COVID 19 FAQ Position Management

Position Management During COVID-19 Pandemic: Recruitment Approvals FAQs

Each Vice Chancellor, Dean and Vice Provost will need to review current and proposed recruitments and determine if they will seek approval to proceed with recruitment. Vice Chancellors will need to review their proposed recruitments with the Chancellor. Deans, Vice Provosts and the University Librarian will need to review their proposed recruitments with the iCP/EVC or Chancellor. The Chancellor or iCP/EVC must approve recruitments and hires during this period. Q&As below address special exceptions and circumstances. 

Answers to questions posed by the campus

  1. Do position management principles apply to temporary employees hired through Temp Agencies? 
    1. Yes, the iCP/EVC or Chancellor’s approval is required in the case of temporary employees until further notice.
  2. Do position management principles apply to contract employees that are hired through a vendor contract?
    1. Yes, the  iCP/EVC or Chancellor’s approval is required in the case of independent contractors until further notice.
  3. Do position management principles apply to contract positions hired through SHR staff appointments?
    1. Yes, the iCP/EVC or Chancellor’s approval is required in the case of staff contract appointments until further notice.
  4. Do position management principles apply to interim positions that are hired for shorter appointments (like five months or less) through recruitment or non-recruitment?
    1. Yes,  iCP/EVC or Chancellor’s approval is required in the case of positions to be filled via competitive recruitment or non-recruitment processes until further notice.
  5. Do the position management principles apply to staff positions paid on contract or grant funds?
    1. For those rare extramural contracts or grants that do allow staff positions according to the funding agency requirements and award budget, no additional position management approval is required to recruit staff so long as the end date of the job is prior to or equal to the end date of the contract or grant. Usually these hires are established as temporary or contract employment with defined end dates. In the event the hire is intended to persist beyond the contract or grant end date, and be paid from non-extramural contract or grant funds, position management approval is required. Please clearly state that the position is 100% grant-funded in your communications to SHR Talent Acquisition.
  6. Do position management principles apply to the process of rehiring retirees?
    1. No. The current process for hiring retirees for temporary roles stays in effect.
  7. Do the position management principles apply to academic positions paid on contract or grant funds?
    1. No, approval is not required to recruit or hire positions that are fully funded by contract or grant funds. Please clearly state that the position is non-19900-funded in your request to recruit/ hire.
  8. Do the position management principles apply to staff as well as academic positions paid on faculty startup funds?
    1. No, approval is not required to recruit or hire positions that are fully funded by faculty startup 19900 funds. Please clearly state that the position is 100% startup-funded in your request to recruit/ hire.
  9. Will the current health crisis delay the TAM implementation plan?
    1. TAM is scheduled to launch at the beginning of June. Actual dates for the transition from RMS to TAM have been announced to the campus (SHR TAM resource page). Additional communications will be sent should the transition plan or launch dates change.
  10. Will UC Santa Cruz implement a hiring freeze?
    1. No hiring freeze is currently planned. However, during these uncertain times, some recruiting may be slowed or deferred, as determined by strategic planning protocols.

      To ensure the public understands that some hiring activity will continue, TA will add a delay notice* to all job postings regarding possible delays in selection and hiring. Otherwise, there will be no other change to job postings at this time and no need for iCP/EVC or Chancellor’s approval. TA will notify HMs/CHMs that their job posting includes the new delay notice.

      *Delay Notice: Applications continue to be accepted for this position. Due to the current health crisis, candidate selection or hiring steps may be delayed.
  11. If a hiring manager has already extended an informal job offer to a candidate, should they halt the remaining hiring steps in order to get iCP/EVC or Chancellor’s approval?
    1. Beginning March 30, 2020, hiring managers must have iCP/EVC or Chancellor’s approval before extending an informal job offer to a candidate. For all informal job offers extended by a hiring manager prior to March 30, 2020, no additional approval is required and the hiring process may continue as usual.
  12. If SHR has extended a job offer, should they halt the remaining hiring steps so the hiring manager can get iCP/EVC or Chancellor’s approval?
    1. Beginning March 30, 2020, hiring managers must have iCP/EVC or Chancellor’s approval before SHR may extend a job offer to a candidate. For all job offers extended by SHR prior to March 30, 2020, no additional approval is required and the hiring process may continue as usual.
  13. If approval is given to launch a Staff recruitment, will this approval process be required again to extend a job offer to the selected candidate?
    1. No. The iCP/EVC or Chancellor’s approval provided at the initial job posting stage remains in place for the eventual job offer.
  14. Does the iCP/EVC or Chancellor’s approval process apply to requests to create a new UCPath position? (A position is requested from the SHR Comp team and is processed in UCPath; this step is a precursor to recruiting later with TA).
    1. Yes, iCP/EVC or Chancellor’s approval applies in this case. SHR Compensation will confirm iCP/EVC or Chancellor’s approval is in place, and one of the following actions will occur:
      1. if approved, SHR Compensation will process the request in UCPath as a high priority transaction.
      2. if not approved, SHR Compensation will process the request in UCPath as time permits, but the position will not be recruited for until approved at a later date, OR until the iCP/EVC or Chancellor’s approval is no longer required.
  15. The end of fiscal year is a common time for end dates on contract appointments and limited appointments. Are units required to seek iCP/EVC or Chancellor’s approval to extend these appointments if they were otherwise approved for extension by their division?
    1. No. Position management review is not required for contract renewals or reappointments of limited staff and term academic appointments. It only applies to filling currently vacant positions and creating new positions.

NOTE: For additional FAQs from SHR, please check here.