Employees leave the University for many reasons, mostly voluntary. Aside from voluntary resignation or retirement, there are several other separation actions related to the end of University employment, including probationary release, termination, layoff or medical separation.
UNEMPLOYMENT INSURANCE CLAIMS
If your department receives an unemployment claim form for a current or former employee, please supply as much information as you can based on what is being requested (even if you don't have all the information) and fax the information back to Equifax at 800-472-7160. Equifax is a contracted 3rd party administrator between UC (UCPath Center) and the EDD.
When your UC employment ends, you may be eligible for unemployment insurance (UI). You can access unemployment insurance services and information by telephone, using the State of California Employment Development web site, or visiting your local California State Employment Development Department (EDD) office. If you work outside of California, contact the comparable state agency in your location.
If you file for unemployment insurance benefits, you must meet specific eligibility requirements before benefits can be paid. EDD determines whether or not you are eligible, according to state law and regulations. Each case is decided individually. Your department manager or supervisor have no involvement in this process and cannot provide you with any information on guidance on this issue.
Tips for Applying for Unemployment Insurance
To learn how to qualify or apply for unemployment insurance, go to Employment Development Department (EDD) through the State of California.
Contact Points to Apply for Unemployment Insurance
- INTERNET: UI Online is the fastest and most convenient way to file your UI claim.
- BY PHONE: To file a claim or for payment information, representatives are available at the following toll-free numbers, Monday
through Friday from 8 a.m. to 12 noon (Pacific time) except on state holidays.
- English 1-800-300-5616;
- Spanish 1-800-326-8937
- See EED website for additional language phone numbers
- QUESTIONS: For general program questions or technical help, including registration, password resets, EDD Account Number, and how to use UI Online, contact EDD at 1-833-978-2511 from 8 a.m. to 8 p.m.
- LAST EMPLOYER INFORMATION: EDD will ask for two addresses - a mailing address and a physical address:
- Mailing Address:
- The Regents of the University of California
- P.O. BOX 283
- St. Louis, MO 63166
- Physical Address:
- University of California, Santa Barbara
- Your department location (i.e. 3101 SAASB)
- Santa Barbara, CA 93106
- Mailing Address:
- It is important to use the mailing address above to avoid late payment of UI benefits.
- If, when filing your claim or during the interview process, you are asked for your supervisor’s name and phone number, you can release this information.
LEAVING UC EMPLOYMENT
Please provide a written letter of resignation to your direct supervisor.
If you are retiring, submitting the retirement paperwork does not also terminate University employment. You must also submit a letter of resignation to the home department.
When an employee’s status changes from Active to Inactive, UCPath triggers a welcome and an invitation to the separating employee to create an account in the Former Employee Portal, where they will have access to:
- Personal Information Summary
- History of earnings statements and;
- W-2 history
Former employees have access to this information for three years following separation. Separating employees must provide a valid email address in UCPath prior to separation via one of the following email selections in Personal Information Summary:
If the employee designates one of these as “preferred,” UCPath will send the welcome email to this address. If the employee does not mark one as “preferred,” the system will use the first populated email address in the order above. Please note: if separated employees have access to their business email address after separation, they must enter it into one of the email selections above and designate it as preferred.
TROUBLESHOOT: No updated email address in UCPath?
If no email address is provided, the former employee must contact UCPath and provide an email address to create a former employee account.
- Tie up any loose ends at the office (finish up projects; hand offs)
- Move files locally maintained to shared drive or other secured storage and assign permissions (BOX)
- Manager approves final timesheet for payroll processing.
- Manager requests final pay.
- Manager updates org chart and reporting structure in UCPath
- Work with your manager to set out of office replies on phone and email with redirection instructions.
- If assigned access or approver/review roles within financial or other systems, work with your manager to identify proxy, contact system owner to update and remove access.
The Office of the President provides a summary of options regarding your university benefits when leaving UC employment. Most university benefits end on the last day of the month in which your employment ends. For example, if your last day of work is March 5, your health insurance will end on March 31. If you are eligible for and wish to continue medical/dental/legal coverage as a retiree, you must retire within 120 days of your separation from UC.
The Termination of Employment Benefits Factsheet explains how your benefits are affected when your UC employment ends. You may wish to go over this information with the Benefits Office to be sure that you have taken all necessary actions
You and/or your eligible family members may be eligible to continue UC-sponsored coverage under COBRA (the Consolidated Omnibus Budget Reconciliation Act of 1985).You have 60 days from the date you lose coverage by reason of a qualifying event (employment termination) or from the date you receive notice of your continuation rights, whichever is later, to apply for COBRA continuation.
COBRA continuation coverage is identical to the UC-sponsored health coverage you and/or your family members had immediately prior to qualifying for COBRA coverage except you pay the full cost; there is no UC contribution.
Covered California is also an option you may want to consider for medical insurance. Covered California is an easy-to-use marketplace where most Californians can get health coverage that cannot be denied by health insurance companies or canceled if they are sick or have a pre-existing health condition. Separating from UC will provide you with a “qualifying event” to enroll through Covered California.
Please return all University property in your possession, including keys, electronic key cards, phones, laptops, radios. Any University property, including documents and records that you have been allowed to take home should be returned prior to your last day of employment. If you have a University Corporate Card or FlexCard, that should be returned to your supervisor or department business officer.
Where applicable, please provide passwords or otherwise grant access to University email, voicemail or any other electronic resources to insure continuity of University business operations. In some cases, access will not be required and the University will terminate email/other accounts as appropriate.
Your parking permit must be returned to Transportation & Parking Services to be cancelled. The permit is considered to be in use while it remains in your possession. The end of University employment does not automatically terminate your parking permit or your obligation to pay the applicable fees.
LAYOFF RESOURCES FOR EMPLOYEES
The University of California, Santa Barbara is committed to creating a healthy and supportive environment for each employee and to administering all policies fairly and equitably. It is the policy of the University to minimize layoffs required by budget reductions and to consider staffing reductions only after other creative solutions have been considered.
While other possible alternatives may be explored, sometimes the University finds it inevitable and necessary to reduce staffing levels due to lack of funds or lack of work, including lack of work due to reorganization. This website is a resource for you to get answers to basic layoff questions and information on benefits, employment services, and our career transition/outplacement program.
If you have general questions or concerns about potential layoff or have questions about your layoff, please contact Employee & Labor Relations through HR ServiceNow
Career Transition/Outplacement Program
The UCSB Career Transition/Outplacement Program provides a wide range of outplacement services and resources at no cost to UCSB employees subject to layoff. Outplacement services are optional, individually customized services designed to minimize the impact of layoffs by assisting staff in dealing with job loss and career transition. The Employment Unit and the Academic & Staff Assistance Program in Human Resources provide outplacement services as well as no cost individual career transition sessions provided by Teddie Foreman, a local consultant and UCSB partner.
The Academic and Staff Assistance Program (ASAP) offers free, confidential consultation, problem assessment and referral for employees and family members who are being affected by job loss. Call ASAP at (805) 893-3318 for more information.
Employment – provides job assistance and information, including assistance with online applications, resume review and interviewing tips.
Teddie Foreman, M.A., M.S., and M.F.C.T.– UCSB has contracted with Teddie Foreman for 1-3 individual career transition sessions that are now available at no cost to UCSB employees subject to layoff. Ms. Foreman has her M.A., M.S., and M.F.C.T. She is a local career coach and psychotherapist with extensive experience in providing psychotherapy, corporate wellness programs, and training and consultation services. To arrange for an initial phone or in-person consult, please contact Employees & Labor Relations at 805-893-4119.
Career employees who have been notified of indefinite layoff or reduction in time may be eligible for preferential rehire. Pursuant to the applicable University policy or collective bargaining agreement, employees with preferential rehire rights will receive first consideration for any career position, depending on qualifications and eligibility requirements.
- If eligible, preference for rehire begins when the employee receives the formal written notice of indefinite layoff or reduction in time from the department.
- Once you have received your formal notice of indefinite layoff or reduction-in-time, you are encouraged to schedule an appointment with the Employment Office (805-893-4662).
- Employees must inform the Employment Office that they are interested in re-employment and submit an online application to receive first consideration.
- We ask that you access OACIS, our online employment system, on a regular basis so that you will be aware of current openings. You will need to apply online to positions of interest and contact the Employment Office (805-893-4664) as soon as possible and prior to the application closing date when exercising your preferential rehire rights. NOTE: UC Santa Barbara Human Resources will replace OACIS with UCPath Talent Acquisition Manager (TAM) for its online application system on June 1, 2020.
- For any active and vacant career position for which you are eligible to exercise your preferential rehire rights and submit an online application for, the Employment Office will forward your online application to the hiring department for first consideration (i.e., prior to consideration of other applicants in the pool).
- If the hiring department determines that you are qualified for the position, a job offer will be extended. If the hiring department determines that you are not qualified for the position and the Employment Office concurs, then the balance of the applications will be released to the hiring department for their review and consideration.
Pursuant to the applicable University policy or collective bargaining agreement, preferential rehire status continues 1 to 3 years from the effective date of layoff.
- Generally, preferential rehire rights end if an employee:
- Accepts any career position and passes the trial employment period; or
- Fails to respond to a written notice of an employment opportunity; or
- Refuses two offers of employment for a career position for which the employee has preference; or
- Resigns or retires from university employment; or
- Refuses an offer of recall
Right to Recall
Career employees who have been notified of indefinite layoff or reduction in time may be eligible for right to recall. Pursuant to the applicable University policy or collective bargaining agreement, employees will be recalled in order of seniority to career vacancies in the same payroll title and the same department at the same or lesser percent of time as the position held at the time of layoff.
- Recall rights extend for one to three years from the date of layoff, depending on the applicable University policy or collective bargaining agreement
- Generally, rights to recall end if an employee:
- Accepts a career position and completes the trial employment period, if applicable; or
- Refuses to be recalled; or
- Fails to respond to a written notice of an employment opportunity; or
- Refuses two offers of employment for a career position at the same or higher salary and same percent of time as the position held at the time of layoff; or
- Resigns or retires from university employment; or
- Accepts a career position at the same or higher salary level and same or greater percent of time as the employee's original position
Career employees who have been notified of indefinite layoff or reduction in time may be eligible for severance. Pursuant to the applicable University policy or collective bargaining agreement, employees may receive a lump sum payment of one week (5 workdays) of salary for each full year of service from the most recent break in service, up to a maximum of 16 weeks of base pay. Specific information about eligibility for severance will be included in the employee’s written layoff notice.