(Editors note: the following is representative of an email sent to campus departments on 3/8/23 by Moon Jang-Shinn, COO, SSALL, and the BRS Regional HR Managers.)
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Dear Department Managers and Colleagues,
We have begun working on 2023 Summer Sessions Hiring and I am writing today to share details about this year's processes. Below are the important dates and deadlines to help in your preparations and assist you to answer questions for your new Summer Sessions hires. Please keep in mind that these deadlines are the absolute date by which to take action to ensure Summer Session hires are paid on time. It would be helpful to remind these hires must take action as quickly as possible to ensure on-time pay.
Note: For timecard deadlines for each 2023 pay period, go to this page on Berkeley's CalTime website.
What’s New This Year
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We have updated the Hire Request Form to begin collecting Lived Names instead of Legal Names. As a reminder, the Lived Name is an individual's self-chosen or personal and/or preferred professional name, based on the Gender Recognition and Lived Name Project.
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We have added a new pay date to Session C hires; this summer, they will be paid on June 30 and August 1.
Submitting Hire Requests
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eHire is now available and you can login to begin entering requests. If you do not have access, please send an access request.
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Review these instructions on how to submit a hire request in eHire.
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If you have any questions about how Summer Sessions hiring works, or if you are a new person handling Summer Sessions hires for your department, you can browse our website to learn more about the process and policies and search for answers to your questions.
Onboarding
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All Berkeley Regional Services (BRS) regions will continue to conduct onboarding services (e.g., DocuSign packets and work authorization video appointments) via individual appointments for all new employees and this includes Summer Sessions hires needing onboarding. You can find more details about onboarding activities on BRS’ Onboarding Newly Hired Berkeley Employees web page with details on how to contact your applicable regional onboarding team.
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If you have questions about onboarding, submit an online service ticket under the “General question or problem” category from the HR Service Hub portal. Requests will then be routed to the applicable BRS regional team. For ERSO-supported groups, please contact the ERSO HR team at: ersostudenthiring@erso.berkeley.edu.
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It is important to adhere to the appropriate deadlines to ensure on-time pay and system access for these new hires.
Helpful Reminders and Additional Details
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When you need assistance, Summer Sessions will continue to assist you with eHire system/access or if you have any finance questions. Summer Sessions will also continue to create and issue all agreement/offer letters.
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BRS will still be your point of contact after the offer has been accepted in eHire and is responsible for all onboarding activities and payroll/timekeeping transactions.
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It continues to be the department's responsibility to ensure that all the hiring documents for the potential employee are completed before they begin working, and if applicable, their visa status is valid for employment at UC Berkeley.
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Please use the salary rate in effect when making appointment requests.
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You can find your department’s Summer Sessions hiring request details from last year in eHire. Go to “Status Tracking” and select 2022 from the “Year Submitted” drop-down menu.
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To reduce risks of any overpayments or impacts to our students, please remember to contact Summer Sessions whenever a scheduled session is being cancelled. Summer Sessions will proactively contact the registered students and BRS can ensure payroll is not generated.
Need More Help?
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Contact Nicole Nakano at summer_hr@berkeley.edu when you have questions or need assistance with Summer Sessions.
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For assistance from BRS after the offer has been accepted, when you have questions or need help with the hiring/onboarding activities, need the hire status, or have payroll questions:
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You can submit an online (HR Service Hub) ticket under the “General question or problem” category from the HR Service Hub portal. Requests will be routed to the applicable BRS regional HR team.
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Or, you can reach out directly to your regional HR Partner.
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For ERSO-supported groups, please contact the ERSO HR team at: ersostudenthiring@erso.berkeley.edu.
Please share this information with any staff processing summer hire requests. You can also refer to our Summer Sessions website and/or BRS' Summer Sessions Hiring webpages which includes session deadlines and other details. Let us know if you have any additional questions.
In partnership,
Moon Jang-Shinn
Chief Operating Officer
Summer Sessions, Study Abroad & Lifelong Learning (SSALL)
Ana Sanchez, Eboni Wilson, Aza Gevorkian, Renee Wallace, Marco Ruiz, Rob Fredrickson, Linda Marmolejo and Danny Reyes
Berkeley Regional Services HR Managers, Supervisors (BRS)