- 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.
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.
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.
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-
- 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).
- Search for the job you would like to apply for.
- On the Search Results screen, click the View/Apply link beneath the job number of the job that you would like to apply for.
- Click the Apply For This Posting button.
- If you already have an online application in the system, you will be asked to log in, and the system will attach your online application for you.
- If you are a new applicant, you will be asked to create a user name and password and will then be directed to fill out the online application.
- After submitting your application a confirmation number will be displayed on the screen.
- If you do not receive a confirmation number, your application was not submitted successfully, and you will not be considered for the position.
- Check that all of the required fields (designated by a red asterisk to the left of the field) have been filled in with either an answer or with “N/A” if the question does not apply to you.
- OACIS will display a highlighted yellow column next to a required field that is blank,and there will be a message saying, “This is a required field. Please complete field before continuing.”
- Check the job posting to see what additional documents are required, such as a resume and/or cover letter.
- If there are required documents, you will need to attach them and then the Submit button will be active.
- Log in to OACIS with your user ID and password.
- On the Application Status screen, find the listing for the incomplete application.
- In the status column, beneath “Incomplete” click on the link that says Complete.
- Check for any required fields that are not filled in with an answer or with “N/A” (if the question does not apply to you).
- On the last page of the application make sure that you’ve checked the box certifying that all of the information in your application is true.
- Check the job posting to see if there are any required documents that you need to submit, such as a resume or cover letter.
- Once logged into your OACIS account under the Create Requisition heading on the navigational bar, click the link From Job Description.
- Enter search criteria for a particular job description that you would like to create from or view all job descriptions in your department by leaving the fields blank.
- Click on the Search button.
- Click the Create link beneath the appointment type for each job to view that job description for the Job Description that you would like to use.
- Complete/update the required (asterisked) fields and other fields as appropriate on each of the requisition tabs. Note that several of the fields are auto-populated form the job description that you selected.
- Click on Save and Continue to Next Page to advance to the next tab.
- You can view your completed requisition by clicking the View Requisition Summary link.
- Once logged into your OACIS account, click on Search under job postings on the left side. Enter your search criteria and click Search.
- Click the View link next to the job you want to select.
- Click the edit button.
- Under Posting Details all active applicants will appear in a list in alphabetical order. If you would like to see inactive applicants (i.e. applicants who have been screened out of the applicant pool), click the box next to Inactive Applicants at the bottom of the list and then click the Refresh key.
- To view applications click View Applications under any of the applicants’ names. A new window will open displaying the application as a PDF file.
- To view multiple applications together. Check the boxes for the applications you want to see and click the View Multiple Applications link at the bottom. A new window will open and the applications will appear sequentially in a PDF File. You can then print the applications. If you would like to see all active applications, click the All link at the top, above the check boxes.
- The list of applicants is automatically sorted alphabetically by last name in ascending order. You can sort applications by any of these criteria: Name, Working Title, Layoff Status, Score and Applicant Status by clicking on the arrow next to the heading. For example, sort by applicant score by clicking on the arrow next to the heading Score. This will sort the applicants by score in descending order. Click the arrow again to sort in ascending order. You can do this with any of the categories.
- After you have reviewed the applications and determined the candidates you would like to interview or not interview, you should change the status of the selected applicants.
- When you begin reviewing applications, the status of all applicants is Under Review by Department.
- To indicate your interview candidates, click Change Status beneath the status of the applicant. You are then given several options in a drop-down menu beneath the heading Status. For interview candidates, choose the option Interviewing. For candidates you are not selecting to bring in for an interview click Change Status beneath the status of the applicant, then click Not Selected by Department, Not Interviewed.
- You can change the status of more than one applicant at a time. Check the boxes next to the applicants you would like to interview. Then click the Change Multiple Applicant Statuses link at the bottom of the list of applicants. You can then change all the selected applicants under the heading Change for All Applicants.
- Once these steps are complete, contact your Employment Representative so that he or she can approve your interview pool. You will receive email notification that your interview pool has been approved and you may then begin interviews.
- Once the interviews are completed and a candidate has been selected for hire, you will need to complete interview evaluations and a hiring proposal.
- Change the status of interviewees not selected to “Not Selected By Department-Interviewed. Under Applicant Evaluation choose one of the options. A text box will appear in which you need to further explain your evaluation.
- For the selected candidate, change the status to Recommend for Hire and enter you reasons in the applicant evaluation section.
- Once you have changed your selected candidate to Recommend for Hire, click on the link below the applicant status that reads, Begin Hiring Proposal.
- Click Start Action beneath the option Hiring Proposal for Job Description Listed Below.
- Fill in the preferred start date and start salary, and click Continue to Next Page.
- If you would like to save the data you entered in draft form, or for department review, click the radio button next to Save.
- If you are ready for Employment to make a job offer, click the radio button next to Submit to Employment and then Continue.
- Click Confirm.
- Complete the interview and selection process for your recruitment. Remember to change the status and complete an applicant evaluation for each of the applicants interviewed.
- Change each of your selected candidates to Recommended for Hire.
- Once you have changed each of your selected candidates to Recommended for Hire, a link will appear that will allow you to Begin Hiring Proposal.
- This will bring you to a page with two possible actions. For the first hire, click Start Action beneath the option Hiring Proposal for Job Description Listed Below.
- Fill in the preferred start date and start salary, and click Continue to Next Page.
- If you are ready for Employment to make a job offer, click the radio button next to Submit to Employment, and then Continue.
- Click Confirm.
- For any subsequent hires, select Start Action below the option Hiring Proposal for Additional Hires.
- Fill in preferred start date, salary and if the position is new. If the posting is for a replacement, indicate who is being replaced.
- Complete the hiring proposal and submit to employment.
- Your Employment Representative will make the job offer.
- Once the job offer has been finalized, you will receive an email notification highlighting the details of the accepted offer.
Note: The hiring proposal is only a recommendation. Your Employment Representative will contact the candidate to make the formal job offer.
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.
The following DOS codes must be used to pay an employee with dual employment:
a. DEE – For dual employment at a fixed dollar amount (exempt employees).
b. DES – For dual employment at the straight-time rate (non-exempt employees).
c. DEP – For dual employment at the premium (time and one-half) rate (non-exempt employees).
Using these codes will ensure that employees are paid appropriately and will allow the University to track and report on these appointments.
The same codes will be used in the PeopleSoft system to pay and track dual employment appointments after the University transitions to UCPath; however, they will be called Earnings codes rather than DOS codes.
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).
Employment verification requests are handled by UCSB Business & Financial Services. For assistance, please call 805-893-7741 and choose 1 of 3 options (verbal verification, written verification with last name A-L, or written verification with last name M-Z), and/or visit http://www.bfs.ucsb.edu/payroll/contacts.
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.
If you have been transferred or promoted out of a bargaining unit, you will need to complete the Membership Payroll Deduction Authorization Form Union dues will continue to be taken out of your paycheck even if you are no longer in a represented title unless you submit the signed form canceling payment of dues. Please complete the requested information, mark the section under "Cancel" and mail the signed form to Employee & Labor Relations, Human Resources, Mail Code 3160. If you are in a represented title, you must contact your union regarding cancellation of union dues. Contact information for unions.
Personnel Policies for Staff Members (PPSM) and most of the collective bargaining agreements have provisions for non-exmpt employees to take paid administrative leave to vote in general elections or primaries. In general, non-exempt employees may take up to two (2) hours of paid leave to vote in primary or general elections. This provision only applies where an employee is scheduled to work eight (8) hours on Election Day and does not have time to vote outside of scheduled working hours. Please consult PPSM- Absence from Work- for policy-covered staff or the applicable collective bargaining agreement (voting provisions are typically in the Leaves of Absence article) for represented employees.