UCLA Procedures for UC Personnel Policies for

Non-Represented Staff Members

UC seal

March 1, 1998


Table of Contents

Hard Copy

     
 

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Procedure

 

INTRODUCTION 

A. Human Resources Philosophy 
B. University of California Human Resources Values and Principles 
C. Scope of Human Resources Responsibilities 
D. Delegation of Authority 
E. Principles of Human Resources Responsibility and Accountability 
F. Principles of Human Resources Management

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1

GENERAL PROVISIONS 

A. Application of General Policies 
B. Amendments 
C. Exceptions 
D. Redelegation of Authority 
E. Implementing Procedures

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 2

DEFINITION OF TERMS 

Supplemental Definition of Terms

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TYPES OF APPOINTMENTS 

A. Definitions 
B. Applicability of Benefits and Retirement Plan Membership 

Addenda 
Employment Agreement (Managers and Senior Professionals) [3-1] 
Employment Agreement (Professional and Support Staff - Exempt) [3-2] 
Employment Agreement (Professional and Support Staff - Non-Exempt) [3-3]

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12

NONDISCRIMINATION IN EMPLOYMENT 

A. Discrimination/Affirmative Action Complaint Resolution 
B. Sexual Harassment Complaint Resolution

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14

AFFIRMATIVE ACTION 

A. General 
B. Definitions 
C. Affirmative Action Plan 
D. Responsibility 
E. Policies and Procedures for Affirmative Action 
F. Dissemination of Policy

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20

RECRUITMENT 

A. Scope of Recruitment 
B. Exceptions to Recruitment 
C. Waiver of Recruitment 
D. Recruitment Procedures 
E. Application Procedures 

Addenda 
UCLA Staff Employment Requisition [20-1] 
UCLA Staff Employment Requisition Acknowledgment [20-2] 
UCLA Staff Employment Application [20-3] 
UCLA Staff Employee Transfer Application [20-4]

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21

APPOINTMENT 

A. Selection 
B. Preference for Reemployment or Transfer 
C. Employee Applicants 
D. Selection Procedures 
E. Background Checks 
F. Citizenship and Immigration Requirements 
G. Near Relative Appointment 
H. Reference Checks 
I. Dual Employment 

Addenda 
Background Check (Criminal Record) Authorization [21-1] 
Background Check (Credit) Authorization [21-2]  
Fingerprint Process Credit [21-3]

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22 

PROBATIONARY PERIOD 

A. General 
B. Limited and Per Diem Employees 
C. Authority 
D. Policy and Public Safety Dispatchers Series Probationary Period 
E. Release During Probationary Period 
F. Extending the Probationary Period 
G. Completing Probation 

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23

PERFORMANCE APPRAISAL 

A. General 
B. Purpose 
C. Timing of Appraisals 
D. The Appraisal Process 
E. Records and Reports 

Addenda 
Employee Performance Evaluation (For Designated Classifications) [23-1] 
Employee Performance Evaluation [23-2]

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24 

PER DIEM POSITIONS 

A. Policy 
B. Responsibility 
C. Eligibility 
D. Overtime and Insured Benefits 
E. Personnel Policies 
F. Separation 
G. Service Credit

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30

SALARY 

A. Policy 
B. Adjustment of Salary Ranges 
C. Merit Increases 
D. Promotional Increases 
E. Salary Adjustments Upon Demotion or Downward Reclassification 
F. Equity Increases 
G. Annual Increases 
H. Administrative Stipends for Temporary Assignments 
I. Perquisites 
J. Restrictions 
K. Dual Employment 
L. Payment of Dual Employment for Exempt Employees 
M. Payment of Dual Employment for Non-Exempt Employees 
N. Financial Liability for Premium Overtime Paid to Employees on Dual Employment

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31

HOURS OF WORK  

A. Exempt Employees 
B. Non-Exempt Employees 
C. Standard and Alternate Workweeks 
D. Work Schedules

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32 

OVERTIME (NON-EXEMPT EMPLOYEES ONLY) 

A. Policy 
B. Definition 
C. Compensation for Overtime 
D. Compensatory Time Off 
E. Use of Compensatory Time 
F. Payment of Overtime Upon Transfer 
G. Payment of Overtime for Multiple Part-Time Appointments 
H. Determining Regular Time, Overtime Straight, and Overtime Premium 
I. Compensation of Overtime for Employees in Classes Eligible for Shift Differential 
J. Including On-Call when Calculating the Regular Rate for Premium Overtime Pay 

Addendum 
Model Notice Regarding Overtime Compensation for Employees Covered by UC Personnel Policies for Staff Members (PPSM)

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33 

SHIFT AND WEEKEND DIFFERENTIAL (NON-EXEMPT EMPLOYEES ONLY) 

A. General 
B. Weekend Differential 
C. Responsibility

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34

INCENTIVE AWARDS 

A. General 
B. Eligibility for Awards 
C. Local Programs 
D. Incentive Award Program (IAP) 

Addenda 
Deans' Directors Memo of December 26, 1996 Regarding Incentive Award Program for Fiscal year 1996-97 [34-1] 
Deans' Directors Memo of October 24, 1996 Regarding New Policy and Procedure for Funding and Paying Employee Incentive Awards [34-2]

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35

PROTECTIVE CLOTHING, EQUIPMENT, AND UNIFORMS 

A. General 
B. Authority 
C. Protective Work Clothing and Safety Equipment 
D. Uniform Replacement Allowance 
E. Maintenance of Protective Clothing, Equipment, and Uniforms

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36 

CLASSIFICATION OF POSITIONS

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40 

HOLIDAYS 

A. General 
B. Eligibility 
C. Provisions 
D. Provisions Applicable to Non-Exempt Employees Only

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41

VACATION 

A. General 
B. Earning and Accruing Vacation Leave 
C. Scheduling and Approving Vacation Leave 
D. Vacation Pay 
E. Transferring Vacation 
F. Leave Records

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42 

SICK LEAVE 

A. General 
B. Sick Leave Accrual  
C. Using Sick Leave 
D. Family Illness and Bereavement 
E. Transferring Sick Leave 
F. Reinstating Sick Leave 
G. Leave Records

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43

LEAVE OF ABSENCE 

A. General 
B. Pregnancy Disability Leave (PDL) 
C. Family and Medical Leave (FMLA) 
D. Supplemental Family and Medical Leave 
E. Work-Incurred Illness and Injury Leave 
F. Personal Leave 
G. Effect on Benefits 

Addenda - Sample Letters 
Pregnancy Disability/Baby Bonding [43-1] 
Leave Requested in Advance/No Physician's Certification [43-2]
No Advance Notice with a Physician's Certification [43-3] 
Leave in Progress/No Physician's Certification [43-4]

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44

WORK-INCURRED ILLNESS AND INJURY 

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45

MILITARY LEAVE 

A. General 
B. Types of Military Leave 
C. Pay for Leave 
D. Reinstatement 
E. Effect on Benefits

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46

ADMINISTRATIVE LEAVE 

A. General 
B. Leaves Applying to Exempt Employees Only 
C. Leaves Applying to Non-Exempt Employees Only 
D. Emergencies

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50

PROFESSIONAL DEVELOPMENT 

A. General 
B. Professional Development Leave 
C. Professional Development Planning 
D. Modification of Work Schedules 
E. Reimbursement of Expenses

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51

REDUCED FEE ENROLLMENT 

A. General 
B. Procedures

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60 

LAYOFF AND REDUCTION IN TIME FROM PROFESSIONAL AND SUPPORT STAFF CAREER POSITIONS 

A. General 
B. Scope 
C. Responsibility 
D. Temporary Layoff and Temporary Reduction in Time 
E. Indefinite Layoff and Indefinite Reduction in Time 
F. Reemployment from Indefinite Layoff 
G. Continuing the Right to Recall and Preference for Reemployment 
H. Terminating the Right to Recall and Preference 
I. Service Upon Reemployment

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61

RELEASE OF CASUAL AND PROBATIONARY EMPLOYEES

A. General

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62 

CORRECTIVE ACTION (PROFESSIONAL AND SUPPORT STAFF) 

A. General 
B. Types of Corrective Action 
C. Written Warning 
D. Written Notice E. Records Retention

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63

INVESTIGATORY LEAVE 

A. Pay Status 
B. Notification 
C. Disposition

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64

TERMINATION OF CAREER EMPLOYEES (PROFESSIONAL AND SUPPORT STAFF)

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65

TERMINATION OF CAREER EMPLOYEES (MANAGERS AND SENIOR PROFESSIONALS)  

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66

MEDICAL SEPARATION 

A. General 
B. Basis for Separation 
C. Notices 
D. Special Reappointment Procedures 

Addendum - Sample Letter 
Final Notice of Medical Separation/Professional and Support Staff [66-1]

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70

COMPLAINT RESOLUTION 

A. General 
B. Scope 
C. Eligibility 
D. Timeliness 
E. Appeal 
F. Review Process 
G. Hearing and Factfinding Processes 

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80 

STAFF PERSONNEL RECORDS 

A. General Provisions 

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81 

REASONABLE ACCOMMODATION 

A. General 
B. Medical Documentation 
C. Trial Employment 
D. Special Selection 
E. Disability Retirement 
F. Vocational Rehabilitation 
G. Limitations

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82 

CONFLICT OF INTEREST 

A. General

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83 

DEATH PAYMENTS  

A. General Provisions 

UC Policy 
[I-1] [I-2]

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Appendix I - Selected Presidential Policies 

I-1 Policy for Reporting Improper Governmental Activities and Protection Against Retaliation for Reporting Improper Activities 
I-2 Policy on Substance Abuse

UC Policy

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Procedure

 

Appendix II- Senior Management Personnel Policies 

UCLA
Policy/
Procedure

Appendix III - Campus Catastrophic Leave Program


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