Talent Acquisition

Frequently Asked Questions

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.

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-

  1. 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.
  2. They will also need to send an email to the Employment Manager explaining what they are doing.
  3. 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).

Limited appointment employees are restricted to working under 1000 hours in any rolling 12 month period - including hours worked at another UC campus.

Dual employment is the term used to describe additional time worked by a staff employee in a second appointment when he/she also holds a 100% appointment. Dual employment occurs when the employee performs the additional work repeatedly, rather than on a one-time or sporadic basis.

Dual employment is only allowed in certain circumstances. Delegation of Authority 2070 (July 29, 1996) authorizes Chancellors, the Laboratory Director, the Executive Vice President–Business Operations, and the Vice President–Agriculture and Natural Resources to approve dual employment if all of the following criteria are met:

a. The employee is appointed to a full-time position in the Professional & Support Staff personnel group;

b. The additional work is in another department or in a different classification in the same department;

c. It is impractical to employ another person;

d. The additional appointment will not exceed a total of twelve calendar months;

e. The time worked in the additional appointment will not have a negative impact on the employee’s performance; and

f. The employee’s full-time department head agrees to the arrangement.

 

Locations may have local procedures with additional restrictions to those listed above. Otherwise, PPSM 30, Section K. states that an employee with a 100% appointment can only receive additional compensation from the University for:

• Overtime earned by non-exempt employees,

• Teaching regularly scheduled University Extension courses, and

• Administrative stipends.

 

An employee who receives additional compensation for any of these reasons does not have dual employment.

 

 

Delegation of Authority 2070 states that dual employment may only be approved if the employee is appointed to a position in the Professional & Support Staff personnel group (see 2.a. above). Consequently, employees appointed to the Managers & Senior Professionals personnel group are not eligible to hold dual employment.

Dual employment occurs when an employee holds one 100% appointment and a second appointment. Multiple appointments occur when an employee does not hold a 100% appointment, but rather two or more appointments that are each less than 100%.

 

Delegation of Authority 2070 does permit an employee to hold multiple part-time appointments that together add up to more than 100%, but only if the following criteria is met:

a.     The additional work is in another department or in a different classification in the same department;

b.     It is impractical to employ another person;

c.     The additional appointment will not exceed a total of twelve calendar months; and

d.     The time worked in the additional appointment will not have a negative impact on the employee’s performance.

 

Pay and overtime should be addressed in the following ways for dual employment situations:

• If the employee is non-exempt, the employee must track all of the hours he/she works in each appointment and be paid overtime at the premium rate (1½ times the regular rate of pay) for all hours worked over 40 in a workweek (except for Police personnel, Hospital employees, and Firefighters – see PPSM 32 (Overtime), Section III.C.1-3).

• If the employee is exempt, the employee does not track his/her hours and is paid a percentage of his/her base salary for the second appointment. The percentage will be determined based on the value of the work performed in the second appointment.

These situations require consultation and review by Human Resources, sometimes in collaboration with Academic Personnel. Please contact Compensation for assistance.

No, the restrictions in PPSM 30 and Delegation of Authority 2070 apply to all appointments an employee holds, regardless of location. In addition, an employee who works at multiple locations is limited to 100% total per Accounting Manual P-196-38 (Interlocation Transfers and Appointments).

UC Santa Barbara uses The Work Number® to provide automated employment and income verifications for our employees. For more information, visit:

https://ucnet.universityofcalifornia.edu/news/2020/08/need-to-verify-you...

Generally, a career employee is in a probationary status for the first six months of employment at UC Santa Barbara.   (Police Officers are on probationary status for one year.)  In some cases, the probationary period may be extended up to three months.  Once an employee completes probation, s/he is a regular career status employee.  A career employee will not serve another probationary period unless s/he is re-hired after a break in service from University employment. 

 Generally, a career employee is in a probationary status for the first six months of employment at UC Santa Barbara.   (Police Officers are on probationary status for one year.)  In some cases the probationary period may be extended up to three months.  Once an employee completes probation, s/he is a regular career status employee.  A career employee will not serve another probationary period unless s/he is re-hired after a break in service from University employment. 

In general, the probationary period ends six months from the starting date of employment.  The probationary period is based on actual days of work, so any holidays, sick, vacation or unpaid absences taken during the probationary period do not count towards the probationary period.  

At the conclusion of the probationary period, the employee may receive written notification of the successful completion of the probationary period using the Probationary Period Report Form. The employee should receive a copy of the completed Probationary Period Report form. The original form should be filed in the employee’s departmental personnel file. (Human Resources does not retain a copy centrally.) Typically, new employees should also receive a written performance review at the mid-point and conclusion of the probationary period.

An employee’s probationary status may be extended by an additional three months. Probationary employees must be advised, in writing, of the reasons for the extension before the probationary period ends.  A decision to extend probation requires review and approval by Employee & Labor Relations prior to implementation.