New Divisional Review Process for Filling Vacant Positions
Due to the ongoing COVID-19 pandemic, UC campuses continue to face significant financial challenges related to unexpected expenses and revenue losses. In order to continue to protect and manage our limited resources, the centralized campus review process (Staff Hiring Pause) has been delegated to each divisional Vice Chancellor. Please see revised instructions per division below:
Academic Affairs - Memo to division - 9/22/20
(includes link to DocuSign form)
Office of Research - Memo to division - 9/23/20
(includes link to DocuSign form)
Student Affairs - Memo to division - 9/21/20
Administrative Services - Memo to division - 10/20/20
(includes link to fillable PDF form)
*** HISTORICAL INFO ONLY ***
The Centralized Staff Hiring Pause and related processes are no longer in effect - please wait for new instructions. The following memos are for your historical reference only.
April 24, 2020 - Associate Chancellor Memo to Campus
April 30, 2020 - HR Memo to Campus
May 1, 2020 - EVC Memo to Academic Affairs Division
May 7, 2020 - VC Memo to Student Affairs Division
May 7, 2020 - VC Memo to Administrative Services Division
Due to the COVID-19 pandemic, UC campuses are facing a number of serious financial challenges related to unexpected expenses and revenue losses.Therefore, we are taking proactive steps that will help manage our resources and protect jobs on campus.
Effective April 24, 2020, the campus has implemented a Position Management Program for staff positions. All open job searches for staff positions will be reviewed, and given current financial constraints, many likely will be suspended. Recruitments for academic positions will be managed through a separate process.
This is a hiring pause for most positions, although hiring and onboarding of critical positions may still continue. Moving forward, most requests to fill staff job openings for career, contract, and limited appointments will require multi-level reviews and approvals. Please refer to the lists below to determine whether or not a position requires exceptional review.
Hiring actions that DO require the exceptional review process:
- Positions already out for recruitment where no job offer has been extended*
- New career, contract, and limited appointment positions*
- Replacement hire of career, contract, and limited appointment positions*
- Limited appointment positions that may convert to career status without a recruitment
*not including positions funded entirely by extramural grants or gifts where the funds cannot be used for any other research, programs or projects.
*not including industry standard contract positions of 12 months duration or less (i.e. coaches, physicians, fundraisers)
*not including rehired retiree appointments
Hiring actions that DO NOT require the exceptional review process:
- Casual restricted student positions
- Limited appointment positions in the Student Intern and Non-UC Student titles
- New and extended Rehired Retiree limited appointment positions
- New or replacement career, contract or limited appointment positions funded entirely by extramural grant or gift funds where the funds cannot be used for any other research, programs or projects.
- Extension of same employee in a limited appointment position - not to exceed 1000 hours
- Transition of GSR employees into short-term, limited appointment SRA positions (no break) for the purpose of continuing research on same project
- Conversion of limited appointment position to career status that was filled through a formal open recruitment process
- Industry standard contract positions of 12 months duration or less (i.e. coaches, physicians, fundraisers)
- Extension/renewal of same employee in a contract appointment position
Review Process for Staff Job Openings:
- Submit a Job Opening Request Form in DocuSign (see Useful Links box on this page).
- Attach the following documents to the request: proposed JD, org chart, additional justification for why position is deemed critical and essential.
- The Job Opening Request form will be routed to the department head and control point or department chair, dean, and control point dependent on the form type used.
- The control point for each division will establish internal procedures to vet their departmental requests.
- DocuSign will route Job Opening Requests approved by the control point to the working group members for their review and recommendation.
- Upon review, the working group will route the form with or without their endorsement to the Senior Leadership Group (SLG) for review.
- The SLG will forward their final decision to Employment, the requestor and all other recipients via a completed DocuSign form.
- Upon receipt of a completed form, review it for SLG comment and final decision.
Temporary Work Opportunity Program (TWOP)
The effects of the COVID-19 pandemic have resulted in the need to create temporary reassignment opportunities for UC Santa Barbara staff employees to shift employees from departments where operations have scaled-down to departments that are experiencing staffing shortages. This program is intended to provide temporary reassignments to keep staff employed. The minimum reassignment is 30 days, although exceptions may be made for shorter periods. The program will end June 30, 2021, unless extended.
UCPath Talent Acquisition Manager (TAM)
Effective June 1, 2020 UC Santa Barbara transitioned to a unified applicant-tracking system called Talent Acquisition Manager (TAM) to facilitate staff (non-student) hiring. TAM is a module available in the UCPath PeopleSoft suite for hiring managers to perform staple recruitment functions. The jobs portal with current UC Santa Barbara posted vacancies continues to be located at jobs.ucsb.edu.
UC Santa Barbara is committed to hiring qualified and talented people as outstanding employees, leaders and managers. The Talent Acquisition Unit is available to assist departments in:
- Developing effective job postings
- Developing a diverse candidate pool through the use of strategic advertising
- Providing guidance on screening applications, interviewing, reference checking, and setting the salary
- Ultimately, offering the job
The University has a strong commitment to the principles of diversity, inclusion, and ensuring nondiscrimination in the workplace.
The University of California is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.
UCPath Talent Acquisition Manager (TAM)
Effective June 1, 2020, UC Santa Barbara transitioned to a unified applicant-tracking system called Talent Acquisition Manager (TAM) to facilitate staff (non-student) hiring. TAM is a module available in the UCPath PeopleSoft suite for hiring managers to perform staple recruitment functions.
- Checklist 1: Submitting a Job Opening in TAM
- Checklist 2: Managing a Job Opening in TAM
- Checklist 3: Hiring in TAM