Managers & Supervisors

Frequently Asked Questions

  • 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.

California's Higher Education Employee Employer Relations Act (HEERA) is the law passed by the California State Legislature that governs labor relations between public institutions of higher education and their employees.  HEERA gives UC employees the right to decide whether or not they want to unionize and have collective bargaining as the sole means of determining their wages, hours and working conditions.

The State of California's Public Employment Relations Board (PERB) is the administrative agency charged with implementing and overseeing the provisions of HEERA. PERB makes determinations about which units are appropriate for collective bargaining; conducts elections to determine whether employees in a given unit want to be unionized and engage in collective bargaining; and investigates, holds hearings, and makes decisions on whether or not unfair labor practices have been committed. 

After a union is elected to represent a collective bargaining unit, the University and the union engage in a negotiation process to reach an agreement (or contract) on the terms and conditions of employment for represented members of the unit. Every agreement has a duration period, meaning that the agreement expires after a specific date and the parties have to negotiate a new agreement. This next negotiation process is called "successor" bargaining because the parties are negotiating for an agreement that will succeed the current one. In some cases, agreement includes a provision called "re-openers." This means that the parties have agreed that they will re-negotiate only certain portions, or Articles, even though the agreement does not expire until a future date.

 

You can find out more about the processes for elections, decertifications and the history of collective bargaining in the FAQ's on the UCOP Labor Relations Web site.

Layoffs and/or reductions in time for employees in career positions are implemented when there is a lack of funds or lack of work, including lack of work due to reorganization.

Yes. If a career employee’s time is involuntarily reduced, it is considered a layoff, and the employee is entitled to layoff rights.

Refer to the Personnel Policies for Staff Members (PPSM) or the applicable collective bargaining agreements to find out whether severance pay is available. Contact Employee & Labor Relations at 805-893-4119 if you have additional questions.

In most cases, an employee who has been laid off or indefinitely reduced in time shall be recalled in order of seniority into any active and vacant career position for which the employee is qualified, when the position is in the same class and the same department at the same or lesser percent of time as the position held at the time of layoff. Preference for re-employment is generally applicable to any active and vacant career position at the same campus, the same or lower salary grade, and at the same or lesser percent of time, provided the employee is qualified for the position. 

In general, represented employees may elect either severance or right to recall and preferential rehire rights.  Non-represented employees may elect right to recall and preference for re-employment in lieu of severance.

Contact the Employment Office at 805-893-4662, to determine what effect the election of severance will have on an employee’s right to recall and preferential rehire.

Seniority for the purposes of a layoff is calculated by full-time equivalent months (or hours) of University service in any job classification or title. Employment prior to a break in service (separation from employment status) shall not be counted. 

In some situations, less senior employees (determined by amount of service with the University) in the affected classification may be retained based upon special skills, knowledge or abilities that are not possessed by other employees in the same classification and that are necessary to maintain the operations of the department.  Requests for out-of-seniority layoff must be reviewed and approved by Employee & Labor Relations.

For information pertaining to these benefits, review Indefinite Layoff - UCnet Resources or the Temporary Layoff- UCnet Resources.  For information about your health and welfare benefits.  Contact the Benefits Office if you have additional questions (805-893-2489).

For information pertaining to these benefits, review Indefinite Layoff - UCnet Resources or Temporary Layoff - UCnet Resources.  For information about your health and welfare benefits.  Contact the Benefits Office if you have additional questions (805-893-2489).

Any accumulated vacation earned through the last day of employment will be paid upon separation.

Accumulated sick leave will not be paid. If the laid-off employee has preferential rehire and recall rights and is re-employed during the preferential rehire period, all accumulated sick leave from prior service is reinstated upon rehire. If the employee does not have preference and recall and is re-employed after a break in service of less than 15 calendar days, all sick leave from prior service is reinstated. If the employee is re-employed after a break in service of 15 calendar days or more, but less than 6 months, up to 80 hours of sick leave are reinstated.

University employees are covered by unemployment insurance. Contact the California Employment Development Department for a determination of eligibility.

No, donations are required to be vacation leave.

No, your enrollment in the Catastrophic Leave Sharing Program must end before you receive any disability payments.

You need to “switch hats” for a session and become a Submitter.  Log in to OACIS, then click on Change User Type on the left side of the page.  (If you don’t see this as an option on the left menu, contact HR.)  Click the user type you want to be for that session, Submitter, and click Change Group.  Make sure the top of the page now says "Your Current Group: Submitter" and that your left menu options have now changed.  The next time you log in, it will revert to the last group name you chose, so you’ll have to repeat the steps above to become a Reviewer again.

The decision for Reviewers to receive or not receive emails for different “action status changes” is made at the time your user account is set up. To make changes, contact Human Resources at x4664.

The Supervisor. If a Supervisor has employees reporting to him/her, the Supervisor should be set up in the system as a "Submitter". Contact Human Resources at x4664 to set up an account.

After the Compensation Analyst has reviewed the job description, they will approve it and submit it to the Job Description Library.  When this happens, the Supervisor will receive an auto-generated email.

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.

Supervisors are now responsible for printing out an employee job description and obtaining wet signatures after the employee has been hired, the job description has been updated, or a reclassification has been approved. It is also their responsibility to give a copy of the signed job description to the employee for their records and retain the original signed copy in the department's personnel files. They do not need to send the signed job description to Human Resources.

Log in to OACIS, click on Job Description Library on the left navigation bar, then search by the employee’s name.  Note: When using the search options, you do not have to fill out all the fields.  For instance, if you want to find all descriptions of employees in your department with the first name of “Nancy”, you would only type in “Nancy” in the First Name field.

You only have access to job descriptions in the departments for which you have OACIS access.

The job description may never have been input into OACIS; or the job description may have accidently been used to create a requisition for someone else; or you may not have access to it if it's in a different department code.  If the Employee is in the same Department Code as you are, then you should be able to access the Job Description Library to view and print the job description.  Convinced you input a job description but still can’t find it?  Contact your Compensation Analyst directly for assistance.

  1. The home department Begins a New Action (update, reclass, etc.) for the employee who’s job description needs a new department code.
  2. The home department saves the job description.
  3. The home department calls Human Resources (x4664) to change the department name.
  4. The OACIS administrator changes the department code.
  5. The OACIS administrator calls the new department to let them know they now have access to that job description and can finish performing the action on it. 

Note:  Both departments need to agree to change the department code because once the department code has been changed the home department will no longer have access to that job description. The job description will still have the history associated with it.  However, as mentioned previously, the home department will not be able to perform actions on it nor have access to it.

 

If you think that an update action on a job description might result in a change of title (be it lateral, upward or downward) please speak with your Compensation Analyst before starting any action. With any action it is important to consult your Analyst before submission, however, this situation is uniquely important due to the way the system is designed. Compensation does not have the ability to change the payroll title within an update action. The analyst's only option with an update is to continue the Job Description at the same title. If you do submit the Job Description as an update and the analyst determines that there should be a change in title the analyst will have to return the action to you for cancellation and you will then need to enter a brand new reclassification action instead. So the bottom line is, if there are any questions in your mind whether or not an action will result in a change of title, please speak with the analyst before you start an action.

Submitters should log into OACIS and click on Pending Actions. Find the Employee’s record and see what it says in the ‘Status’ column. This will indicate what stage the review is in. Supervisors may consult directly with the Compensation Unit regarding the status of the reclass review. Employees should consult with their immediate supervisor regarding the status of their reclassification.

You have to create a new Job Description for every individual employee, even if their job description happens to be exactly the same as another employee’s.  However, the system makes it easy for you to copy the duties from one job description and paste them directly into another employee’s job description.  In the “Search Duties to Copy” tab, you simply search for the employee’s job description you want to copy and click the “Select and Continue” button.  One caveat:  The employee whose job description you want to copy must already have an approved job description in the Job Description Library for this to work correctly.  HR advises that Supervisors with multiple, identical job descriptions enter the first one into OACIS then contact their Compensation Analyst to request an expedited review.  After the Compensation Analyst reviews the first job description and sends it to the Job Description Library, the Supervisor can then copy this employee’s duties in to the remaining job descriptions

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-

  1. 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.
  2. They will also need to send an email to the Employment Manager explaining what they are doing.
  3. 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).

If the Limited appointment position was recruited for via OACIS....

  1. Start a New Career Job Description action in OACIS.
  2. Enter all of the job details on the new action, including the incumbent's name and ID number.
  3. On the Action Justification tab, reference the original limited job description, and make note of the original recruitment.
  4. Fill out any internal approvals on the Approval Steps tab.
  5. Submit to Compensation for review and approval.
  6. Once approvals are finalized, archive the Limited Job Description.

If the Limited Appointment position was NOT recruited for via OACIS.....

All Career Appointments must meet a recruitment requirement.

  1. Complete steps 1-5 above.
  2. Do not include the limited incumbent's name and ID number on the job description.
  3. Once Compensation has approved your Job Description, create a Requisition from a Job Description.

If a department believes that an exception to the recruitment requirement is warranted, they will need to work with Employment to determine if this is possible. To do so, the following steps would apply:

  1. Fill out the necessary Waiver of Recruitment paperwork and attach it to the requisition on the Attached Documents tab before submitting to Employment.

Once Employment reviews the requisition they approve a Hiring Proposal, which creates a Job Description in the JD Library.

Yes. Regardless of whether or not the overtime was authorized in advance, the department is obligated to pay unauthorized overtime. Corrective action may be appropriate against the employee for not following department procedure. Ultimately it is the Supervisor's responsibility to know and be aware when an employee works overtime and to address unauthorized overtime in a timely way.

Eligibility requirements will vary according to the contract or policy. Please refer to the guidelines and procedures for the specific merit population.

Yes, detailed records to the quarter hour can be kept for employees who charge a percentage of their salary to various grants or who are working on a number of accounts and the work charged to each account varies, or for other purposes, such as management reports, as long as the recording of time does not relate to pay.

 

In certain serious circumstances, an employee may be placed on an investigatory leave to allow the University time to review or investigate the allegations without the employee in the workplace.   The purpose of the leave is to allow the University time to investigate the allegations or secure the worksite during an investigation.  Potential allegations of misconduct warranting an investigatory leave include but are not limited dishonesty, theft or misappropriation of University property, fighting on the job, insubordination, acts endangering others, or other conduct which warrants removing the employee from the work site. In general, employees must be informed in writing of the reason and the expected duration of the leave.  If you have questions about investigatory leave, please contact  Employee & Labor Relations .     

Under the California Higher Education Employer-Employee Relations Act (HEERA), a collective bargaining unit is a group of job positions/job titles with a sufficient "community of interest" that a union can reasonably represent the employees in the unit - particularly the negotiation of the employees' terms and conditions of employment.

 HEERA provides that, with some exceptions, collective bargaining units at the University are organized into systemwide units. This means that all employees in a specific collective bargaining unit, across all the UC campuses, are considered to be one unit. Other units (Skilled Crafts units for example) are considered a local, single campus unit.

 

When a UC retiree dies, you should notify the University of California as soon as possible by calling the UC Customer Service Center at 1-800-888-8267.

Survivor Handbook for Family Members and Beneficiaries of UC Retirees
After a UC retiree dies, survivors are faced with the difficult task of resolving the retiree’s estate. This includes reporting the death and claiming benefits.

This handbook describes the benefits that may be available to family members and/or beneficiaries following the death of a UC retiree. This handbook also outlines the steps surviving family members and beneficiaries should take to claim benefit

 

  • 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.
  • 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.

 Generally, when a collective bargaining agreement expires and no new agreement has been reached, the University is required to maintain the status quo for terms and conditions of employment affecting represented employees in that unit.  “Status quo” is a legal term for the University’s obligation to generally maintain the same wages, hours, and other terms and conditions of employment that existed prior to the agreement’s expiration.  Thus, once an agreement has expired, the University usually cannot make changes to terms and conditions without giving notice to the employee’s union and potentially negotiating the change.  Management actions that may require a notice/negotiation obligation include: reclassifications, transfers, involuntary changes in employee’s hours, changes in departmental procedures related to ability to accrue comp time in lieu of overtime, scheduling overtime, vacation, taking sick leave, and other work rule changes.      

 Notably, not everything related to wages, hours, and terms and conditions of employment is subject to bargaining or to “status quo.”  However, departments planning to make changes affecting employees in bargaining units now in status quo should contact the appropriate Employee and Labor Relations Specialist to review plans and coordinate any required notices prior to implementing any such changes. 

Limited appointment employees are restricted to working under 1000 hours in any rolling 12 month period - including hours worked at another UC campus.

These situations require consultation and review by Human Resources, sometimes in collaboration with Academic Personnel. Please contact Compensation for assistance.

Full-time employees are eligible for holiday pay if the holiday occurs during an approved leave of absence, a temporary layoff, or a furlough that does not exceed twenty (20) calendar days (including holidays).  Please consult PPSM Absence From Work or the applicable collective bargaining agreement for more information about holiday pay for full-time and part-time exempt and non-exempt employees. 

In general, a full-time non-exempt employee must be on pay status the day before the holiday and the first scheduled work day after the holiday to be eligible to receive compensation for the holiday.  An employee on an approved leave of absence without pay on the day before or the first scheduled work day after the holiday is considered to be on pay status and is eligible for the holiday pay as long as the unpaid leave does not exceed the time period specified in the contract or policy. Non-exempt employees who have been suspended for disciplinary reasons for a period that includes or immediately precedes or follows a holiday is not eligible for holiday pay for that holiday.  Non-exempt employees who have an unauthorized absence immediately preceding or following a holiday is also not eligible for holiday pay for that holiday.  Please consult PPSM Absence From Work or the applicable collective bargaining agreement for more information about holiday pay for full-time and part-time non-exempt employees.

Full-time Policy-covered exempt employees are eligible for holiday pay if they are on pay status during the week in which the holiday occurs.  Please consult the applicable collective bargaining agreement for information about holiday pay for represented exempt employees. 

The Leave of Absence Coordinator administers all staff leaves, providing guidance and counseling on leave entitlements, pay options, and resources.

Please refer your staff employee to the Medical Leave of Absence website to request a leave of absence through the HR ServiceNow portal.

If your employee is medically unable (e.g. hospitalized) to complete a request, the supervisor can login to HR ServiceNow and submit a request for leave on behalf of the employee.

The Leave of Absence Coordinator will provide the employee with the necessary paperwork and provide the employee's supervisor with a copy of the documents (no diagnosis information will be shared).

The Leave of Absence Coordinator will inform the supervisor of any changes to the employee's expected return date.

If you have any questions, please contact the Leave of Absence Coordinator.

Collective bargaining is a bilateral decision-making process involving direct negotiations, in which the University and the exclusive representative of the employees (usually called a “union”) determine wages, hours of work and other terms and conditions of employment for all employees in the bargaining unit. 

During this process, the parties meet and exchange proposals and counter-proposals.  Pursuant to the Higher Education Employer Employee Relations Act (HEERA), the parties are required to meet and negotiate in good faith (fairly consider the proposals of the opposing side and not dismiss them outright) and prohibits the parties from engaging in regressive bargaining (making their proposals or counter-proposals worse than prior proposals).  

Collective bargaining agreement, union contract and memorandum of understanding (MOU) are all terms that refer to a written, mutually binding agreement that results from direct negotiations between the University and the exclusive representative for a group of employees.  The agreement, contract or MOU sets wages, hours and other terms and conditions of employment for an agreed-upon period of time.

The exclusive representative for a group of employees (aka union) and the University develop and present initial proposals to each side prior to the start of collective bargaining negotiations. The initial proposals are generally changes or new contract provisions that each side would like to achieve through negotiations.

After the University and exclusive representative for a group of employees (aka union) submits a notice of intent to bargain and exchange initial proposals, the initial proposals are made available for public viewing at a stated time and place prior to the start of negotiations.   This allows the general public an opportunity to review and comment on initial proposals. 

If the University and the exclusive representative for a group of employees (aka union) are unable to reach an agreement through collective bargaining, negotiations may be declared at an impasse. This means that neither side is willing to compromise further on any of the outstanding issues. The State of California's Public Employment Relations Board (PERB) verifies whether or not the parties are at impasse and, if so, the State Mediation and Conciliation Services appoints an independent person to mediate between the parties.  If the mediator is unable to persuade the parties to compromise, then a fact-finding panel is created. Each party appoints one person to serve on the panel and PERB provides a list of independent arbitrators from which the parties mutually select one to chair the panel. This panel hears presentations from each side and then issues a fact-finding report.  However, the report is only advisory.

If the parties are still unable to agree after the completion of fact-finding and the report is issued, the University is permitted to impose or unilaterally implement terms and conditions of employment, as long as such terms were “reasonably contemplated’ with the University’s last, best and final offer.

If an agreement is reached in collective bargaining negotiations between the University and the exclusive representative for a group of employees (aka union), it is called a Tentative Agreement or T.A. because it is not put into effect until each side has ratified (or voted to approve) it.  The Regents of the University of California ratify for the University and union members (generally voting rights are only extended to dues paying members of the union) vote to ratify for the union.

An Unfair Labor Practice charge or ULP is a charge filed with the California Public Employment Relations Board (PERB) that either the University or the exclusive bargaining agent (union) has violated the Higher Education Employer-Employee Relations Act (HEERA). 

A work stoppage by a group of employees intended to express a grievance, enforce a demand for higher wages or for other changes in conditions of employment, obtain recognition, or resolve a dispute with management.

You will not be paid if you fail to report for work as scheduled.  In additions, your benefits may be affected depending on the percentage of time worked in a particular pay period.  Please refer to the terms of the applicable collective bargaining agreement.

If an employee does not report to work as assigned during a strike, UC will presume — absent prior authorization or medical certification — that her/his work absence during a strike period is strike related. Employees who are absent from work without authorization during a strike will not be paid for the absence. As is always the case, authorization for an absence from work (e.g., vacation leave or compensatory time) may or may not be granted, depending on operational necessity and without regard to the employee's reason for the requested leave.

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.

Yes. Be sure to track FML hours for both non-exempt and exempt employees. Exempt employees on a reduced schedule under Family & Medical Leave (FML) will have sick leave deducted for hours they did not work.

 

No. However, if you have them you may be required to use up to 22 days of accrued sick leave. You do not have to use vacation, but you can choose to do so during your waiting period to remain at full pay.

The employee is Leave without Salary for any hours that are paid by Lincoln Financial. Please refer to Updating Kronos for an Employee on a Leave of Absence for instructions on entering temporary and/or partial Disability Leaves (i.e. reduced schedule).

Talk to your employee about what you have observed. Do NOT ask for diagnosis.

The employee may be eligible for Family & Medical Leave. Contact the Leave of Absence Coordinator and/or Employee & Labor Relations.

No, you should not call an employee's doctor. Please contact and also send the doctor's note to the Leave of Absence Coordinator.

The Leave of Absence Coordinator administers all staff leaves, providing guidance and counseling on leave entitlements, pay options, and resources.

Once an employee mentions that they are taking leave for their own, or their family member's, serious health condition, the Supervisor or Department Representative should start the FML process by referring the staff employee to the Leave of Absence website to request a leave of absence through the HR ServiceNow portal.

If your employee is medically unable (e.g. hospitalized) to complete a request, the supervisor can login to HR ServiceNow and submit a request for leave on behalf of the employee.

The Leave of Absence Coordinator will provide the employee with the necessary paperwork and provide the employee's supervisor with a copy of the documents (no diagnosis information will be shared).

The Leave of Absence Coordinator will inform the supervisor of any changes to the employee's expected return date.

If you have any questions, please contact the Leave of Absence Coordinator.

FML leave entitles eligible employees to take unpaid, job-protected leave for family and medical reasons with continuation of group health insurance coverage under the same terms and conditions as if the employee had not taken leave. Job protection, continuation of the UC contribution to your health benefits for up to 12 weeks. Employees are also entitled to return to their same or an equivalent job at the end of their FML leave.

FML and sick leave run together. FML is the (unpaid) leave entitlement and sick leave is used to receive income.  UC is required by federal law to designate a qualifying leave as FML.

No. Medical diagnosis is personal and private information. If someone voluntarily shares this information with you, it should be kept confidential.

The Certification of Health Care Provider is preferred. However, a doctor's note may be used IF the note has sufficient information to designate FML. For assistance, please contact the Leave of Absence Coordinator.

The department tracks an employee's FML hours.

Please use the employee's Kronos time card and the FML Usage Tracking Calculator to track an employee's FML time. The Leave of Absence Coordinator may periodically request this information.

For assistance with Kronos entries, please refer to Updating Kronos for an Employee on a Leave of Absence.

If you have any questions, please contact the Leave of Absence Coordinator.

The Transitional Work Program (TWP) is a proactive approach to providing assistance to Academic, Staff and student employees who remain working or return to work when a medical condition or disability interferes with the ability to perform job duties.  Although employees with injuries and illnesses may be unable to perform their regular jobs, they can often do alternative productive work while recovering fully from injuries and illnesses. Oftentimes this alternative work simply involves a temporary restructuring of the employee's regular job.

The TWP may provide temporary alternative work to employees who have suffered a work-related or non-industrial injury or illness that is consistent with the medical restrictions prescribed by their treating physician.

Employees with temporary partial disabilities, recovering from an industrial (work-related) or non-industrial injury/illness, are eligible for TWP assignments when they obtain written medical clearance from their treating physician who will specify  the employee's work restrictions.

The Transitional Work Program Coordinator will try to place the employee in their home department by modifying the employee's job duties or providing alternate work. However, if a department is unable to provide work for an injured employee that is compatible with his/her restrictions and skills/abilities, the alternate assignment may be in another department.

If your transitional work assignment is full-time, you will receive your regular pay and benefits during your transitional assignment.  If you are on a reduced schedule (i.e. part-time), please see the Partial Disability: Stay at Work/ Return to Work Factsheet.

Generally, a transitional work plan and/or agreement is for 30 days and are typically not longer than 90 days, however, TWP assignments are evaluated on a case-by-case basis and may be extended if appropriate.

If all the efforts to provide an employee with all other types of reasonable accommodations are unsuccessful, transfer or reassignment to another position that is open and vacant will be considered as an accommodation option.  This is called Special Selection, also known as the 90-Day Alternate Job Search.

The employee's department is responsible for these expenses. If the department is having difficulty defraying the expense, please contact the Workplace Accommodations Coordinator for options.

Essential job functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodations.

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.  

ASAP provides confidential consultation for faculty and staff management, and campus administration related to behavioral health problems that impact workplace functioning. This includes but is not limited to: mental illness, chemical dependency, interpersonal problems, employee deaths, threats of violence, work stress and change management. ASAP can also assist with psychological wellness education for work groups, teams, and departments that are tailored to the contemporary needs of the area.

One of the key components of a supervisor’s role is managing an employee’s job performance. However, it can feel overwhelming and isolating to struggle with managing workplace concerns. Supervisors or managers are encouraged to contact ASAP when concerned about an employee or work group, or looking for a neutral place to discuss a workplace situation. Our team is equipped to assist academic personnel, faculty, and staff members with common workplace issues or during a serious critical incident. As an internal employee assistance program, we are knowledgeable and familiar with UCSB culture and organizational departments.

Here are some additional ways ASAP can help managers and supervisors:

  • Consultation on workplace issues, such as employee behaviors impacting work performance or employees with personal concerns that may be exhibiting poor work performance.
  • Discussion on how to communicate effectively with an employee, or on how to approach a difficult/complex situation.
  • Assistance in developing a course of action plan with a troubled employee.
  • Critical incident response following crisis events such as death of a colleague or student.
  • Consultation around current or anticipated restructuring within your department.
  • Workplace threat of violence assessment and management - in coordination with UCPD and Threat Management Team.
  • On-site small work group facilitation. These may be on specific topics designed to increase employee self-awareness or may be in response to a traumatic event such as a death in the workplace.
  • Workshops and trainings customized to department needs. Topics include but are not limited to: Orientation to Employee Assistance, How to Recognize & Refer Individuals of Concern, and Mindful Communication at Work and Home.
  • Educational materials, including Employee Assistance brochures and handouts.
  • Policy, program and behavioral health benefits consultation.