Staff Resources

The purpose of the HR Strategic Plan is to build a school-wide human resources team and infrastructure to support HR functions for staff and casual-restricted student employees in the six departments, two institutes, and two centers in the School of Arts and Humanities. The goals of the Strategic Plan are to relieve workload for the units in the School, provide better services to CAOs and staff members, provide coverage in case of turnover, document and streamline processes, and manage compliance as required by campus.

The HR Pilot is the plan to incorporate each unit into the workload of the HR team in the School of Arts and Humanities Dean’s Office on a staggered schedule in order to focus on the needs of each unit during the transition.

Currently, the following units are supported by the HR team: Dean’s Office, Center for Taiwan Studies, Institute for Practical Ethics, Literature, Suraj Israni Center for Cinematic Arts, and Visual Arts.

In the future and in consultation with each area’s leadership team, the remaining units will be incorporated into the HR team’s workload: Analytical Writing Program, History, Institute of Arts and Humanities, Music, Philosophy, Theatre & Dance.  

Departments and units will continue to be responsible for processes related to their academic employees and graduate student employees.

• For strategic and organizational planning, all CAOs should continue to contact Alma Palazzolo, Assistant Dean of Resource Administration, apalazzolo@ucsd.edu. 

• All other HR requests should be directed to Tara Nadeau, School Human Resources Manager, tlnadeau@ucsd.edu.

The HR team currently supports the following functions:

• Recruitments (career, contract, limited)
• Onboarding
• Classification and Compensation (including equities and stipends)
• Leaves of Absence
• Employee Reduction in Time (ERIT)
• Terminations (Transfers, Voluntary/Involuntary, Retirements)
• Personnel File Retention
• Casual-Restricted Student Employees
• Compliance Reporting
• UCPath transactions related to the above tasks

See drawers below for more detailed information about certain functions.

• Ecotime & Timekeeping
• Mandatory notice postings in department spaces
• Performance Management
• Postdoctoral Scholar appointments
• Service Credit Awards and Pins
• Staff Performance Appraisal
• STAR Awards
• Visiting Graduate Student appointments
• Visiting Scholar appointments

Although the HR team does not directly support the functions listed above, they are available to provide guidance and support as needed and during periods of staff turnover in the units.

1. If this is a new position or if the duties have changed significantly since previously classified, it will have to be classified. You will need to have the following items ready to classify the position:
   1. Completed Job Description
   2. Current and proposed organization chart
   3. Reason for classification
2. HR team will submit the requisition in HireOnline and will need the following information from the unit:
   1. Job Description #
   2. Supervisor Name
   3. Desired Start Date
   4. Work Location, Work Hours Per Day, and Work Days
   5. Recruitment Type
   6. Budgeted Salary Range
   7. Cover Letter required (yes/no)
   8. Questionnaire (yes/no)
   9. Posting Period
   10. Screening Criteria
   11. Search committee names (minimum 3)
3. HR team will review information and contact the unit if more information is needed. HR team will submit the requisition.
4. Once the Talent Advisor begins to refer applicants, HR team will create a Google folder where the search committee can view applications and screen the candidates.
5. HR team will poll search committee for interview dates and then reach out to the selected candidates for interviews.
6. Unit will inform HR team of their selection and will need to provide the following information:
   1. Start Date and End Date (if applicable)
   2. Salary (or range for negotiation)
7. If requested, HR team will reach out to finalist to make a verbal offer and explain next steps in process.
8. If requested, HR team will conduct reference checks, request SPAs (if internal candidate), and relay results to the CAO or supervisor.
9. HR team will submit hire approval in HireOnline and send offer letter once approved.
10. Following finalist’s acceptance of offer, HR team will transition to onboarding process.

The process outlined below applies to all staff types (career, contract, limited)

1. CAO or hiring manager sends offer letter to new employee with a CC to HR team.
2. New employee accepts offer letter.
3. HR team contacts new employee to inform them of background check process.
4. HR team submits background check request.
5. If background check clears, HR team contacts new employee to verify personal information and discuss next steps.
6. HR team initiates Onboarding Solution process with verified personal information.
7. New employee completes required paperwork in Onboarding Solution.
8. HR team submits UCPath hire transaction and funding entry as appropriate.
9. CAO or delegate approves UCPath hire transaction and funding entry.
10. UCPath processes hire template.
11. New employee completes Tracker I-9 Section 1.
12. HR team updates Onboarding Solution for IT to create email and AD.
13. HR team updates Onboarding Solution with email and AD.
14. Onboarding Solution automatically sends Welcome Letter to new employee.
15. Prior to first day of work, HR team emails department-specific Welcome Email to new employee.
16. On first day of work, HR team and new employee complete Oath (if applicable) and Tracker I-9 Section 2 using the Witness Ceremony in Onboarding Solution.
17. HR team provides CAO with personnel file for new employee.

For all employee types: 

• Only U.S. citizens are required to sign the Oath. U.S. Permanent Residents and non-U.S. citizens do not need to sign the Oath.
• The Oath is valid for 365 days. If an employee separates and is re-hired less than 365 days from their previous hire date, the employee is not required to complete a new form.
• The Tracker I-9 completion date is triggered by pay or work (in the case of academic year appointments).
• An employee’s Onboarding Solution (OBS) record should be finalized in a timely manner, ideally by the first day of service. The Process Stage should list a status of “Completed” or “Finalized on Paper.” It is important to complete the OBS record promptly because the hiring paperwork is saved in the campus  iDocs system following the record’s finalization. OBS is considered the system of record for all the documents signed by the employee.
• If you complete the Oath or the Form I-9 outside of OBS, it is your responsibility to send the forms to UC San Diego Payroll (payrollquestions@ucsd.edu) so that they can be saved in the iDocs system.

Staff and Casual-Restricted Student Employees

• Oath: Must be completed on or before the first day of service.
• Patent: Must be completed by the employee in UCPath.
• Tracker I-9: Section 1 must be completed by the first day of service. Section 2 must be completed within three business days of the start date. 
• Note:
  • These employee categories should never have retroactive hires; a retroactive start date would be considered a hiring violation. 

Senate Faculty and Non-Senate Faculty (Unit 18s)

• Oath: Must be completed on or before the first day of service. Per UCOP Office of General Counsel, the Oath may be completed remotely when necessary.
• Patent: Must be completed by the employee in UCPath.
• Tracker I-9: Section 1 must be completed by the first day of service. Section 2 must be completed within three business days of the start date.
• Note:
  • If a faculty member receives their offer letter prior to the 7/1/25 appointment date, every effort should be made to complete all hiring paperwork prior to that date.
  • Retroactive hires are allowed for these employee categories. For instance, if a faculty member’s appointment date is 7/1/25, but they do not receive their offer letter until 9/1/25, you have until the start of the Fall service period (9/22/25) to complete the Oath. Tracker I-9 Section 1 should be completed by 9/22/25 and Section 2 should be completed by 9/25/25.
    • Exception: If a 7/1/25 hire is receiving summer salary in August, they would need to complete the Oath by 8/1/25 and Tracker I-9 Section 1 by 8/1/25 and Section 2 by 8/6/25.
  • If you are completing a hire for a 1632 (9/9) Non-Senate Faculty member, please be aware that in the Fall Quarter, the first day of the service period falls before the hire (payroll) date of October 1. 
    • For example: A 9/9 Non-Senate Faculty with a Fall 2025 appointment will have pay period dates of 10/1/25 - 12/31/25 and service period dates of 9/22/25 - 12/13/25. In this situation, the Oath should be completed on or before 9/22/25. Tracker I-9 Section 1 should be completed by 9/22/25 and Section 2 should be completed by 9/25/25. This same situation may also arise in Spring quarters, so it is best to compare the service period and pay period dates if you have a new hire starting in Spring.
  • There may be additional policy nuances that apply in certain situations. Consult UCOP Legal’s guidance dated 10/20/14.  If you are unsure how to proceed or need a copy of the UCOP guidance, please contact Tara, tlnadeau@ucsd.edu. 

Academic Student Employees and Graduate Student Researchers (BX and BR bargaining units)

• Oath: Must be completed on or before the first day of service.
• Patent: Must be completed by the employee in UCPath.
• Tracker I-9: Section 1 must be completed by the first day of service. Section 2 must be completed within three business days of the start date.
• Note:
  • Similar to the 9/9 Non-Senate Faculty example above, teaching assistants and associates service period dates usually fall before the pay period dates. Examples:
    • Fall 2025: Service period is 9/22/25 - 12/13/25 and pay period is 10/1/25 - 12/31/25.
      • Oath must be completed on or before 9/22/25.
      • Tracker I-9 Section 1 must be completed by 9/22/25 and Section 2 must be completed by 9/25/25.
    • Winter 2026: Service period is 1/2/26 - 3/13/26 and pay period is 1/1/25 - 3/31/26.
      • Oath must be completed on or before 1/2/26.
      • Tracker I-9 Section 1 must be completed by 1/2/26 and Section 2 must be completed by 1/7/26.
    • Spring 2026: Service period is 3/25/26 - 6/5/26 and pay period is 4/1/26 - 6/30/26.
      • Oath must be completed on or before 3/25/26.
      • Tracker I-9 Section 1 must be completed by 3/25/26 and Section 2 must be completed by 3/30/26.

Reference: GEPA Collab site, Appendix: Required Documents for New Hires (this link will only work if you already have access to the site).

Postdoctoral Scholar Employees

• Oath: Must be completed on or before the first day of service.
• Patent: Must be completed by the employee in UCPath.
• Tracker I-9: Section 1 must be completed by the first day of service. Section 2 must be completed within three business days of the start date. 
• Note:
  • This employee category should never have retroactive hires; a retroactive start date would be considered a hiring violation. 

Visiting Scholars

• Oath: Not required.
• Patent: Complete University of California Patent/IP Acknowledgment form and upload in RSAS when submitting the appointment request. Form may be completed remotely.
• Tracker I-9: Not required.
• Note:
  • Visiting Scholars are not employees; they are categorized as contingent workers.
  • Visiting Scholars do not need an Onboarding Solution record.

Visiting Graduate Student (Non-Salaried)

• Oath: Not required.
• Patent: Complete University of California Patent/IP Acknowledgment form and upload in VGSAS when submitting the appointment request. Form may be completed remotely.
• Tracker I-9: Not required.
• Note:
  • Non-Salaried Visiting Graduate Students are not employees; they are categorized as contingent workers.
  • Non-Salaried Visiting Graduate Students do not need an Onboarding Solution record.

Visiting Graduate Students (Salaried)

• Oath: Must be completed on or before the first day of service.
• Patent: Complete University of California Patent/IP Acknowledgment form and upload in VGSAS when submitting the appointment request. Form may be completed remotely.
• Tracker I-9: Section 1 must be completed by the first day of service. Section 2 must be completed within three business days of the start date. 
• Note:
  • The salaried option for Visiting Graduate Students (job code 3336; Junior Specialist) is rarely used in Arts and Humanities. It should be treated as a “New Academic Onboarding” in Onboarding Solution.
  • This employee category should never have retroactive hires; a retroactive start date would be considered a hiring violation.

Every leave situation is unique. The HR team is available to provide guidance to CAOs and employees about eligibility, leave options, and pay options for any potential leave of absence.

In general, the HR team will manage the following tasks:

1. Determine leave eligibility for employee and meet with them to provide information about their options, including impacts to pay and benefits.
2. Complete all required paperwork for any type of leave, whether it is FML (FMLA/CFRA/PDLL), Supplemental FML, or another type.
3. Complete UCPath transactions as necessary.
4. Provide required benefits forms and information as needed.
5. Follow up with employee during duration of leave.
6. Confirm employee’s return to work date and complete UCPath transaction.

The process for each type of termination varies. In general, the HR team will manage the following tasks:

1. Confirm final day of work of employee.
2. Process termination transaction in UCPath.
3. Process final pay and accruals payout transaction in UCPath. 
4. Provide general off-boarding information to employee (e.g. COBRA).

Departments are responsible for the return of keys, corporate cards, laptops, equipment, etc.

Please note:

• Per campus policy, all student employees must successfully complete a background check prior to beginning any work
• The total recruitment process takes approximately 3-4 weeks to complete

1. Department contact (staff or faculty) submits request via the School of Arts and Humanities Student Employment Request Form.
2. HR team will review and process request.
3. HR team will collect applications and provide them to hiring manager.
4. Hiring manager interviews applicants (if required) and makes hiring decision(s).
5. Hiring manager provides names of candidates to be hired to HR team.
6. HR team contacts new employee to inform them of background check process.
7. HR team submits background check request.
8. If background check clears, HR team contacts new employee to verify personal information and discuss next steps.
9. HR team initiates Onboarding Solution process with verified personal information.
10. HR team submits UCPath hire transaction and funding entry as appropriate.
11. CAO or delegate approves hire and funding.
12. HR team completes Onboarding Solution process on new employee’s first day of work.
13. HR team sends department-specific Welcome Email to new employee.
14. HR team closes Onboarding Solution record.
15. HR team provides quarterly updates to confirm continued employment of employees.
16. HR team will terminate employees as needed.

• All departments should update their standard position funding on this Google Sheet (restricted access). The HR team will use the information contained on this sheet for initial funding entries.
• If the salary will be charged to a non-standard source (e.g. a faculty member’s research funds), the department will need to provide that funding entry information to the HR team prior to the hire being initiated in UCPath. If this information is not provided, the HR team will use the position funding listed on the above sheet.

• To submit a request for a funding entry update, please submit the KUALI form here.

• Department CAOs and/or fiscal managers are responsible for providing all funding entry information to the HR team.
• Departments must request funding entry changes at least two days prior to the UCPath deadline for a given pay period cycle (generally, the day before Pay Confirm). See this link to the schedule.
• If a department does not submit the funding entry request by the HR team’s deadline, the department will be responsible for completing any Salary Cost Transfers (SCTs).
• The HR team does not review department DOPES, does not review fund balances, and does not communicate with faculty about their research balances that they may be using for student employment. Departments are responsible for these tasks.
• If a funding source is nearing or has exceeded its balance, the department is responsible for informing the HR team so that the employee’s funding can be updated or their employment can be terminated.

At the request of the CAO, the HR team will run the following reports for staff and casual-restricted student employees and provide follow ups as needed:

• Default Day Report Tracking (monthly)
• Jobs With Approaching End Dates (monthly)
• Patent and Oath Acknowledgements (quarterly)
• Student Employee Registration (quarterly)