ASE/GSR and Lecturer Hiring

Summer/Fall 2020 ASE/GSR and Lecturer Hiring 

Here is the information to initiate the appointment request process for Academic Student Employees (ASEs), Graduate Student Researchers (GSRs) and Lecturers for the Summer/Fall 2020 Hiring. Berkeley Regional Services (BRS) HR teams will continue to support these efforts for their respective regional units/departments. Check out these current ASE/GSR and Lecturer Hiring Timeline-Onboarding Dates for important deadlines. Note: clearing your internet cache may be needed to see the Summer/Fall 2020 version.

The overall process remains the same: designated personnel are responsible for initiating the request via Smartsheet for their department/unit which can also be used to track the progress of these requests. Plus, the ASE/GSR Intake Form is still an alternative to submit requests (and attachments) in an easy-to-read form. Please note: ERSO-supported departments may have slight process variations - contact the ERSO HR team for any clarifications at: ersohrops@erso.berkeley.edu. 

Hiring During COVID-19 

It is understood that the landscape at Berkeley is ever-changing in this COVID-19 environment that has not only impacted campus operations but also a department's financial and hiring decisions. BRS has tried to anticipate what operations will look like in the coming months and have consequently modified processes to help support departments, while still adhering UCPath system deadlines that are beyond BRS' control. In these uncertain times, please know BRS is committed to partnering with deparments as best we can to ensure appointments are processed in a timely manner and will remain as flexible as possible to support these efforts, particularly for any late additions.

During the shelter-in place orders, while in-person Onboarding sessions have been suspended, and by default, all new hire /rehire paperwork is completed remotely through an online process that includes an improved DocuSign packet and a video appointment for the I-9 verification. As a result of this default, BRS has been able to implement new improvements to expedite establishing the employee record earlier in UCPath. This will facilitate faster access to employee systems and EIDs for brand new hires as well as improve on-time pay for all appointments. These new processes are also being integrated into ongoing business practices; not just during COVID-19. Look for more details about that soon.

Important dates and details below are for ASE/GSR hires - See the Lecturer Hires page for those details

(Please know that date(s) may be subject to change as the campus operational landscape continues to evolve.)

  • Target Date for Requests:

    • Departments should enter/approve their hire requests in Smartsheet by 8/3/20 for on-time pay. For any late additions, work with your HR Generalist to help expedite these (see more info in Actions for You below).

  • New and Rehire ASE/GSR Hires with 8/1/20 appointments:

    • They will need to complete the Onboarding DocuSign packet by 8/07/20 for an on-time 9/1/20 monthly pay date. 

    • They must not start work until they have attended their Onboarding appointment (specifically to complete the I-9 documentation and State Oath, which is required before the first day of work).

    • Those who need to complete Onboarding must complete the DocuSign packet (which now includes the State Oath) by the first day of the semester at the latest in order to avoid potential damage payments (which cannot be paid with Federal funds). These appointments may also need teaching day basis recalculations.

    • Dual FLSA/Pay Cycle complications as a result of multiple jobs/appointments can cause additional delays. Submitting manual (paper) monthly or bi-weekly timesheets may be an alternative to use for the first pay period. Save the above and provide it to your new hire, in the event of delays to systems access such as CalTime.
  • ASE/GSR Hiring & Onboarding Timelines:

    • Look here for the timeline, which was derived from UCPath Center and BRS processing deadlines. Adhering to these timelines will be an important component to ensure these new hires receive timely pay.

Short Work Break (SWB)

  • UCPath’s SWB is allowed for up to four months for ASE/GSRs who have been identified as returning and may/may not yet have a Fall appointment (in the current COVID-19 environment, the Fall appointment requirement for ASE/GSRs has been lifted)

    • For those who have been identified as not returning: they should be terminated in May to avoid potential overpayments; they are not SWB eligible. 

    • For those who will be returning and you are ready to reappoint for Fall, make sure to add/approve your Summer/Fall ‘20 ASE/GSR appointments in Smartsheets by the earlier timeframe (5/11/20) if you would like to use SWB. (Additional complexities exist and time is needed to determine if the appointment is eligible and will proceed providing the work authorization is valid.)

    • For current Spring 2020 ASE/GSRs that you have not requested be terminated or have been placed on the Summer/Fall ‘20 ASE/GSR smartsheet with a Fall appointment, they will be placed in SWB through the Summer. 

      • Please note: in order to do this we will have to extend their Spring 2020 appointment and that position number will NOT be able to be used for any other appointment.

Smartsheet information

New ASE/GSR Smartsheets are now available!  This year’s hiring sheets are titled ASE/GSR AY20-21 to match the academic year timeline, and departments can begin entering appointments immediately. If you did not receive access, please contact your HR Generalist.   

Smartsheet Changes are all listed in this document. Some highlights include:

  • GSR - Decoupled, No, or Partial Fee Remission job title changes
  • Status Column changes
  • Smartsheet notifications emails

Actions for you

  1. Target dates for ASE/GSR requests: All appointment requests must both be entered/approved on the new Smartsheet no later than 8/3/20 for on-time pay. *Short Work Break (SWB) is the exception - see SWB section above for details and actions needed. Work with your HR Gen any late hire requests. Remember that Position Number data must be accurate with the appointment data in the Smartsheet -- this will help mitigate process delays.

  2. DocuSign packets: Encourage your new hires to complete their new employee paperwork (DocuSign packet) immediately upon receipt. This will help expedite their UCPath employee record and Employee ID (EID) as well as ensure on-time pay.

  3. Inform BRS of international hires: This year due to the unusual travel delays and changes, we anticipate some Lecturers may be working remotely. Be sure to complete the “Physical Work Location Status” column in the Smartsheet to indicate where the Lecturer will be working from so BRS can get relevant information to them during onboarding.

  4. Late Appointments: 

    1. For late appointee(s) that are added to the Smartsheet after 8/3/20 or if hire/rehires do not complete their DocuSign packet before 8/07, BRS may not have sufficient time to process these by the UCPath Center deadlines for on-time pay. Please know that BRS will work with Departments on these.

    2. You should let your hires know that their pay may not be issued on their regular pay date (biweekly or monthly) and may need BRS to take action to further process and expedite their pay. It can take up to 10-15 business days for hires to see their check. Also note: this could necessitate a revised Appointment Letter for those applicable title(s) - look here for more of those details.

    3. Late appointment hires may experience systems access delays. Departments should work with their hires to identify how best to support them if they are not able to access Berkeley systems during their first days of work.   

  5. Smartsheet action:  For any request that was transferred from the Spring 2020 Smartsheet to the new AY20-21 Smartsheet, the job title of "GSR - No Fee Remission" job code 3266 (which will be retired) will map automatically to the new "GSR - Decoupled Fee Remission" title code 3266.  Departments should review these to ensure the fee remissions, job title, and job code are appropriate.

New to using Smartsheets? Check out the Smartsheet information section for more help.

When you need assistance:

You are also encouraged to keep open lines of communication with your HR Generalist when extenuating circumstances regarding ASE/GSR hires come up. They are here to help support you. 

BRS will continue to communicate any changes based on campus operations over the next several months.