargaining Unit code for Librarians.


  • MSP
    Managers and Senior Professionals


  • New Hire/Rehire

    • The selection and employment of an individual who has never been on UC payroll is termed a “New Hire”.

      The selection and employment of an individual who was previously on the UC payroll, and who is currently separated with a break in service is termed a “Rehire”.

  • Non-Recruitment
    A non-competitive process in which the hiring manager identifies the candidate for hire into a temporary position in lieu of the position being posted and advertised. [More]  

  • Non-Recruitment Request Packet 
    Materials used to initiate a non-recruitment request in the Recruitment Management System (RMS). Packet contains completed RMS Worksheet: Non-Recruitment, and job description.

  • NX
    The Bargaining Unit code for Registered Nurses.          


  • OES
    See Overtime Exemption Status

  • Onboarding 
    See Onboarding Resources for Employees & Supervisors.   

  • Open Recruitment 
    A competitive process that seeks a broad pool of qualified, diverse applicants and normally utilizes a search committee to screen, interview and identify a candidate for hire. [More]    

  • Open Until Filled
    The designation that a job will continue to be advertised and applications will continue to be accepted up until an offer of employment has been made and accepted.

    On-line Payroll Time Reporting System (PPS)    

  • Overtime Exemption Status (OES)  
    Designates eligibility for overtime compensation. N (Non-Exempt) is an OES code indicating titles eligible for overtime compensation. E or G (Exempt) are OES codes indicating titles that are not eligible for overtime compensation. Also see Fair Labor Standards Act (FLSA).     


  • PA
    The Bargaining Unit code for Police Officers.

  • PAN (PPS)
    See Post Authorization Notification (PAN) Routing Forms

  • Part Time Positions  
    A position is designated as part-time if the scheduled hours of work are less 40 hours per week.   

  • Pay Disposition Code (Mail Code)
    Six digit code (Mail Code) which indicates where an employee’s pay check is to be delivered. See PPS Manual, Appendix J 

  • PIE
    Period of Initial Eligibility        

  • Position Description (PD)
    Electronic record housed in RMS which contains job related information such as essential duties, qualification, appointment type, and classification level

  • PPSM
    See Personnel Policies for Staff Members

  • Preferential Rehire
    A regular status employee who has been separated as a result of layoff shall receive preferential consideration for any active and vacant career position based on criteria set forth in policy and collective bargaining agreements. [More]     

  • Proportionate to Time Worked 
    Job postings reflect full-time equivalent salaries. Part time positions will earn a proportion of the full-time salary level. A 20 hour/week position (50% time) would earn 50% of the salary stated on the job announcement. For example: $2400/month for a 20 hour/week position would earn $1200/month.     

  • PSS
    Professional and Support Staff
    See Personnel Policies for Staff Members

  • PX
    The Bargaining Unit code for Postdoctoral Scholars.


  • Quick Link 
    A web URL generated by RMS each time a recruitment is created. Provides access to a specific job posting.        


  • Recruitment
    The process used to fill a job opening. [More]     

  • Recruitment Management System (RMS)  
    A web-based tool used to facilitate the recruitment and hiring of staff positions via Recruitment. [More]     

  • Recruitment Specialist (RS) 
    Assists divisions with staff recruitment and hiring.  [More]            

  • Recruitment Status   
    Identifies where the hiring unit is in the recruitment process.  See Recruitment Status Definitions.   

  • Recruitment Type
    Recruitment method used to fill a vacant position.  [More]      

  • RMS
    See Recruitment Management System (RMS)

  • RX
    The Bargaining Unit code for Research Support Professionals.    


  • SA
    See System Administrator (SA)

  • SCFA
    Santa Cruz Faculty Association [More]

  • Search Committee   
    A group of campus representatives normally selected by the hiring supervisor who participate in the screening of applications, interviewing, and selecting of the top candidate(s).  

  • Selection Criteria   
    Qualifications and/or competencies contained within the job description which are utilized by the search committee to evaluate applicants.        

  • Selection Criteria Guide
    A numbered list of the Selection Criteria.             

  • Shift Differential   
    Additional compensation paid to an employee in an eligible class who is required by management to work an assigned evening, night or weekend shift. See PPSM 30 and/or collective bargaining agreements.    

  • SHR
    Staff Human Resources    

  • Sign-up 
    See Employee Sign-up.     

  • SMG
    Senior Management Group            

  • System Administrator (SA)   
    Manages and maintains RMS.  [More]    

  • SX
    The Bargaining Unit code for Service Employees.



  • UCRP
    University of California Retirement Plan; part of the University of California Retirement Program


  • Unit  
    An academic or administrative group within the campus regarded as a distinct entity in the larger campus organizational structure. Also see hiring unit.

  • UPTE
    University Professional and Technical Employees [More]      



  • Waiver Request Packet   
    Materials used to initiate a waiver of recruitment request in the Recruitment Management System (RMS). Packet contains completed RMS Worksheet: Waiver of Recruitment, job description and divisional waiver justification letter.      

  • Waiver of Recruitment   
    A non-competitive process in which the hiring manager identifies the candidate for hire in lieu of the position being posted and advertised. [More]   





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