Glossary of Terms
An “action” describes the reason you are in the PeopleAdmin system. Do you need to create a job description? Update a job description? Request a reclassification? Request a temporary reclass or stipend? Extend the end date of a temporary reclass or stipend? Submit a requisition? All of these are possible “actions” that you can do on PeopleAdmin.
Code indicating the type of appointment. Every employee has an Appointment Type code in PPS (Personnel Payroll System).
- 1 - Contract
- 2 - Career
- 3 - Limited
- 4 - Casual/Restricted
- 5 - Academic
- 6 - Per Diem
- 7 - Partial Year/Career
Bargaining Unit (BU)
Code indicating the collective-bargaining unit (union-representation designation) of a position.
- CX Clerical Unit - Coalition of University Employees (CUE)
- EX Patient Care - Technical Unit - American Federation of State, County & Municipal
- HX Health Care Professionals Unit - University Professional & Technical Employees
- K4 Los Angeles Skilled Crafts - State Employees Trades Council (SETC-United)
- NX Registered Nurses Unit - California Nurses Association (CNA)
- PA Police Officers Unit - Federation of University Police Officers Associations (FUPOA)
- RX Research Support Professionals Unit - University Professional & Technical
- SX Service Unit - American Federation of State, County & Municipal Employees
- TX Technical Unit - University Professional & Technical Employees (UPTE)
- 99 - Policy-covered employees (No Bargaining Unit)
One of the system user types. Individuals responsible for reviewing and approving job requisitions, job descriptions and reclassification requests. The Reviewer receives emails when actions are sent to HR and can log into the system at anytime. The Reviewer can not submit requisitions to HR, so people needing both roles can “switch hats” by changing their user type in the system at any time. The Submitter and Reviewer can be the same person.
Employee Relations Code (ER)
Code indicating the University's designation of an individual under the Higher Education Employer-Employee Relations Act (HEERA).
- A - Manager, not confidential
- B - Manager, confidential
- C - Supervisor, not confidential
- D - Supervisor, confidential
- E - All others, not confidential
- F - All others, confidential
In order for Human Resources to assign an ER code with the word “Confidential” in it, the employee must meet the following general criteria: (1) is required to develop or present management positions for collective bargaining, or (2) has duties that normally require access to information that contributes significantly to the development of management positions for collective bargaining.
Fair Labor Standards Act (FLSA)
A code assigned to a position to indicate whether it is exempt from the Fair Labor Standards Act regulations regarding overtime. “E” means “exempt” and “N” means “non-exempt.” If an employee is exempt, that means that he or she is not eligible for overtime after working 40 hours in a workweek. A designation of “non-exempt” means the employee is eligible to earn approved overtime in the position.
Federal Occupation Code (FOC)
Code indicating the specific job classification in which a title code is included for federal-reporting purposes.
- A-Management (e.g., Manager, Director)
- B-Professionals (e.g., Student Affairs Officer, Analyst, Computer Network Technologist)
- C-Technicians (e.g., Computer Resource Specialist, Lab Asst., Artist)
- D-Clerical (e.g., Admin Asst., Library Asst.)
- E-Operations and Maintenance, Skilled (e.g., HVAC Mechanic, Painter)
- F-Operatives (e.g., Groundskeeper, Stores Worker)
- G-Laborers (e.g., Building Maintenance Worker, Laboratory Helper, Laborer)
- H-Services Workers (e.g., Food-Service Worker, Custodian, Police Officer)
The salary grade associated with the position, usually within a personnel program, for those positions that have a grade. Each grade has a salary range with a minimum, midpoint and maximum salary amount. For instance, if an employee's position is in PSS 1, then their grade is “1” and their salary range includes an associated minimum and maximum.
- SMG Senior Management Group A, B, C, D, E (this salary-range structure has been superseded by the Senior Leadership Compensation Group [SLCG] slotting structure)
- MSP Managers & Senior Professionals 1 - 9
- PSS Professional & Support Staff 1 - 7 & A - D
- Programmer Analysts 1, 2, 3, 5, 7
- Information Technology Professionals (ITP) 1 - 7
Job Description (JD) Library
The Job Description Library is a database of all approved job descriptions that have been submitted and approved through Compensation Services. Users should use this action when looking for any approved job description and to print job descriptions for employees' signatures.
Length of Posting
The Length of Posting refers to the duration of time between the posting "start" date and the posting "expiration" date. There are four different Length of Posting selections, which are defined below:
- Minimum Posting Period (per policy): Per UC policy or collective-bargaining agreement, all career positions must be advertised on the UCLA Careers Website for a specified amount of time. This specified amount of time is referred to as the minimum-posting period. This is done to assure adequate time for candidates to review and apply for the position.
- Extended (note length in Processing Notes): A department may wish to keep the position advertised on the UCLA Careers Website for an amount of time longer than the required minimum-posting period. There may be a variety of reasons for this such as it is difficult to recruit for some positions and it may require more time to obtain a diverse and qualified candidate pool. In order to use the extended posting, a department would let Employment Services know how long to keep the position on the UCLA Careers Website by simply inputting a note in the "Processing Notes" section of the requisition.
- Multi-Hire (10 months): This is used for departments who hire numbers of employees in the same classifications and recruitment is on-going. For example, Food-Service Workers would be an example of a job category that is recruited using one master-job description to hire more than one person. For multi-hire recruitments, departments must have a master-job description.
- N/A (for Non-Recruitment Waiver requests): In special circumstances, waivers of recruitment may be approved by CHR based on business necessity.
Payroll Title Name
The abbreviated (30 character) name of the payroll title associated with a Title Code, as distinct from the “Working Title.” For instance, if an employee is classified as an Administrative Analyst, the payroll title is Administrative Analyst even if the person's business card uses a "Business Analyst" instead.
Personnel Policies for Staff Members (PPSM)
The University-wide personnel policies that apply to staff members in the University of California. They are found on the UCOP website (see Related Information). Note: If an employee is represented by a union and included in a collective-bargaining unit (BU), that employee is covered by their BU contract. In addition, UCLA has developed local procedures to help implement these policies (see Related Information). Be sure to consult both the University-wide policies and the corresponding local implementing procedures for guidance.
Personnel Program Grade
This code groups titles within a personnel program for grade- and salary-range assignment for those positions that have a grade. For instance, if an employee is in PSS 1, their personnel program is “PSS.”
- Internal* (I) - With pre-approval from Campus Human Resources, departments may request that recruitment be limited to the UCLA campus. (*Requires consultation with CHR Employment Services before use.)
- Multi-Hire (M) - Jobs where more than one person will be recruited to fill the same type of vacancy.
- Non-Recruitment Waiver (NA) - In special circumstances, departments may request a waiver of recruitment, subject to approval from Campus Human Resources. The position will not be posted.
- Standard (S) - A standard posting where a department is recruiting for one person to fill a vacancy.
As provided in Personnel Policies for Staff Members (PPSM) 60, a regular-status employee who has been separated as a result of layoff shall receive preferential consideration for any active and vacant career position when the position is at the same campus, at the same or lower salary grade, and at the same or lesser percentage of time, provided the employee is qualified to perform the duties and responsibilities assigned to the position.
One of the system-user types. A department may designate this user type for assistance with the data entry into the system (such as entering the job-description details). The Preparer will not have the authorization or ability to send the online requisitions, job descriptions or reclassification requests, nor will he/she be able to view applicants, update applicant statuses, complete applicant evaluations or input hiring proposals. (See below for Submitter's responsibilities.)
The system refers to a printable Job Description as a Job Description “report.” When you see a link for “Get Report List,” you may click on it to see the printable job description. After you click the “generate report” button, a PDF of the job description will appear as a new window. Other possible reports in the system are: Addresses of Applicants, HM EEO Summary and Advertising Report.
Sequentially assigned number to each job posting. Follows the format of YYYYnnnn, where YYYY is the 4-digit year, followed by sequential numbers from 0001 (first one assigned in calendar year) to 9999.
One of the system-user types. Department representatives responsible for authorizing and submitting job requisitions, job descriptions and reclassification requests to HR. The Submitter is also responsible for ensuring and documenting that all approvals have been received and officially sending the request to HR. In addition, the Submitter is able to view applicants, update applicant statuses, complete applicant evaluations and input hiring proposals.
The status of an action tells you where it is in the system. For instance: "Is it saved?" or "Has it been submitted to Compensation for review?" To see the status of an action, click on "Pending Actions" on the left navigation bar and look under the “Current Status” column.
Each action in PeopleAdmin is set up with a series of “tabs,” such as “Job Details” or “Job Summary.” You move through the tabs by either clicking on the top of them or completing the information on the preceding tab and clicking the "Continue to Next Page" button.
In order to use PeopleAdmin, a person must be set up with an account. When the account is set up, a User Type is assigned. The user type determines what actions the person can take in the system and what screens they can see. For instance, if assigned the User Type of "Submitter," they can see all job descriptions in their department code and submit reclassification requests (among other things). If assigned the user type of "Preparer," they can assist a Submitter with an action by typing the information into the system but can not hit the “Submit to Compensation” button. For more details regarding authorization for actions, see the definitions for Preparer, Submitter and Reviewer.
View Requisition Summary
The “View Requisition Summary” button is located at the end of each tab in PeopleAdmin. When you click this button, you are taken to a list of Action Statuses, such as “Save” or “Submit to Compensation.”
Working Title Name
The working title is assigned by the Department and may be different than the payroll title. Often, it is more descriptive than the payroll title, referring to the department or unit where the employee works (i.e., Accounting Assistant, rather than the payroll title of Assistant; or Accounting Director, rather than the payroll title of Director, Functional Area).