Summer Session Hiring for 2025 announced

(Editors note: The following email was sent to campus departments by Moon Jang-Shinn and BRS Regional HR Managers/Supervisors on 3/17/25.)

Dear Department Managers and Colleagues,

We are working diligently on 2025 Summer Sessions Hiring efforts and I am writing today to share details about this year's effort. 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.

What’s new this year

• We are now requiring a completed Description of Duties(link is external) form for all Academic Student Employees (ASE), except Acting Instructor-Graduate Student, before a hire request can be submitted in eHire(link is external). Please note that the form is a Summer Sessions version, different from the one used during the academic year.

Submitting hire requests

• eHire(link is external) is now available and you can login to begin entering requests. If you do not have access, please send an access request.(link is external)

• Review these instructions on how to submit a hire request in eHire.(link is external)

• Please submit a Description of Duties(link is external) form for all ASEs, except Acting Instructor - Graduate Student, before submitting a hire request in eHire (unique Form ID required).

• 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(link is external)  to learn more about the process and policies and search for answers to your questions.

Onboarding

• All Berkeley Regional Services (BRS) regions will continue to conduct onboarding services (e.g., DocuSign packets, etc.) for applicable new employees and this includes Summer Sessions hires needing onboarding. This includes the new Misconduct Disclosure and Release of Information required by 2025 California legislation for all  Background Checks. 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.

• If you have questions about onboarding, submit an online service ticket under the “General question or problem” category from the HR Service Hub(link is external) 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(link sends e-mail)

• It is important to adhere to the appropriate deadlinesreflected on BRS’ Summer Session Hiring web pages to ensure on-time pay and system access for these new hires.

Helpful reminders and additional details

• 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.

• 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.

• 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.

• Please use the salary rate in effect when making appointment requests.

• You can find your department’s Summer Sessions hiring request details from last year in eHire. Go to “Status Tracking” and select 2023 from the “Year Submitted” drop-down menu. 

• 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?

• Contact Nicole Nakano or Alex Asuncion at summer_hr@berkeley.edu(link sends e-mail) when you have questions or need assistance with Summer Sessions.

• 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:

• You can submit an online (HR Service Hub) ticket under the “General question or problem” category from the HR Service Hub(link is external) portal. Requests will be routed to the applicable BRS regional HR team. 

• Or, you can reach out directly to your regional HR Partner. 

• For ERSO-supported groups, please contact the ERSO HR team at: ersostudenthiring@erso.berkeley.edu(link sends e-mail)

Please share this information with any staff processing summer hire requests. You can also refer to our Summer Sessions website(link is external) 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 Administrative Officer

Summer Sessions, Study Abroad & Lifelong Learning (SSALL)

Karla Sanchez, Eboni Wilson, Gina Banton, Aza Gevorkian, Renee Wallace, Marco Ruiz, and Rob Fredrickson

Berkeley Regional Services HR Managers, Supervisors (BRS)