A variety of actions are associated with creating and updating job descriptions.
Updating Job Descriptions
Should job descriptions be updated every time a change occurs?
Not necessarily. We ask that Managers and Supervisors electronically submit updated job descriptions to Compensation (via OACIS) when significant changes occur that might affect the overall distribution of work or reporting relationship. For instance, there might be a 20% function listed on the job description that becomes obsolete after a few years. Did that 20% time get absorbed in the other duties on the job description or did it get replaced by a new function or duty? A situation such as this would be cause for submitting an updated job description.
Examples of when not to submit an updated job description would be when an incumbent salary rate changes, when there are changes in the non-essential duties of the position, or when there are infrequent or random duties being assigned by management. The job description is meant to be a close estimate of the work assigned to an employee and depending on business necessity, Managers and Supervisors may have the need to occasionally assign duties to employees that are not specified in the job description. If the duties become a regular part of their job, however, then an updated job description would be warranted. Certain temporary assignments may fit the criteria for a temporary reclass or stipend. Please refer to the procedures for Temporary Duty Assignments.
To submit an updated job description, the department inputs the job description into OACIS by going to “Begin New Action” then to “Update a Job description.” The department submits the update to Compensation once the appropriate approvals have been obtained. Compensation will then review and approve the JD by submitting it to the on-line library. It is the department’s responsibility to print off a copy, obtain signatures, and distribute it to the employee.
Recruitment Job Descriptions
If a department chooses to recruit for a vacant position and there are no changes to the job description, it is quick and easy to begin the recruitment process. The hiring department simply goes into OACIS, selects “Create a Requisition from a Job Description” and they use the previous employee’s JD to launch their recruitment process. (Note: this process assumes that the previous employee’s JD was already input into OACIS.)
If a department chooses to update or reclassify a vacant position prior to the start of recruitment, they should follow the normal procedures for either updating a JD or reclassifying one. Be sure to select “Yes” for the question “Is this for the purposes of a recruitment?” which is located on the “Action Justification” tab – this will alert the compensation analyst to the urgency of the review. Once the hiring department has submitted their update or reclass request on-line, the compensation analyst for their area will make it a priority and will review, approve, and submit the JD to the on-line library. Once approved, the hiring department can begin the process of creating a requisition online by selecting “Create a Requisition from a Job Description”.
How to Avoid Delays in Conducting a Recruitment:
Recruitment JD’s that require classification review are given first priority to meet advertising deadlines in Talent Acquisition. Issues that might lengthen the review process and delay the start of the requisition process are:
- Newly created positions (as distinguished from vacant positions);
- Positions with significant changes in job duties or added/deleted supervision;
- Positions noted by Compensation as needing additional review to ensure campus equity in the use of classification titles; and
- Job descriptions that are not clearly written or don’t reflect the nature of the work performed
It is advisable that you contact your compensation analyst prior to inputting a requisition into OACIS that may involve one of the four factors cited above. This step will expedite the process.
Limited Appointment Job Descriptions
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.
Limited appointment job descriptions that meet the following criteria require classification review and approval by HR via submisson to OACIS (online classification system):
- Positions that will be openly recruited through HR/Talent Acquisition. HR's review and approval of the job description must be completed prior to the start of the recruitment.
- Non-represented positions at grade 19 or above
- Represented positions where the mid-step of the title is above $30.00/hr
- Positions with a BYA* (By Agreement) designation
- Positions expected to last 650 hours or longer (approximately 4 months at full time)
- Student Intern positions
- Non-UC Student Assistant positions
*By Agreement (BYA) appointments are only allowed in a small number of situations. Please consult with your compensation analyst to get pre-approval to hire someone in a By Agreement title.
Hiring Departments have the authority to approve limited appointment job descriptions via OACIS for:
- Non-represented positions at grade 18 or below
- Represented positions where the mid-step of the title is $30.00/hr or below, and
- The duration of the position is not expected to exceed 650 hours
Contract Appointment Job Descriptions
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 > Talent Acquisition 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 > Talent Services).
Conversion from Contract to Career: If a contract position was openly recruited (through the Talent Acquisition recruitment system) at the onset of the appointment, then the conversion can be made without further recruitment. The Talent Acquisition 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 Talent Acquisition for review and approval (via HR ServiceNow portal > Human Resources > Talent Acquisition 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 Talent Acquisition for review and approval (via HR ServiceNow portal > Human Resources > Talent Acquisition 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 job opening in TAM 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 > Talent Acquisition 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.
Overlapping Hires: Appointment of a new hire before the original employee separates.
When two employees temporarily perform the same job duties, prior to the original employee vacating their position, the department creates a new job description in OACIS and a new position in UCPath as a temporary placeholder for the original employee.
Original Employee = Employee who has been in the position and is separating soon.
New hire = Employee who is newly hired to replace the original employee.
OACIS and UCPath processing instructions are below, and are also available as a downloadable pdf document.
1. OACIS (dept)
Create a new career JD for the original employee to be temporarily placed in. Put the original employee’s name and Empl ID on the action. Enter “xxxx” in the Position Number field and submit to Compensation for approval.
2. OACIS (Comp Analyst)
On the new career JD action, in the Last Name field, add “(Overlap Hire)” after the employee’s last name. Review and approve the JD.
3. UCPath (dept)
After the Comp. Analyst approves the temporary career job description, request a new position number via a Position Control Request in UCPath.
4. UCPath (dept)
Once the Position Administrator provides the new position number and adds the new position number to the temporary job description, the department processes an Intra-Campus Transfer Template, transferring the original employee to the new, temporary position.
5. OACIS (dept)
Submit a JD Update action to make any needed changes to the original JD to prepare it for recruitment. (Skip to no. 7 if no changes needed.)
6. UCPath (dept)
Once updates to the JD are approved, update the original Position in UCPath accordingly, through a Position Control request. Wait for approval before proceeding.
7. TAM (dept)
Create a Job Opening using the original JD tied to the original position’s JD history. New hire will be placed into this JD after the job offer is finalized.
8. UCPath (dept)
Process the appropriate Smart HR Hiring Template to hire new employee into original employee’s old position number.
9. UCPath (dept)
Once the original employee separates, submit a Position Control Request to inactivate the temporary position.
10. OACIS (dept) Once the original employee separates, process a JD action to “archive” the temporary JD.
Student Assistant/Casual Restricted Appointment Job Descriptions
There are several different titles available for hiring Students:
STUDENT ASSISTANT I (4922):
Student Assistant positions are classified and administered by the hiring department. Job descriptions are required for each student employee and signed copies should be housed in the hiring department. UCSB students hired into student assistant positions must be coded as student/casual-restricted (employee class 5) in title code 4922.
STDT AST 1 (4922) - $14.00 - $40.00/hr eff. 1/1/2021
Under supervision, Student Assistants perform duties ranging from unskilled to skilled and/or specialized in a variety of positions that typically require the use of manual, clerical, advising, public contact, and/or analytical skills, and perform other related duties as required. The series is characterized by the generally temporary nature of appointments, the general absence of continuing responsibility for the work performed, and the diversity of duties that may be assigned.
APPOINTED OFFICIAL, STUDENT ACTIVITIES (4329):
Another type of student assistant position is the Appointed Official, Student Activities (4329). This is a non-exempt, student/casual restricted (employee class 5) title that can only be used for registered UC students and can be coded in payroll as either hourly or BYA.
Appointed Officials, Student Activities, exercise administrative authority in carrying out the duties of the positions for which they are selected. They are accountable to the appointing authority for the successful operation of the function assigned. Assignments may be short term or intermittent in nature or operational for the academic years.
Examples of responsibilities are as follows:
- The Chairperson of the Programming Board develops organizational structure, coordinates the work of the various program directors in programming, scheduling, planning, and publicity and keeps administrative office hours for a specified number of hours per week during the academic year.
- The Director of Activities Fairs organizes, schedules, promotes, and makes all arrangements for designated special events, serving as liaison with outside groups or individuals and coordinating activities with campus services and other events directors.
- The Pep Band Director selects band personnel, orders supplies, schedules practice sessions, and makes transportation and all other arrangements for musical performances.
- The Director of Welcome Week plans and coordinates games, rallies, and other activities, supervising events and making arrangements for space, tickets, refreshments and cleanup.
- The Promotion Artist is responsible for design, drafting, layout, typesetting and distribution of posters, brochures and other publicity materials.
STUDENT AID OUTSIDE AGENCY (4000): (approved for use by Financial Aid dept only)
This title is used for registered UCSB work-study students working for an eligible outside agency (usually non-profit), which in turn reimburses the University for their portion of the work study program. Non-exempt, hourly, Student/Casual Restricted (employee class 5).
STUDENT VOLUNTEER NOTETAKERS (9920): (approved for use by Disabled Students Program only)
This title is used for registered UCSB students only who volunteer to provide lecture notes for the Disabled Students Program. A nominal payment only is allowed for services and expenses (guidelines set forth by UCOP). Non-exempt, BYA, Student/Casual Restricted (employee class 5).
STUDENT RESIDENCE HALLS (RA) (4944): (approved for use by Housing only)
This title is used for live-in Resident Assistants (primarily students) who work daily with students on an individual or group basis in a residence unit. Compensation may include a stipend plus room and board. Non-exempt, BYA, Student/Casual Restricted (employee class 5).
STUDENT INTERN (4740):
This title is used for paid or unpaid internship positions for any university, college or HS students. Internship positions are for students who primarily receive training for their own educational benefit.
-Paid internships must be paid hourly and meet minimum wage requirements.
-Unpaid internships must meet all six of the Dept of Labor (DOL) internship criteria (see criteria at http://www.dol.gov/whd/regs/compliance/whdfs71.pdf.
-Unpaid internships should not be entered into UCPath unless they need NetID access and then they would be entered as Contingent Workers.
-Internships for foreign undergraduate students visiting UCSB, eligible under the new J-1 category of Student Intern, can be paid so long as the internship is primarily for the educational benefit of the student, not the employer.
--Note: Job Descriptions must be submitted to HR for review and approval.
Non-UC Student Assistant Appointment Job Descriptions
This series is used to temporarily fill student positions with non-UCSB students. This is a temporary solution and should only be used on a quarter-by-quarter basis to fill student positions. Departments must request HR approval in advance of such hires.
- STDT 1 NON UC (4927) — $14.00 - $40.00/hr eff 1/1/2021
If a non-UC student is appointed at 50% or more, they would have to be paid a minimum of $15/hr to comply with the UC Fair Wage/Fair Work rule.
These titles should be coded as “limited appointments”, employee class 4 (not “casual restricted”). The following are examples of appropriate and inappropriate uses of the Non UC Student Assistant title:
Examples of Appropriate Uses:
- Other University, City College or H.S. Students hired temporarily due to unavailability of UCSB students;
- Student from a special needs school, such as, PathPoint, UCP Work Inc., etc.
Examples of Inappropriate Uses:
- Non-student community member hired due to unavailability of UCSB students
- Non-student married to a UCSB student and living/working in UCSB off-campus housing
- UC Extension Student, Adult Ed Student, etc.
Job Descriptions: Signed job descriptions are required for ALL Non UC Student Assistant positions and should be sent to Compensation via OACIS for review and approval. Please indicate your reason for needing to hire a Non UC Student Assistant on the action justification tab in OACIS (i.e. ‘Student from University overseas coming over for one quarter to work in PI's lab, etc.)
Appointment Information: All Non UC Student Assistants will be hired as limited appointments, not to exceed 1000 hours in any rolling 12 months. These positions are not meant to be career. These are non-exempt, hourly positions and therefore FLSA (overtime) rules apply. Be sure and calculate premium overtime if the employee works over 40 hours in a work week. If the employee works 50% or more in a given calendar month, then they are eligible to earn sick leave and holiday pay (if there are any holidays in the month).
Please note that in longer term cases of being unable to find UC students to fill student positions, it is very important to have the work classified into the appropriate non-student title or bargaining unit title when the work is identified as such (i.e. Food Service Workers, Clerical, Custodians, etc.). We have a legal obligation to pay negotiated bargaining unit wages for these positions when no students are available to fill them, even if that means having a student and a non-student working side-by-side earning different wages for similar work.