If a department wishes to hire an employee on an employment contract...

  1. The department must first submit a proposed job description via Job Builder for review and approval by Human Resources.
  2. Upon approval of the job description, the department must have the employment contract reviewed and approved by Talent Acquisition via DocuSign.
  3. Attach the approved job description when submitting the employment contract to Talent Acquisition for review and approval via DocuSign.
     

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All contract appointments require recruitment and may only be established under the following conditions:

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;

      AND

  • 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.

OR

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 Talent Acquisitionfor approval via DocuSign.
  • Conversion from Contract to Career: If a contract position was openly recruited through TAM 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 Job Builder, 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 Job Builder 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 DocuSign.
  • 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 DocuSign.
  • Recruiting for a Contract: All contracts require recruitment via TAM. The department must first submit a new or updated job description via Job Builder 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.
  • Reclassifying a Contract: 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 Job Builder to have the JD reviewed and approved. Upon approval of the JD, the department must request changes to the position in UCPath and then have Talent Acquisition review the employment contract via DocuSign. Attach the approved job description when submitting the employment contract to Talent Acquisition for review and approval via DocuSign.