OACIS is UCSB's online system for administering employment and classification functions, such as, submitting and posting job requisitions, reviewing applications, administering details of the recruitment, creating job descriptions, updating job descriptions, and requesting reclassifications.
Yes. The site uses the latest encryption technology to ensure that the information is secure. However, it is still important that all users log out after they use the system to ensure proper desktop security. In addition, if you are stepping away from your computer for a moment, we advise that you lock your workstation so others can not see your screen or access the system information.
- Once you are logged into your OACIS account, click Create User Account on the left navigation bar under the heading USERS.
- Fill in the user’s employee ID number in the first field and also in the password field and confirm password field (this will prompt the user to change his/her password after logging in for the first time).
- Fill in the other fields on the form.
- Indicate in the Notes section what user type you are requesting.
- Click Continue at the bottom of the page.
- Click Confirm.
The Supervisor. If a Supervisor has employees reporting to him/her, the Supervisor should be set up in the system as a "Submitter". Contact Human Resources at x4664 to set up an account.
You need to “switch hats” for a session and become a Submitter. Log in to OACIS, then click on Change User Type on the left side of the page. (If you don’t see this as an option on the left menu, contact HR.) Click the user type you want to be for that session, Submitter, and click Change Group. Make sure the top of the page now says "Your Current Group: Submitter" and that your left menu options have now changed. The next time you log in, it will revert to the last group name you chose, so you’ll have to repeat the steps above to become a Reviewer again.
You have to create a new Job Description for every individual employee, even if their job description happens to be exactly the same as another employee’s. However, the system makes it easy for you to copy the duties from one job description and paste them directly into another employee’s job description. In the “Search Duties to Copy” tab, you simply search for the employee’s job description you want to copy and click the “Select and Continue” button. One caveat: The employee whose job description you want to copy must already have an approved job description in the Job Description Library for this to work correctly. HR advises that Supervisors with multiple, identical job descriptions enter the first one into OACIS then contact their Compensation Analyst to request an expedited review. After the Compensation Analyst reviews the first job description and sends it to the Job Description Library, the Supervisor can then copy this employee’s duties in to the remaining job descriptions
Note: Both departments need to agree to change the department code because once the department code has been changed the home department will no longer have access to that job description. The job description will still have the history associated with it. However, as mentioned previously, the home department will not be able to perform actions on it nor have access to it.
A Lateral Transfer is when one employee moves into another position of the same classification and level, usually a different budget provision. A Lateral Reclass is when an employee moves into a different position with a different classification but same level (same salary max), and they usually take their budget provision with them.
Processing a Lateral Transfer-
- The supervisor/manager submits an Update for the Job Description the employee is moving into. They will need to fill out the Briefly explain the basis for updating this Job Description: field on the Action Justification tab, explaining the purpose for a Lateral Transfer.
- They will also need to send an email to the Employment Manager explaining what they are doing.
- Compensation will approve/deny the Update.
Processing a Lateral Reclass-
1. The supervisor/manager submits a Reclass for the job description.
2. The Compensation Analyst follows the procedures for denying or approving a Reclass (no employment involvement is needed).
If the Limited appointment position was recruited for via OACIS....
- Start a New Career Job Description action in OACIS.
- Enter all of the job details on the new action, including the incumbent's name and ID number.
- On the Action Justification tab, reference the original limited job description, and make note of the original recruitment.
- Fill out any internal approvals on the Approval Steps tab.
- Submit to Compensation for review and approval.
- Once approvals are finalized, archive the Limited Job Description.
If the Limited Appointment position was NOT recruited for via OACIS.....
All Career Appointments must meet a recruitment requirement.
- Complete steps 1-5 above.
- Do not include the limited incumbent's name and ID number on the job description.
- Once Compensation has approved your Job Description, create a Requisition from a Job Description.
If a department believes that an exception to the recruitment requirement is warranted, they will need to work with Employment to determine if this is possible. To do so, the following steps would apply:
- Fill out the necessary Waiver of Recruitment paperwork and attach it to the requisition on the Attached Documents tab before submitting to Employment.
Once Employment reviews the requisition they approve a Hiring Proposal, which creates a Job Description in the JD Library.
There are two ways to save your work in OACIS. The easiest is to click on the “Save and Stay on this page” button at the end of each page. This will save your work and allow you to stay on the page you are currently working on. An alternate way is to click on the “Preview Action” button at the end of the page, then choose the "Save" or “Save – Draft in Progress” option. Be sure to save often! The system automatically logs you out after 2 hours of inactivity. If you have to step away from your computer for a moment, it’s a good idea to click “Save and Stay on the page” before you leave just to be on the safe side.
The decision for Reviewers to receive or not receive emails for different “action status changes” is made at the time your user account is set up. To make changes, contact Human Resources at x4664.
Log in to OACIS, click on Job Description Library on the left navigation bar, then search by the employee’s name. Note: When using the search options, you do not have to fill out all the fields. For instance, if you want to find all descriptions of employees in your department with the first name of “Nancy”, you would only type in “Nancy” in the First Name field.
You only have access to job descriptions in the departments for which you have OACIS access.
To print an employee’s job description, log in to OACIS, click on “Job Description Library” link on the left margin. Search for the employee’s job description on the next screen, then click on “Get Reports List” underneath the employee’s name. Click on “Generate Report” to see the printable PDF version of the employee’s job description.
The job description may never have been input into OACIS; or the job description may have accidently been used to create a requisition for someone else; or you may not have access to it if it's in a different department code. If the Employee is in the same Department Code as you are, then you should be able to access the Job Description Library to view and print the job description. Convinced you input a job description but still can’t find it? Contact your Compensation Analyst directly for assistance.