Important deadlines and details

ASE/GSR, Lecturer, and Trainees/Fellows hire deadlines and information you need to know for Summer/Fall 2024

In the current landscape, it is important to know this year more than before, Berkeley will again be experiencing earlier-than-usual deadlines - the campus continues their 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. Plus, the start of the semester is one week later than last year which accelerates the onboarding deadlines to align with UCPath payroll deadlines.

Though 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 mandatory new hire paperwork/onboarding activities by the deadline

While many of the processes will remain the same, here are the important dates and details to share.

Target dates (unless otherwise communicated by a region)

Entering ASE/GSR requests for new/rehires with Summer/Fall '24 appointments:

  • Use the NEW Smartsheets titled ASE/GSR AY24-25.
  • Begin entering appointments now (or as soon as they are communicated by the respective BRS region).
  • The deadline for departments to enter and approve their Summer/Fall 2024 appointment/hire requests in their new Smartsheets for on-time pay will be 7/12/24*.
    • *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.

Entering Lecturer requests for new/rehires with Summer/Fall '24 appointments:

  • Use the NEW Smartsheets titled Lecturer AY24-27.
  • Begin entering appointments now (or as soon as they are communicated by the respective BRS region).
  • The deadline for departments to enter and approve their Summer/Fall 2024 Lecturer appointment/hire requests in their new Smartsheets for on-time pay will be 5/31/24.

Entering Trainees and Fellows requests for new/rehires with Summer/Fall '24 appointments: (use this Promapp for process details)

  • Use the NEW Smartsheets titled GSR Trainee/Fellow Hiring AY24-25 (eff. 7/1/24).
  • Begin entering appointments now (or as soon as they are communicated by the respective BRS region).
  • A two-part process will be used for inputting the GSR Trainee or Fellow's hiring information into the Master Hiring Smartsheet for 2024-25. BOTH of the steps are critical and mandatory.
    • Use this short Smartsheet form to enter basic data points which once filled out, will automatically populate the information to the Master Smartsheet in a new row and will then feed to the respective departmental report.
    • Departments/units/GSAOs will then go to their DEPARTMENTAL Smartsheet report to complete the student's remaining hiring information.
    • Why the two-part process? Because we are only using one Master Hiring Smartsheet for Trainees/Fellows, this workflow will move the student's name to the applicable region and department/unit's Smartsheet report and will avoid overwriting Smarthseet rows by multiple simultaneous entries onto the same Smartsheet.

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. 

ASE/GSR deadlines:

  • To translate to an on-time 8/30/24 monthly pay date, they will need to complete their DocuSign packet by 8/2/24.
    • It is also important to know that they 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.

Lecturer deadlines:

  • To translate to an on-time 7/1/24 monthly pay date, Lecturers will need to complete their DocuSign packet by 6/12/24.
  • To translate to an on-time 8/1/24 monthly pay date, Lecturers will need to complete their DocuSign packet by 7/10/24.
  • 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.

Short Work Break (SWB) - Summer Sessions

Summer Session appointments have a up to 31 days bridging period to bridge appointments ending in May to the first day of their Summer Session appointment.    

    • This typically allows for employees in Summer Session A, B, C, and 12W to bypass onboarding if there is an appointment approved on the Smartsheet.

    • Summer Session appointment letters for those in sessions D, E, and F (who exceed the 31-day bridging period) need to be sent out to employees in order for them to complete their onboarding/mandatory new hire paperwork process.

    • In order to avoid potential overpayment, departments should respond to their region's request for terminations for those employees that will not be returning in the Summer/Fall.

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