Important deadlines and actions to take

ASE/GSR, Lecturer, and Trainees/Fellows hire deadlines and actions for departments to take for for Summer/Fall 2025 appointments

In the current landscape, it is important to remember that Berkeley currently experiences earlier-than-usual deadlines - Berkeley continues our efforts to proactively mitigate potential delays in processing these large volumes of time sensitive work during the very busy hiring periods by the UCPath Center. While aggressive, BRS regions are continuing to work on solutions to help speed up processing. They will be successful only if departments identify their hires and approve them as early as possible and new employees complete all their onboarding activities by the deadline

While many of the processes will remain the same, here are the important dates and details to share. BRS Regions will begin communicating details to their departments in early March 2025.

Written Notice of Appointment Letter Templates

Appointment Letter Templates for UAW represented ASEs and GSRs  should be used for all new appointments. These templates will continue to be found on People & Culture’s Forms & Letters webpage.

  • 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 Summer/Fall 2025. Departments/units who develop their own Letters should download and use the updated versions available on the People & Culture website.

Requesting new/rehires with Spring '25 appointments

Collect and begin entering your new Summer/Fall 2025 appointment information on these Smartsheets: 

  • ASE/GSR Hiring: AY25-26 - Available after 3/6/25, use your NEW Smartsheet. 
    • Note: Access to last year's Smartsheet (AY24-25) will close on 3/4/25 to prepare for the cutover.
  • Lecturer Hiring: AY24-26 - Use your EXISTING Lecturer Hiring Smartsheet - We will create new Lecturer Smartsheets next year.

*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).

6/13/2025

Deadline for departments to enter/approve all Summer/Fall 2025 Lecturer Academic-Year and Continuing entries to the existing FY24-27 Lecturer Smartsheet for timely 8/1/25 pay.

7/11/2025

Deadline for departments to enter/approve all Summer/Fall 2025 ASE/GSR & Lecturer Smartsheet semester entries for timely 8/30/25 pay and 8/1/25 systems access.

8/1/2025

Deadline for ASE/GSRs & Lecturers to complete their DocuSign packets in order to receive timely 9/1/25 pay and systems access before the semester starts.

8/20/2025 (first day of the semester)

Departments must ensure employees do not begin working until they have completed all onboarding activities* to avoid damage payments.

*This will include the clearance of the new Misconduct Disclosure and Release requirement.

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