Then call 1-800-888-8267 to personalize the PIN# (0000) reset by the benefits representative.
When the recording picks up:
positions for collective bargaining, or whose duties normally require access to information which contributes significantly to the development of such management positions."
Q. How can I learn more about writing job descriptions?
A. Compensation Services provides “Writing a Job Description” training every quarter. Please refer to the Training and Development Bulletin for the next available course.
Q. What is the campus practice on retroactive reclassifications, equities, stipends and salary increases?
A. The practice on this campus is to make all such transactions effective on the first day of the month following receipt of the request by Campus Human Resources. (Note: union notification requirements may require additional time). Retroactivity is generally discouraged. However, Compensation will consider exceptions on a case-by-case basis if there is a solid rationale for doing so. Please send all requests for exception to Compensation outlining the rationale and/or justification. All exceptions will require the approval of the Compensation Director and the Assistant Vice Chancellor of Campus Human Resources.
Q. Who determines if a job should be reclassified?
A. Campus Human Resources Compensation is chartered with the responsibility to determine how a job needs to be classified. Requests for classification reviews are submitted to Compensation as outlined in Procedure 36. The department or organizational unit typically submits requests for reclassification requests to Compensation. However, an individual may initiate a review of his or her own job description. In either case, the employee and the supervisor must sign a current job description. Employees are advised to consult with his/her local Human Resources representative for assistance in this process.
Q. Where can I find information on the Staff Achievement Award Program (SAAP)?
A. For information on the SAAP, please see the latest memo on this subject under the “Updates and Notices” on the Compensation Services Web page. http://www.chr.ucla.edu/chr/comp/notices_comp.html
Q. What is the difference between a promotion and a reclassification?
A. A reclassification is a significant change in duties that may result in a reclassification to a title with a different classification. A promotion is when an individual applies for and is selected for a posted position of a higher level.
Employee & Labor Relations
Frequently Asked Questions
CHR FAQs
Q. Where can I verify an individual's employment status?
A. Payroll verifies employment. They can be reached at x4-8731
Q. Who gets paid jury duty?
A. Refer to the Jury Duty Eligibility at a Glance grid.
Q. Can I get a copy of my personnel file?
A. Yes, in accordance with campus/contract guidelines. However, an employee's department maintains the personnel file. They are not maintained by Campus Human Resources.
Q. Where can I get performance evaluations?
A. Currently, they are available from the Storehouse. Campus Human Resources also offers classes on how to give evaluations.
Q. How can I cancel or enroll for automatic Union Dues deduction?
A. Employee Relations has a form that can be faxed or mailed to the employee. An employee can enroll for automatic payroll dues deduction at anytime for the union that exclusively represents the employee only. However, an employee can cancel dues only during the time period specified by the contract under which an employee's position is covered. Call Employee and Labor Relations (x4-0860) for details regarding cancellation or enrollment.
Q. What shall I do if the department is served with a subpeona?
A. The Records & Resource Management department processes subpoenas for employment and payroll records for UCLA. Please cllick here for more information.
Q. How can I reach my union representative?
A. The following is a list of Union addresses and phone numbers:
American Federation of Teachers (AFT)
2584 South Armacost Avenue
Los Angeles, California 90064
(818) 843-8226
(310) 450-0409
American Federation State, County, and Municipal Employees (AFSCME)
Council 3299
10914 Kinross Avenue, Unit B
Los Angeles, California 90024
(310) 824-0019
California Nurses Association (CNA)
425 West Broadway, Suite 111
Glendale, California 91204
(818) 240-1900
(818) 240-8336 Fax
Coalition of University Employees (CUE)
1261 Westwood Boulevard
Los Angeles, California 90024
(310) 473-7428
International Union of Operating Engineers
(I.U.O.E.) Local 501
2405 West Third Street
Los Angeles, California 90057
(213) 385-1561
University Professional & Technical Employees (UPTE)
1015 Gayley Avenue, Suite 115
Los Angeles, California 90024
(310) 443-5484
Personnel Services Frequently Asked Questions
CHR FAQs
Q. Why can't I institute new work rules in order to enable my department to run more efficiently?
A. When a manager or supervisor wants to implement new work rules that will affect the terms and conditions of employment for exclusively represented employees, the new rules are subject to the bargaining process which must be conducted before the new work rules can be effectuated.
Q. I have a probationary employee who is just not working out. What do I need to do before I can release her?
A. She may be released in accordance with the provisions of the policy or contract which pertains to her employment which give the University sole discretion to release probationary employees without cause. Employee and Labor Relations maintains templates of probationary release letters in accordance with the provisions of various collective bargaining agreements as well as University policy.
Q. Do casual-status clerical employees get paid for jury service?
A. No, the terms and conditions of employment for clerical unit employees precludes payment to casual employees while they are on jury duty.
Q. I believe that I have just been improperly laid off. Where can I obtain a grievance form?
A. If you are covered under the Personnel Policies for Staff Members, you can obtain a complaint resolution form from Campus Human Resources. If you are covered by a collective bargaining agreement, you can obtain a form from the union that exclusively represents you.
Q. Is there someplace I can easily refer to determine what leave accrual vacation codes to use?
A. Yes, refer to your EDB Manual at D12-1.
Q. After an employee terminates his/her employment or retires, how long do I have to maintain that employee's personnel file?
A. Normally, when there has been a termination, the personnel file should be maintained for five (5) years. The personnel file of an employee who retires should be maintained until the employee reaches the age of 70.
Q. When an employee transfers from one department at the University to another, what should be done with the employee's personnel file?
A. The department from which the employee is transferring should forward the employee's file to the employing department.
Q. Can I donate vacation leave credits to an employee working at a UC location other than UCLA under the Catastrophic Leave Program?
A. No. UCLA's Catastrophic Leave Program is a campus program and only applies to staff employees working at this campus.
Job Opportunities Frequently Asked Questions
CHR FAQs
Q. Do you have a resume builder?
A. Yes, on our Job Opportunity Index you will find our UCLA resume builder. Click on it and you will find instructions and you can build your own resume.
Q. How often are new jobs listed?
A. New job opportunities are posted every Wednesday by 11:00 AM.
Q. When applying, do I need to send both an application form and a resume?
A. No, only one or the other is required to apply for open positions. Resumes are generally preferred to application forms, but an application form will suffice if no resume is available.
Q. I don't have a resume. Where can I obtain an application form?
A. Application forms are available for download from our "forms" page, or you can come to our office and pick one up. (NOTE: CHR applications are for campus jobs only; openings in the Medical School, Dental School, or any other UCLA Healthcare facility require application forms from the Healthcare Human Resources Office.)
Q. Do I need to submit my resume to BOTH Staff Employment AND the department posting the open position(s)?
A. YES, separate copies of your resume must be sent to both the hiring department and the Staff Employment office. This two-step process is detailed in "Application Procedures". Staff Employment will NOT forward resumes to individual departments.
Q. What happens to my resume after I submit it to Staff Employment?
A. Your resume will be scanned into our computerized applicant retrieval system. This system highlights your skills, knowledge and abilities. The scanned resume will be available for view by hiring managers who request additional resumes. Your resume will be maintained in our active employment files for twelve months. It is unnecessary to resubmit your resume during this period unless updating pertinent information.
Q. How will I know if my resume has been received by Employment Services?
A. Each resume that is sent to Staff Employment receives an acknowledgement by mail. Contained within this acknowledgement is a voluntary questionnaire requesting personal data that will assist us in meeting Affirmative Action reporting requirements. This acknowledgement will typically be sent a few weeks after receipt of each resume.
Q. Should I write a cover letter?
A. We invite you to write a cover letter indicating your general area of interest. For management positions, state specific skills and abilities that are pertinent to the position.
Q. Can I apply for a position after the "Closing Date"?
A. The hiring department is not required to accept resumes after the Closing Date. However, additional resumes may be accepted after the Closing Date if the department wishes to expand the applicant pool.
Q. When can I expect to be called for an interview?
A. The hiring department will contact you directly if your resume is competitive. Typically the search is conducted within 30 days after the Closing Date.
Q. How do I know if a position has been filled?
A. In general, if you haven't heard from the hiring department after three months, the position has probably been filled. If you send your resume to Staff Employment and your resume has been scanned into our database your resume may be requested by another department that might be in need of more competitive resumes.
Q. Does UCLA offer part-time positions and/or temporary employment?
A. A. Yes, and these positions are listed as limited positions in our job listings. In addition, the following outside agencies are
contracted with UCLA to help provide part-time and full-time temporary employment assistance:
Spherion
1081 Westwood Blvd., #217
Los Angeles, CA 90024
Ph: (310) 443-9580
Fax: (310) 443-9581
http://www.spherion.com |
|
Adecco
11901 Santa Monica Blvd #211.
Los Angeles, CA 90025
Ph: (310) 479-3355
Fax: (310) 479-5568
|
|
Star Staffing Services
9250 Wilshire Blvd., #200
Beverly Hills, CA 90212
Ph: (310) 278-0511
Fax: (310) 278-4269
|
Employment Services Frequently Asked Questions
CHR FAQs
Q. What is the deadline for sending on-line job requisitions for the CJO?
A. On-Line Job Requisitions that have been reviewed and approved by Compensation by Tuesdays at 4 p.m. will be released to Employment Services for possible inclusion in the following week's Campus Job Opportunities web site, pending any Employment/Compensation or layoff issues. Please refer to Compensation's Guidelines and allow sufficient time for the review and processing of your compensation job description request and on-line job requisition.
Q. When will my job requisition post?
A. If your on-line job requisition is released by Compensation by Tuesday at 4 p.m. it will be eligible for posting the following Wednesday on the CJO web site, pending any compensation or layoff issues.
Q. What do I do if I've forgotten my password for the Online Requisition/Manager's Workbench?
A. Please contact CHR Information Systems at x40816. They will be able to research this information for you.
Q. When is the Requisition Acknowledgement e-mail sent?
A. The Requisition Acknowledgement e-mail will be sent 2-3 working days prior to the CJO posting date.
Q. Where can I find the Offer Verification Notice (OVN)?
A. The OVN can be found within the FORMS section of the CHR Web site -- click on "Requisition Acknowledgement Packet."
You can also double click on the link located within the header of the Requisition Acknowledgement e-mail. It reads: Important hiring documents at http://www.chr.ucla.edu/a/acknowl.htm
Training and Development
Frequently Asked Questions
CHR FAQs
Q. What is your fax number?
A. (310) 794-0855
Q. Do I have to mail the application for training classes? Or can I fax it?
A. You can fax us your application to the number above.
Q. How do I get on "your" mailing list for the Training and Development Catalog?
A. We use a campus wide mailing list and mail service offered by Mail and Document Services for UCLA staff personnel. You can give Mail & Document Services a call @ extension 5-7631.
Q. How can I get an application for a training class?
A. You don’t need an application - you can enroll online. Just click on the Classes tab on CHR’s home page, or go directly to http://chrsuns01.chr.ucla.edu:8881/m1/plsql/cat.page1. If internet enrollment is not possible, Training and Development will still accept paper applications found online at http://www.chr.ucla.edu/chr/tabs/tab_forms.html or in the back of the Training and Development Catalog. You may also request that a training class application to be faxed to you by calling extension 4-0850.
Q. Why didn't I get the class date that I applied for? Do I have to reapply?
A. This will only occur if you use the paper application process and the class was full by the time we received your application. If there are cancellations, we notify the next name(s) on the list (in order by the date we received the application) by letter or phone call that a spot has opened. If the class took place and you were not confirmed, your name still stays in the system and will "roll over" to the next class date that has room. At that point you will receive a confirmation letter from us with the new date and time. You do not need to reapply. If you use online enrollment, you will know immediately if a class is full and can then find a class time and date that is suitable for you.
Q. I applied for Levels 1,2,3 of computer software classes and received a confirmation only for Level 3. What should I do?
A. At this point, the Training and Development computer system in which we enter applicant information is not able to recognize consecutive levels when an applicant signs up for 2 or more levels at the same time. It only processes class numbers and dates. Because there is more interest in levels 1 and 2, those classes fill up more quickly than level 3. Consequently, you will get into a higher-level class by default. When this happens, call Training and Development at x4-0850 to reschedule your classes in the correct order if you used the paper enrollment system. If you are using online enrollment, search for the first available date for the Level 1 course and then sequence the subsequent courses accordingly.
Q. How much release time is required to be in either the SEP or PDP?
A. There is some time flexibility built into both programs. They each meet as a group once a month from 8:30-12:00 noon for seminars in the Faculty Center. Other time commitments would include team project meetings, meetings with mentors, and one-on-one sessions with the project coordinator. Most participants and supervisors usually find that it is manageable and very rewarding.
Q. Do I need the support of my department to participate in the SEP or PDP programs?
A. Yes, you do need departmental endorsement to participate in these programs.
Q. Do you find new jobs for SEP or PDP program participants?
A. The purpose of these programs is to provide organizational information, resources and skill development, and career enhancement opportunities. There is no job placement component of either program. In fact, many participants find rewarding, expanded roles within their original departments.
Staff and Faculty Counseling Center
Frequently Asked Questions
CHR FAQs
Q. Can SFCC get authorization for me from my insurance plan so I can access my mental health or chemical dependency coverage?
A. Yes. SFCC can get initial authorization from PacifiCare Behavioral Health (for those employeees with either UC Care or PacifiCare HMO) and from Managed Health Network (for those employees with Health Net). SFCC can also refer you to recommended practitioners on the provider panels.
SFCC can also facilitate referrals to Kaiser Mental Health Services & Chemical Dependency Programs.
Q. Are SFCC services voluntary?
A. Yes. SFCC services are available to those who choose to use the service.
Q. Is there any cost for SFCC services?
A. No. SFCC services are free.
BR>
Staff Affirmative Action Office
Frequently Asked Questions
CHR FAQs
Q. What does the term affirmative action mean in regards to staff employees at UCLA?
A. Affirmative action is best understood in terms of the goal, equal
employment opportunity for everyone. Equal employment opportunity is the
condition where all personnel decisions such as hires, promotions, etc., are
made without any consideration of race, sex, age, national origin, sexual
orientation, religion, marital status, disability or medical condition.
Affirmative action, therefore, is the means by which we seek to reach the
goal. It may take the form of outreach recruitment, training programs to
enhance the skills of minorities and women, career counseling to assist in
career development, or seminars for hiring supervisors to update them on
the most current developments in the field of AA/EEO law. Affirmative
action is proactive and can be all of these things and much more.
Q. What is the difference between affirmative action and diversity?
A. Diversity is a much broader concept that has two main components: (1)
valuing differences between individuals, and (2) managing a diverse work
force. One basic definition of diversity is the creation of a work
environment that fosters the full participation of each individual.
Affirmative action is therefore a strategy or a means by which to attain
the level of diversity that the Chancellor has set as a goal. Diversity is
also a broad, inclusive umbrella that seeks to look toward the future. The
campus and community have undergone and continue to undergo dramatic
demographic shifts. The state of California is a magnet for people from a
multitude of ethnic, cultural and religious backgrounds. The University has
a vital role in not only incorporating this pluralism into the work force,
but also in the preparation of our students to deal with the world of 2000
and beyond.
Q. How is staff affirmative action at UCLA implemented and who is responsible?
A. The Chancellor has overall responsibility for the implementation of affirmative action at UCLA. The Chancellor through Executive Vice Chancellor has delegated the responsibilities for academic affirmative action to the Associate Vice Chancellor–Academic Development for undergraduate student affirmative action to the Vice Chancellor of Student Affairs; and for graduate student
affirmative action to the Vice Chancellor, Academic Affairs. The Administrative Vice Chancellor has overall responsibility for the implementation of the UCLA Affirmative Action Plan for staff employees. The operational responsibilities have been delegated to the Staff Affirmative Action Officer, who is responsible for developing and monitoring our campus Affirmative Action Plan for staff employees. The functions of the Staff Affirmative Action Office (SAAO) include the evaluation of the effectiveness of procedures implemented to promote affirmative action; investigation of incidents or conditions which may not conform to the goals of the campus Affirmative Action Plan; provision of assistance and consultation to campus units and departments; and mediation of informal complaints of
discrimination. In addition, the SAAO, has responsibility in the
development of the campus Affirmative Action Plan for the disabled,
disabled veterans, Vietnam-era veterans, and the facilitation of business
affirmative action of UCLA. Campus Human Resources has a responsibility for
affirmative action programming such as outreach recruitment, staff
development, and career counseling.
Q. What is the relationship between equal employment opportunity, affirmative action, and diversity?
A. Simply put, affirmative action, in relation to equal employment
opportunity, seeks to redress historical discrimination and exclusion.
Affirmative action in terms of diversity seeks to enable the campus to
attain a diverse work force. In both instances, affirmative action is a
means or a strategy, not an end unto itself.
Q. It seems that the programs described seek to enable minorities and women to become better qualified, yet many times people think affirmative action means hiring people who are unqualified. Why?
A. This is one of the misconceptions that needs to be dispelled. In UC
Personnel Policy and in the collective bargaining agreements, it is clearly
stated that the most qualified candidate should be hired. There is no
question about that. However, many times, simply because a person was
minority, or female, or disabled they were automatically
assumed to be unqualified. The Affirmative Action task is to keep hiring
supervisors focused upon the skills, knowledge and abilities necessary to
successfully fulfill the job duties, rather than on the race, sex, or disability, of an applicant. We are not seeking to hire
unqualified people, rather we need to clarify the job-related criteria
for determining a "qualified" individual.
Q. Are there protections in the laws and University policies for males and
non-minorities?
A. Under Title VII of the 1964 Civil Rights Act, the California Fair
Employment and Housing Act, and University policy, it would be a violation
to exclude someone from an opportunity because their race or sex.
Discrimination is wrong, wherever and however it is practiced, and again the goal is equal employment opportunity for everyone regardless of race, sex, age, national origin, sexual orientation, religion, marital status or medical condition.
Q. Are affirmative action goals required?
A. Executive Order 11246 requires all federal contractors to take affirmative action, and those federal contractors that employ 50 or more people and receive $50,000 or more in federal funds, must have a written Affirmative
Action Plan. Goals and timetables are a part of the requirements of an
Affirmative Action Plan as specified in Revised Order 4 issued by the U.S.
Department of Labor. Goals are voluntary measures of progress in hiring minorities and women that an employer such as the University has established for itself. The Department of Labor in a compliance audit would examine our goals and review our good faith efforts toward attaining these goals.
Q. Aren't goals really quotas?
A. No. Quotas are established by court or agency action when there has been
a finding of discrimination. Quotas are mandatory and externally imposed.
Remember, UCLA has voluntarily established goals. Sometimes, goals and
quotas are misrepresented as being synonymous; however, the difference is
clear. As stated earlier, the University has never had court ordered or agency ordered quotas imposed.
In summary, the University has clearly stated its policy on equal
employment opportunity, and has committed itself to the avoidance of
discrimination in its personnel decisions. The avoidance of discrimination
alone will not achieve the desired goal of ethnic diversity throughout the
work force. To achieve such changes requires Affirmative Action. The Staff
Affirmative Action Office is determined to maintain an institutional awareness of the problems that generally accompany and hinder progress in
affirmative action and diversity. We will focus on the problem areas and
assist management in developing programs and strategies that will move UCLA
closer to the goal of attaining the Chancellor's objectives regarding
diversity for staff employees.
© UCLA Campus Human Resources
August 2003