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Information for New Staff Employees (University of California, Santa Cruz)

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Information for New Staff
Employees
Staff Human Resources, rev. 02-18 shr-1950, Page 1 of 4
Employee Name
Personnel Policy/Bargaining Unit
Employee & Labor Relations Analyst/Phone Extension SHR Service Operations Specialist/Phone Extension
WELCOME TO THE UNIVERSITY OF CALIFORNIA, SANTA CRUZ
This sheet contains general employment information regarding the personnel policies for non-represented staff or the
collective bargaining contract applicable to your appointment. Copies of complete policies are available on UCSC's Staff
Human Resources web site or through your supervisor.
ROLES & RESPONSIBILITES
Departments/Individuals These departments/individuals can help you with the following issues:
STAFF HUMAN RESOURCES
Benefits, Employment Services, Compensation/ Classification, Employee & Labor Relations,
Training & Development, Staff HR Operations
Employee & Labor Relations
Represents staff and management in matters regarding employee and labor relations. The
office represents the campus in system wide and local bargaining, and serves as a liaison
between the campus and the unions. Other responsibilities include: contract interpretation and
administration, discipline & dismissal, grievance processing and advocacy, layoff planning,
leaves of absence, performance management, policy & contract consultation and workers
comp. consultation.
Staff HR Operations
Timekeeping for all non-academic staff and student employees, maintaining and updating all
staff and student employee records in the Payroll Personnel System, student employment
facilitation.
YOUR SUPERVISOR
Unit information, job description, work schedule, probationary period and annual performance
evaluations, job related questions or issues.
HELPFUL UCSC WEB PAGES
The UCSC website contains helpful information regarding campus wide policies, services, and contact information. The Staff
Human Resources web page contains helpful information and resources regarding your employment with UCSC. Please take
time to review and familiarize yourself with the information available on these pages:
2. Staff Human Resources
1. UCSC
INCIDENT REPORTS
If you sustain a job-related injury or illness, you must report this to your supervisor immediately. If you wish to be seen by
your own doctor in the event that you are injured or become ill on the job, you must have on file a "UCSC Employee
Physician Designation Form" prior to being injured. Contact Risk Services at 459-1787 to request a designation form. If a
designation form is not on file, the University will arrange for your medical care at UrgencyMED. For more information on how
to obtain medical care if injured on the job, please visit the UCSC Risk Management website.
HEALTH & SAFETY
It is the responsibility of every employee to promote a safe and healthy working environment. EH&S' web site contains
information on health, safety and environmental principles and services including training. TX/RX/SX—Training is required
within 30 days for anyone working with hazardous materials. CX—Training is required within 15 days for anyone working with
hazardous materials and a review of employee's work station for those who work more than 60% of their normal schedule at
a video display terminal within 90 days. It is recommended that all staff have their work station evaluated.
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Information for New Staff
Employees
Staff Human Resources, rev. 02-18 shr-1950, Page 2 of 4
PAY PERIODS
Your first paycheck will be issued
Refer to Pay Dates calendar for your normal payday dates:
Biweekly (B1, B2) Monthly (MO).
Your W-2 will reflect earnings for the time worked from December through November, not January through December.
Note: Your employee ID Number is located on your paycheck stub.
Access the Pay Dates Calendar.
NOTE: THE FOLLOWING POLICY INFORMATION COVERS CX, TX, RX, SX, K7, PSS, and MSP EMPLOYEES ONLY.
CONTACT YOUR ELR ANALYST FOR POLICY INFORMATION FOR FF, EX, PA, NX, and HX.
TIME & ATTENDANCE
HOURS OF WORK
Non-Exempt: Generally, a full-time employee will be provided a meal period of one hour. An employee who works 6
continuous hours or more must be provided a meal period of at least 1/2 hour. Meal periods are NOT paid time. A full-time
employee may be granted two 15-minute rest periods daily, one before and one after the meal period. A part-time employee
may be granted one 15-minute rest period for each work period of 3 continuous hours or more not to exceed two rest periods
per day. Rest periods may not be taken at the beginning or end of a work period and may not be accumulated for use on
another day. Rest periods are considered as time worked. Rest periods are scheduled by the supervisor based on
operational needs. See appropriate personnel policy/collective bargaining agreement for specific information regarding Hours
of Work.
Exempt: The workweek for a full-time exempt employee is normally considered to be a minimum of 40 hours, and for part-
time employees, the proportion of 40 hours that is equivalent to the appointment percentage. Greater emphasis is placed on
meeting the responsibilities assigned to the position rather than working a specified number of hours.
LEAVE ACCRUALS
Your leave accrual code is:
All non-academic UCSC Staff and Student Employees accrue leave based on a Factor Leave Accrual Table
. Factor leave
accrual means that sick and vacation leave accruals are calculated based on a factor accrual rate. The factor accrual rates
can be found on the Factor Leave Table and vary based on appointment accrual rate codes and leave type.
VACATION
Full-time employees may accrue a maximum of two time their annual accumulation (e;g; if you accrue 120 hours vacation per
year you may accrue up to a maximum of 120 hours x 2 years or 240 hours). Part-time employees may accrue vacation to
the same maximum as a full-time employee. All vacation time must be scheduled in advance with the approval of your
supervisor. Vacation time may not be used before it is accrued or during the leave accrual period.
NOTE: In the event of a campus closure, different policies may apply.
Leave accrual period end dates for Biweekly employees can be found on the payroll calendar.
SICK LEAVE
There is no maximum amount of sick leave you may accrue. Refer to appropriate personnel policy/collective bargaining agreement
for further information on use of sick leave. If you anticipate being off work for medical reasons for longer than one workweek, please
notify your Employee & Labor Relations Analyst immediately. Under certain circumstances you may be required to provide medical
verification of illness from a licensed health practitioner. Sick leave is available for use the month or immediately after it is earned. Sick
leave may not be used before it is accrued or during the leave accrual period.
Waiting period to use Vacation:
■ EX, SX, K7—Completion of six consecutive months of service.
■ CX, TX, RX, MSP, PSS—No waiting period.
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Information for New Staff
Employees
Staff Human Resources, rev. 02-18 shr-1950, Page 3 of 4
CATASTROPHIC LEAVE
The campus provides a Catastrophic Leave Program which allows employees to donate their accrued vacation leave to
another employee who is suffering from, or whose eligible family member is suffering from, a catastrophic illness or injury,
and who has exhausted their own accrued sick leave, vacation and compensatory time. Contact your Employee & Labor
Relations Analyst for more information.
HOLIDAYS
The University observes thirteen (13) administrative holidays during the calendar year. Holidays are listed in the Personnel
Policies for Staff Members manual or collective bargaining agreement for represented employees. Part-time employees who
work at least half-time, will receive holiday pay proportionately. The campus closes for approximately 10 days during the
Christmas/New Year's holiday season. During this time, you must use accrued vacation or compensatory time off (non-
exempt employees) for any work day (approximately 2–4 days) that is not a holiday or weekend day if you wish to be paid for
those days.
LEAVES OF ABSENCE
If you need to be off work for longer than one workweek for any reason (except for paid vacation leave), please contact your
Employee & Labor Relations Analyst immediately to discuss your leave of absence options (including Family Medical Leave
Act), applying for disability where appropriate, and to ensure your absence does not jeopardize your insurance benefits.
TIME RECORDS
IMPORTANT NOTE: At any time, but especially during your first six months of employment, if you anticipate that your hours
on pay status will drop below 50% during any month, contact your Service Team to discuss what impact this may have (e.g.,
possible loss of holiday, vacation, sick leave, extension of probationary period).
HOW TO REPORT
TIME
Your Staff HR Operations Specialist will explain how you will report time.
HOW TO COMPLETE
TIME RECORDS
Time records must be an accurate reflection of hours actually worked and/or leave taken. Completing
or approving time records that do not accurately reflect time is a falsification of an official university
document.
Non-Exempt: Your position is one that is designated as NON-EXEMPT for purposes of compensation
and reporting of time. Non-exempt employees are compensated for their actual hours worked or on
pay status as reported on time record. Time worked, overtime, sick leave, vacation leave,
compensatory time off, and other leaves should be reported to the nearest 1/4 hour. Overtime is
defined as any hours on pay status that exceed 40 hours in a week. As a non-exempt employee, you
will be compensated at the premium (time and one-half) rate for hours actually worked which exceed
40 hours in a workweek. Hours of overtime not exceeding 40 hours of actual work in a workweek will
be compensated at the straight-time rate. It is not considered overtime when a part-time employee
works more than their usual schedule until those hours exceed 40 in a week. All overtime and
additional time worked requires the pre-approval of your supervisor. See appropriate personnel policy/
collective bargaining agreement for specific information on overtime pay for working on a holiday and
timelines regarding usage of compensatory time off. Note: Service Employees (SX) & Skilled Crafts
(K7) have different overtime policies.
Exempt: Your position is one that is designated as EXEMPT for purposes of compensation and
reporting of leave taken. Exempt employees are considered "salaried" and are paid at a fixed
percentage each month, not to exceed 100%, and are expected to fulfill the duties of their positions
regardless of hours worked. Time worked is not recorded for purposes of pay and exempt employees
are not eligible to earn straight or premium overtime compensation. Therefore, actual hours worked
should not be reported on time records.Sick leave, vacation, and other leaves should be reported in
full-day increments only—do not report partial days off on your time record. Your schedule will dictate
the amount of hours to claim (e.g., 5.00, 6.25, 8.00).
WHEN TO SUBMIT
Timesheets are due on the last workday of each pay period (biweekly- Friday or Saturday depending
on the employee's work schedule or end of month for monthly employees). *Because December and
February are short work months, earlier time record deadlines may be set. Contact your Staff HR
Operations Specialist for deadlines.
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Information for New Staff
Employees
Staff Human Resources, rev. 02-18 shr-1950, Page 4 of 4
FOR CAREER EMPLOYEES ONLY:
PROBATIONARY PERIOD
All career employees must serve a probationary period, usually six months of continuous service at 50% time or more during
which time the employee’s work performance and general suitability for University employment will be evaluated. (Exception:
An employee who has worked in a limited appointment immediately preceding the career appointment, may have some or all
time in the limited appointment credited toward completion of the probationary period). An employee’s probationary period
may be extended for up to three months at the University’s discretion. This does not apply to MSP employees.
PERFORMANCE EVALUATIONS
During your probationary period, you will receive at least one written performance evaluation. After you have completed your
probationary period, you will receive one written performance evaluation annually. The evaluation of each employee shall be
based on the individual employee's performance.
SALARY REVIEW DATES
Non-Represented employees (PSS, MSP) may be eligible for one merit increase annually, on October 1, assuming
availability of funds, until your salary reaches the top of the salary grade for your job classification. The amount of increase
awarded will be based on your performance as described in the annual performance evaluation. For represented employees
(CX, TX, RX, SX, K7) see appropriate bargaining contract for specific eligibility requirements and scheduled increases.
JOB DESCRIPTION
It is suggested that you review your job description with your supervisor periodically. If at any time there are significant
changes in your assigned responsibilities, please discuss them with your supervisor and Service Team to ensure your job
description is kept up-to-date. Job descriptions are the basis for performance appraisals and position classification.
FOR CAREER EMPLOYEES IN CRITICAL POSITIONS ONLY:
BACKGROUND CHECK INVESTIGATIONS & PROBATIONARY PERIOD
Employees hired into critical positions must have a background investigation completed prior to becoming a regular status
employee (i.e., prior to completion of probationary period)
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Completed 3 March 2022

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