SPECIAL HIRING CIRCUMSTANCES
Special hiring circumstances may arise that require that additional documentation and approvals. These include employment in excess of 100% (i.e., dual employment), employment of minors, employment of a near relative, and reemployment of a UC retiree.
If a department wishes to hire an employee on an employment contract:
1. The department must first submit a proposed job description via OACIS for review and approval by Human Resources.
2. Upon approval of the job description, the department must submit a ServiceNow ticket to have an employment contract reviewed (HR ServiceNow portal > Human Resources > Employment Services).
3. Attach the approved job description and the completed and signed employment contract to the ServiceNow ticket.
Note: Contract templates are available on the Human Resources web page under the "Forms" section.
All contract appointments require recruitment and may only be established under the following conditions:
1. Industry Standard Contracts:
The position is in a non-bargaining unit title in either the Professional and Support Staff (PSS) (Tier I) program or Managers and Senior Professionals (MSP) (Tier II) program;
The position has special salary requirements or unique occupational terms and conditions of employment which, by industry standards, is typically covered by an employment contract. Examples of these are physicians, fundraisers and coaches. Industry standard contracts require open recruitment and may be established at a fixed or variable percentage of time for up to a four year duration. Industry standard contracts may be extended annually thereafter with no limit on total duration.
2. Term Contracts:
The position is normally associated with one of the following: (1) projects that have a specific ending date; (2) short-term funding; or (3) the department has a temporary need during restructuring, reorganization, or workflow redesign efforts. Term contracts require open recruitment and may be established at a fixed or variable percentage of time for up to a four year duration. Term contracts can be extended for up to one additional year for a maximum total of five years. Re-appointment in a term contract position beyond five years is not permitted.
Once the classification level of the position has been determined by the Compensation unit, the salary for the term of the contract is negotiated by the department head and the employee before the appointment commences. The salary amount must fall within the salary range for the assigned classification. Conditions for variable compensation can be stipulated in the contract. When the contract terminates or is amended through re-negotiation during its current term, the salary and other provisions can be altered.
Other Contract Procedures:
Terminating a contract early: In order to terminate a contract before the original end date specified in the contract, an amendment must be created, signed, and sent over to Human Resources for approval (via HR ServiceNow portal > Human Resources > Employment Services).
Conversion from Contract to Career: If a contract position was openly recruited (through the Employment recruitment system) at the onset of the appointment, then the conversion can be made without further recruitment. The employment unit in Human Resources must be consulted in situations like this and an update to the job description, via OACIS, would be necessary to reflect the change in appointment type.
Conversion from Contract to Limited Appointment Status: Contract appointments can be converted to limited appointment status immediately upon termination, as there are no recruitment requirements for hiring a limited appointment employee. The hiring department would need to update the JD via OACIS to reflect the change in appointment type. Time as a contract employee does not count towards the 1000 hour limitation of a limited status employee.* However, for the purposes of UCRP (Retirement Plan) eligibility, hours may be counted and/or applied differently. Please refer to the benefits office (x2489) for more information.
Changes to a Contract: Minor changes to a contract may be made via a contract amendment. Minor changes might include changes in pay, working hours, percentage of time, or end date. All proposed contract amendments must be submitted to Employment for review and approval (via HR ServiceNow portal > Human Resources > Employment Services).
Major changes to a contract should be addressed with a new contract to supercede the old contract. Major changes might include changes in compensation incentives or classification. Proposed new contracts must be submitted to Employment for review and approval (via HR ServiceNow portal > Human Resources > Employment Services).
Recruiting for a Contract: All contracts require recruitment. The department must first submit a new or updated job description via OACIS for review and approval by Human Resources. Upon approval of the job description, the department must request a position number in UCPath if they don’t already have one, otherwise they should create an Employment Requisition in OACIS to recruit for the position.
Reclassifying a Contract: (NEW) If a department wishes to make significant changes to the duties of a contract position that warrant a different classification, they must submit a reclass proposal via OACIS to have the JD reviewed and approved. Upon approval of the JD, the department must request changes to the position in UCPath and then submit a ServiceNow ticket to have the employment contract reviewed (HR ServiceNow portal > Human Resources > Employment Services). Attach the approved job description and the completed and signed employment contract to the ServiceNow ticket.
*This statement assumes that the employee has only one appointment.
Forms: Employment Contract Forms
Limited appointments may be established at any percentage of time during which the appointee is expected to be on pay status for less than 1,000 hours in a period of 12 consecutive months. Limited appointments are typically of short duration.
Positions that will be openly recruited through HR/Employment. HR's review and approval of the job description must be completed prior to the start of the recruitment.
TEMPORARY STAFFING AGENCIES
The University also makes available temporary staffing services through UC-contracted outside agencies.