Important deadlines and actions to take

ASE/GSR, Lecturer, and Trainees/Fellows hire deadlines and actions for departments to take for for Spring 2024 appointments

Up front, it is important to keep in mind that Berkeley continues to experience earlier-than-usual deadlines - early deadlines are also impacted by the upcoming winter curtailment timeframes that were announced on 10/3/24 by People & Culture  The key to everyone’s success is if you identify your hires and approve them as early as possible

Many of the processes will remain the same, here are the important dates and details. BRS Regions will begin communicating details to their departments in mid-October 2024.

Written Notice of Appointment Letter Templates

Appointment Letter Templates for UAW represented ASEs and GSRs are currently being updated and should be used for all new appointments. The updated templates will continue to be found on People & Culture’s Forms & Letters for Labor Contracts webpage and should be available later in October.

  • Going forward, Smartsheets will contain the updates and reflected in GSR Appointment Letters generated by BRS. As a reminder, Smartsheet does not generate Letters for ASEs, only GSRs, which will continue in Spring 2025. Departments/units who develop their own Letters should download and use the updated versions available soon on the People & Culture website.

Requesting new/rehires with Spring '25 appointments

Collect and begin entering your new Spring ‘25 appointment information on your existing Smartsheets: 

  • ASE/GSR Hiring: AY24-25
  • Student Assistant Hiring: AY24-25
  • Trainees and Fellows: AY24-25
  • Lecturer Hiring: AY24-26 

Please note that the 10-1-24 range adjustments for ASE/GSR and Trainee/Fellows have been added to the respective Smartsheets. Examples/screenshots of the adjustments are reflected in the ASE/GSR Hiring FY24-25 Smartsheet Changes document

  • *As a reminder, due to the GSR Union Contract requirement for appointment notification (when practicable, GSRs should be provided an appointment letter at least 30 days in advance), all GSR requests should be submitted a minimum of six (6) weeks prior to the GSR start dates.

Target deadlines (unless otherwise communicated by a region)

Adhere to the following deadlines (to ensure there is sufficient time for entry to UCPath as well as DocuSign completion to ensure on-time pay).

Picture of the ASE GSR and Lecturer deadlines for Spring 2025

Important DocuSign packet details

For those who need to do so, please encourage new appointees/hires that they should 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 help to ensure on-time pay. 

  • It is important to know that new employees must complete their DocuSign packet by the first day of the semester at the latest in order to avoid potential damage payments (which cannot be paid with Federal funds).
    • Those who do not complete their DocuSign packet by the deadline may also need teaching day basis recalculations.
    • Also, they must not start work until they have completed their DocuSign packet and work authorization documentation (Form I-9) verification which is required before the first day of work.

Additional tools and resources

Student Hiring

Contact your respective BRS region for deadlines and details.

Berkeley Graduate Division

A comprehensive website for Graduate Student Academic Appointments