Types of Employees/Positions

Career

A position that is 50% or more for 12 months or more is a career position and is eligible for full benefits. In addition, a person in a limited appointment who works 1000 hours in a rolling 12-month period may be eligible for conversion to career status and/or full benefits. A career position may be designated as year-round or partial-year. Partial-year appointments are career appointments established with regularly scheduled periods during which the incumbents remain employees but are not at work. These scheduled periods during which employees are not at work are designated as furloughs, are without pay, and cannot exceed a total of 3 months in each calendar year. The job requisition process (eRecruit) is used to hire career employees.

Limited

A limited appointment is an appointment established at any percentage of time, fixed or variable, during which the appointee is expected to be on pay status for less than 1000 hours in a rolling 12-month period. An eRecruit job requisition is also used to hire limited employees. In special situations, temporary employees (generally less than 4 months) may be hired on a waiver (see page 3 of this chapter). A person who is appointed for 3 months or more (but less than 12 months) at 100% may be eligible for mid-level benefits including medical coverage.

Casual-Restricted (Student)

Cal student employees are coded as “casual-restricted.” Priority should be given to Cal students when filling positions that are less than 50% time or only during the summer.

Contract

A contract appointment is an appointment established at a fixed or variable percentage of time for a definite period. Terms and conditions of employment are specified in a written employment contract. Contract positions are only allowed for non-represented employees (PPSM). A contract can be a maximum of 1 year at a time with a total maximum of 3 years. Hours worked in contract positions do not count toward career status, however they do count toward benefit status.

Ways of Filling Vacancies

Below are the different ways that positions can be filled. Contact Judy Ross at 642-2314 or judyross@berkeley.edu for assistance in planning how best to get your staffing needs met and to initiate any of these processes.

Career Center/Work-Study (student)

Casual-restricted (student) positions can be listed at the Career Center and/or Work-Study Office for recruitment. You are not required to post a student position for recruitment at the Career Center. If you are unable to fill the positions with students, the jobs may be cross-listed at the campus employment office on eRecruit. A student who has a work-study award may use it for any position on campus. Work-study pays half of the salary until the award is used up.

Transfer Opportunity (career)

When there is a career opening in one of the titles listed below, the position is first listed as a transfer opportunity for other career employees in the department. To be eligible, the majority of the employee’s permanent position must be in the same payroll title as the transfer. Transfers are posted for at least 5 working days. Selection is based on seniority if all criteria are met. Vacant career positions in the following titles are posted for internal transfer:

• Positions in the Service Unit represented by AFSCME
• Positions in the Clerical Unit represented by CUE (except for Child Development Center Teacher I and Child Development Center Teacher II)
• Positions in the Technical Unit covered by UPTE
• Principal Cook

Department Internship (career)

An internship is a temporary position (less than 1 year) for career employees in the department. The purpose is to provide career staff with structured learning experiences to increase their knowledge and skills and to assist them in becoming more competitive for career advancement. An internship may be part-time or full-time. Employees who are selected to fill internships will be temporarily reclassified to the internship level and paid at the rate for that position.

Cross-Training (Career)

This is a temporary position for career employees in the department. The purpose is to provide career staff with structured learning experiences to increase their knowledge and skills and to assist them in becoming more competitive for advancement. Since employees are being trained for the entire cross-training and are not performing all the duties of the position, there is no change in title or salary.

eRecruit (career or limited)

eRecruit is the campus online recruitment system. All job applicants must have an email address and must apply online using this system. Recruitment may be limited to current UCB employees or can be open to anyone. Career positions are posted for a minimum of 2 weeks before we can begin to review applications. Limited positions have no minimum posting time and new applications can be reviewed daily.

Waiver (limited)

A waiver of recruitment is a request for an exception to the recruitment policy in order to hire a specific individual with unique skills without listing the position for open recruitment. Waivers are for a maximum of 900 hours. It is always preferable to have an open recruitment.

Timeline for Filling Career Vacancies

Week 1

• Advise Judy Ross that you have a position to fill (Manager)
• Update job description and PEM form and submit to Shannon (Hiring Manager)
• Review PEM form and essential job duties (Shannon Lee/Elysse Paige)
• Review background check criteria (Dee Palacios)
• Review job description and classify job (Shannon Lee)
• Submit request for exemption to the hiring freeze to Judy Ross (Director/Executive Director)
• With Judy’s assistance, determine selection criteria, duties and qualifications (Hiring Manager)
• List Transfer Opportunity (Judy Ross)

Week 2

• Submit eRecruit job requisition for authorization and approval (Originator or Judy Ross)
• Authorize job requisition (Judy Ross)
• Approve job requisition (Campus Recruiter)
• Posting opens – minimum 2-week recruitment period for career positions
• Targeted recruitment efforts – ads, flyers, mailing lists, etc. (Judy Ross/Campus Employment)
• With Judy’s assistance, begin developing interview questions/rating sheets (Hiring Manager)
• Select interview teams/hold time on calendars (Manager/Interviewers)

Week 3

• Continue targeted recruitment (Judy Ross/Campus 1Employment)

Week 4

• Initial closing date; applications available for review (Judy Ross/Hiring Manager/Interviewers/Originator)
• Applications are screened/candidates selected for interview (Hiring Manager)
• Interviews are scheduled/interviewers and candidates notified (Hiring Manager)
• Interviewers and candidates are sent appropriate materials (Hiring Manager)

Week 5

• Interviews conducted/Selection made (Hiring manager/Interviewers)
• Check references – review personnel file for current UC staff (Hiring manager)
• Order background check, if required (Hiring manager/Dee Palacios)

Week 6

• After background check clearance is given and salary has been approved offer position (Hiring manager/HR)
• Accepts job/gives notice to current employer (New Hire)
• Advises eRecruit Originator or Judy to record interview results in eRecruit (Hiring Manager)

Week 7 or 8

• New Hire begins/fills out hiring forms at Payroll (Hiring Manager/Payroll)

There are many factors that can lengthen this process, such as:

• Time to classify job if there are changes in the job description or if it is a new position
• Time to complete background check if required by the position
• Longer recruitment period for hard-to-fill positions
• Additional time needed to screen applications due to large applicant pool or difficulty scheduling screening/interviews
• If the selected candidate needs to give more than two weeks notice to current employer
• Holiday periods, vacations or absences of key players in the process
• Time for salary negotiation and approval

Be sure to plan ahead. If you have questions regarding the timeline or need assistance, contact Judy Ross at 642-2314 or judyross@berkeley.edu.

Resources

Job Descriptions and Physical, Environmental, Mental Demands Form (PEM)

Recruitment Process

Hiring/Benefits

Where to Find these Resources

Guide to Managing Human Resources is published by the Campus Office of Human Resources. All managers should have copies. It is also available on-line at: http://hrweb.berkeley.edu/guide/contents.htm

http://hrweb.berkeley.edu/

The campus Office of Human Resources web page is a very useful resource. Here are SOME of the things you will find there.

Careers at Berkeley

• Getting a job at Berkeley
• Campus job listings
• Why work at Berkeley?
• Career development opportunities
• Links to academic and student employment

New Faculty and Staff

• Getting started at work (employee IDs, computer accounts, parking, holidays, etc.)
• Benefits, health and safety
• Campus life and resources

Managers, Supervisors, and HR Professionals

• Benefits administration
• Classification and compensation
• Forms, publications, and tools for personnel administration
• Managing staff
• Personnel policy and labor relations
• Staff Affirmative Action

Current Staff Employees

• Job opportunities
• Benefits
• Career development opportunities
• Other information about your job (personnel policies and contracts, health & safety, pay, etc.)

You can also use the navigation to search the site or link to:

• Careers
• Benefits
• Compensation
• Training
• Resources
• Policies & contracts
• HRMS

Payroll Titles Used in the Department

Residential and Student Service Programs
Current salary scales can be found online at: http://hrweb.berkeley.edu/PAY2/

Titles can be found here

Scheduling Interviews

What to discuss with candidates when scheduling interviews:

1. Describe the job and make sure the candidate is interested in the position that is available. Some things you may wish to cover are:

   	Job title and responsibilities
   	Salary
   	Job status (career, limited, partial-year/full-year, etc.)
   	Schedule and/or % of time
   	Start date
   	End date
   	Work location
   	Benefits eligible
   	Background check (if applicable)

2. Give candidate information about the interview:

   	Time and date of interview(s)
   	Location
   	Things to bring to interview such as work samples or portfolio
   	Description of interview process (team interview; will include presentation or testing of skills such as a cooking demo, etc.)

3. Let candidate know name and phone number of who to contact to:

   	Get directions
   	Ask questions
   	Cancel or reschedule interview

Before the Interview

Pre-Interview Meeting

The interview panel should be scheduled to meet at least 1/2 hour before the first interview. The following items are to be covered in this meeting:

• Supervisor (hiring authority) should brief the panel on what he or she is looking for
• Review questions and make changes as necessary
• Determine how the questions will be asked and who will ask them
• Determine the process for returning completed interview forms to the hiring authority
• Decide if the panel will discuss the candidates after each interview OR after all interviews are complete. Remember that nothing should be discussed outside the panel.
• Each interviewer completes an Interview Rating Sheet for each candidate
• Panel compiles an Interview Balance Sheet (Strengths and Limitations) for each candidate
• Panel completes a group ranking sheet

The Interview

The role of the Chair is to:

• Bring the candidate into the interview room
• Make introductions and brief the candidate on the process
• Help create a comfortable setting for the candidate
• Keep the process moving
• Make sure illegal questions are not asked (see below)
• Gather paperwork at the end of the interviews and send to hiring authority

What to Ask in an Interview

Ask only questions that specifically pertain to the candidate’s skills, knowledge, abilities and interests related to the position, based on predetermined selection criteria.

What NOT to Ask in an Interview

• age / birthdate
• marital status
• maiden name / prior married name
• national origin / birthplace
• race
• religion
• sexual orientation
• financial status (e.g. loans, bankruptcies, garnishments)
• arrest record
• number and age of children
• child care arrangements
• general medical condition / state of health / illnessess
• receipt of Workers’ Compensation
• whether renting or buying own residence
• dates of military service and type of discharge
• disability-related questions, (i.e., a question that is likely to elicit information about a disability)
• “Do you need reasonable accommodation to perform this job?”
• questions about lawful drug use

Department Guidelines and Recommendations for Interviewing and Salary Setting

Application Screening

• Minimum 2-3 people screen applications
• Supervisor should not be the only person to screen the applications
• Supervisor does not have to be a part of the screening team
• Use selection criteria that was listed in the job requisition should be used to screen applications
• To assure a fair process, candidates must be screened based on their written application and not any additional information you might know about them
• Use a screening tool (grid—see sample) with selection criteria as listed on the job requisition
• Select no more than 5 or 6 candidates to invite for personal interviews

Interview panel

• Consists of people who will interact with the person hired or who have expertise in the area
• Diverse (can be co-worker, supervisor, other units)
• 3-6 people on each interview team
• Minimum of 1 interview team; higher level jobs could have 4+ teams
• Immediate supervisor should have a separate interview

Interview Team Chair

• Selected by the supervisor
• Ability to effectively facilitate interview; communication skills; previous interview experience; organizational skills

Salaries are based on:

• Level of experience
• Previous salary
• Internal equity
• Difficulty in recruitment
• Whether or not there are other qualified candidates in the pool

  NOTE: If the candidate is a current University employee, there are limitations on the amount of increase allowed.

Salary approval process

• Approval is required for anything over step 1 or the bottom of the range
• To request approval, send to Shannon Lee:
  • Copy of application
  • Written justification listing reasons for salary requested
  • Most recent previous salary
• Anything above step 3 or mid-point requires Associate Vice Chancellor, Vice Chancellor, and Berkeley Campus Human Resources Office approval (Shannon Lee will coordinate request process)

Interview Questions: The Right Questions to Ask Under the ADA

Pre-employment inquiries can only relate to an individual’s ability to perform job-related functions. An interviewer is prohibited from asking questions which are likely to solicit information about an individual’s disability. Questions about an applicant’s need for a reasonable accommodation must not be asked prior to a job offer.

You can ask about an applicant’s:

• Experience
• Skills
• Knowledge
• Competencies

You can and should:

	Provide a copy of the job description (with essential duties denoted) and PEM form to each applicant prior to the interview.
	At the interview, ask each applicant: “Have you reviewed the job description and PEM form?” If not, allow a few minutes for the applicant to review them. Then ask: “Can you perform the essential duties of this position?”

In the event that an applicant indicates a need for accommodation (although applicants are not required to do so), once an accommodation is volunteered by the applicant, the interviewer needs to determine if the accommodation is reasonable as part of the overall selection process. If the applicant discloses a medical condition or disability, the interviewer should make every polite effort to stop the candidate. We recommend that you avoid detailed discussions during the interview as it is not necessary or advisable to make that determination at that time. It is recommended that the interviewer consult with Elysse Paige (643-6701) to determine if such an accommodation could be provided reasonably.

Elysse can help you to further interview applicants with visible disabilities (or who have identified themselves as disabled) by asking them to describe or demonstrate how they would perform a specific essential duty if the interviewer is uncertain as to their ability to do so.

Paperwork: What to do With Everything After a Hire is Made

NOTE (for all recruitment processes except for Cal students): Keep application for selected candidate and send everything else (applications, rating sheets, screening grids, interview notes, questions, etc.) to Judy Ross.

Original Applications

Hired Candidate

• Application of hired candidate should be put in the employee’s personnel file. This applies to all employees: career, limited, and students (casual-restricted).

Non-Selected Candidates

• Ensure that all applicants have been contacted regarding their status.
• Shred all copies of resumes for non-selected applicants for career and limited positions.
• Original applications for students (casual-restricted) who were not hired may be shredded after the selection process is complete. If you retain these applications, they should be destroyed within 1 year.

Photocopies of Applications
Shred all additional copies of applications (used by interviewers and screening committees) after completion of the selection process.

Interview Materials

Send all interview materials for career and limited positions should be sent to Judy Ross within 7 days after the selection is made. These materials include:

• Completed Interview Data Form (see below)
• Selection criteria
• Screening grid or screening documents
• Interview questions
• Rating sheets
• Interview notes

Interview Data Form
(see sample at the end of this chapter)

• Complete all information for the candidate selected:
  1. Name
  2. Date of Hire
  3. Current Department Employee
  4. Current University Employee
  5. Reasons for selection
• Do not compare candidates to one another when giving the reason for selection/non-selection
• Complete the Interview Data Form for only the interviewed candidates.

Interview Checklist

Interview Planning and Notification
	Private area for interviews
	Time between interviews to make notes
	Time before first interview and after last interview for team to meet
	Packets sent to interviewers at least 2 days before interview (see “Before the Interview” handout)
	Packets mailed to candidates (see “Before the Interview” handout)
	Training for inexperienced interviewers
Bring to the Interview
	Paper and pencils for interviewers
	Extra copies of rating sheets and questions
	Interview Balance Sheets: Strengths and Limitations (one for each candidate)
	Have water for candidates and interviewers
	OPTIONAL
	nameplates for interviewers refreshments stapler paper clips calculator tissues
After the Interview
	All paperwork (rating sheets, notes, applications, etc.) is submitted to hiring authority*
	Check references for top candidates (if candidate is currently a University employee, you should review the personnel file)
	Background check (if required for the position)
	Salary Approval
	Offer position
	Notify all candidates
	Advise eRecruit Originator or Judy Ross to enter data into eRecruit regarding the interviews and candidate selected
	Complete Interview Data Form
	Send completed Interview Data Form and interview materials to Judy Ross (within 7 days)
*All of these materials should be included in the packet that is sent to Judy Ross after the process is complete.

Limited Appointment Waivers

A waiver of recruitment is a request for an exception to the recruitment policy so that a specific individual with unique skills can be hired without listing the position for open recruitment. Limited waivers are for appointments up to 900 hours in a rolling 12-month period and must be approved by Brenda Greenwood. An open recruitment is always preferable to a waiver. When we recruit for a limited position, we do not have to wait 2 weeks before we can begin to review applications; the applications are forwarded daily.

Criteria for Waiver of Recruitment Requests

A waiver of recruitment must be based upon business necessity and requires documentation that addresses the reasons that listing the vacant position would cause the department undue hardship in meeting its goals, such as disruption of critical services. Requests for limited waivers should also address applicable issues that support the need to waive recruitment, such as:

• A specific applicant possesses a unique skill, knowledge, and/or ability.
• Specific skills are scarce in the labor market. Factors should include previous efforts such as the number of positions previously opened for recruitment for which recruitment difficulty existed, including the specific skill, knowledge, and ability required; when and how long the search was conducted; and results of the recruitment.
• Extreme time and/or funding constraints on project completion.

Examples of When to Request a Waiver

• To extend the ending date of an employee. (NOTE: total appointment must be less than 900 hours.)
• For a student employee who has graduated but is needed to complete a project.

Process

• Send an e-mail or memo to judyross@berkeley.edu at 2610 Channing Way. This request should include the following information:
  • Name
  • Position
  • Salary
  • % of time
  • Start date and end date
  • Reason for request
• Send a copy of the person’s application to Judy Ross.
• With Brenda Greenwood’s approval, Judy issues a waiver number and advises supervisor of waiver # by email.
• Supervisor completes a Payroll Processing Form. The waiver # should be put on the form in the space for the JVL #.
• New employee goes to the Payroll Office to be hired.

NOTE: If a position is subject to a background check, the waiver will not be issued until the background check has cleared.

Background Check Overview

What is a background check?

In Residential and Student Service Programs, a background check can consist of a criminal, credit, or DMV check. The type of background check conducted depends on the sensitive duties of the position. Factors that are considered when designating a position "sensitive” are the level of risk and whether the responsibilities meet any of the following criteria established by the Office of the President:

1. Care, safety and security of people or property.
2. Direct access to, or control over cash, checks, credit card account information.
3. Authority to commit financial resources of the University through contracts greater than the Low Value Purchase Authority (LVPA).
4. Control over campuswide or departmental business processes, either through functional roles or systems security access.
5. Access to detailed personally identifiable information about students, faculty, staff, or alumni which might enable identity theft.
6. Possession of building master or sub-master key access to residences and certain other facilities, particularly laboratories.
7. Regular operation of University vehicles as part of assigned job duties.

Generally, criminal background checks are conducted. However, if a position requires driving a DMV check for valid driver's license and driving record is ordered. If a criminal check is not necessary, DMV checks can be ordered alone. In addition to criminal checks, credit checks are required for cashier positions and positions that have direct access to, or control over cash, checks, and credit card information.

Who is background checked?

Only those who have applied for positions that clearly advertise a requirement for a background check, have become a finalist (a top candidate for the position whose work history references have already been checked), and have signed a release form authorizing us to proceed with the background check. Refer to Background Check Criteria and Language for RSSP Job Descriptions and Recruitment on the following pages.

Employees who were hired into positions that now require a background check will not be background checked, unless new sensitive duties are added to the position. They are considered “grandfathered in” for that position. If new sensitive duties are being added to the position, the employee would be required to complete a background check before performing the sensitive duties. Employees are also subject to completing a background check when applying for different vacant positions requiring a background check.

Why do we need to conduct background checks?

To ensure increased protection for the University against negligent hiring and misuse of resources.

When are background checks conducted?

Background checks are only conducted for vacant positions that have been advertised as being subject to a background check or before sensitive duties are added to a position for current employees. Background checks are ordered only after references are checked and release forms are signed by finalist.

How are background checks conducted?

For information about process and procedures, please refer to the RSSP Checklist for Positions Requiring Background Checks and RSSP Background Check Clearance Requirements and Negative Results on the following pages. If you need further assistance regarding background checks, contact RSSP’s Background Check Coordinator (BCC) Dee Palacios at 642-2311 or deepals@berkeley.edu.

Background Check Criteria and Language for RSSP Job Descriptions and Recruitment

1. Criteria

   Criteria: Care, safety and security of people or property.

   Means: Direct contact with, responsibility for or supervision of children. Responsibility for receiving or inventory of costly removable property or goods.

   *Positions: Teachers, recreation program instructors, anyone who works directly with or around children (all positions at University Village and Smyth-Fernwald sites). Anyone who has receiving or inventory responsibility for food, computer equipment or other costly removable property or goods.

   Type of check: Criminal background check

   
   

   Criteria: Direct access to, or control over, cash, checks, credit card account information.

   Means: Handling of cash, checks, or credit card account information.

   Positions: Cashiers or anyone who collects fees or accepts payments or credit card numbers for services. Anyone who oversees these functions.

   Type of check: Criminal and credit background check

   
   

   Criteria: Authority to commit financial resources of the University through contracts greater than the Low Value Purchase Authority (LVPA).

   Means: Authority to make purchases on behalf of the department greater than the LVPA. LVPA restricted to $2,500.

   *Positions: Anyone with purchasing authority over LVPA.

   Type of check: Criminal background check

   
   

   Criteria: Control over campus-wide or departmental business processes, either through functional roles or systems security access.

   Means: Responsibility for development or maintenance of critical business systems.

   *Positions: Computer programmers

   Type of check: Criminal background check

   
   

   Criteria: Access to detailed personally identifiable information about students, faculty, staff, or alumni which might enable identity theft.

   Means: Access to information that identifies or describes an individual, including, but not limited to name, address, telephone number, family members names, social security number, date of birth, and personal characteristics that would make the individual’s identity easily discoverable.

   *Positions: Some Human Resources, Payroll, Assignments, Cashiers, Cal Rentals staff. Anyone who has access to student, faculty, or staff personally identifiable information.

   Type of check: Criminal

   
   

   Criteria: Possession of building master or sub-master key access to residences and certain other facilities, particularly laboratories.

   Means: Key or card access to residences, food and computer storage areas, cashier’s office and other areas where cash, checks and credit card information are located.

   *Positions: Housing managers and supervisors, custodians, maintenance workers, resident directors, resident advisors, dining services managers and supervisors, various food service and IT positions, building coordinators who have access to cash handling areas.

   Type of check: Criminal background check

   
   

   Criteria: Regular operation of University vehicles as part of assigned job duties.

   Means: Anyone who drives a University vehicle as a requirement of their job.

   *Positions: Maintenance workers, groundskeepers, etc. Anyone who chooses to drive a University vehicle on a preferred basis must also complete a background check.

   Type of check: Periodic DMV background checks.

   
   
   

   * Positions listed are not all inclusive. Job duties for each position are reviewed individually for sensitivity.

2. Language

   For Job Recruitment
   When background checks are required, the following language should be included in all job advertisements.

   Background checks required	Language to use in job advertisement
   Criminal only:	This position is subject to a criminal background check …
   If includes credit:	Including credit check for bonding purposes.
   If driving required:	and periodic DMV checks for driving record and valid driver's license.
   Driving required only:	This position is subject to periodic DMV checks for driving record and valid driver's license.
   If driving is preferred:	Driving is preferred. If driving, periodic DMV checks for driving record and valid driver's license is required.

   For Job Descriptions

   The Background Check Requirement language is placed after the IIPP Requirement at the end of the Major Functions section of job description. It includes background checks required, criteria met and specific duties that meet those criteria.

   Example:

   Background Check Requirement

   This position is subject to a criminal background check including credit check for bonding purposes. Driving is preferred. If driving, a DMV background check for driving record and valid driver’s license is required.

   This position meets the following background check criteria. 1. Direct access to, or control over, cash, checks, credit card account information. If driving, 2. Regular operation of University vehicles as part of assigned job duties.

   This position: 1. Accepts cash and check payments from family housing and graduate student residents of University Village, Smyth-Fernwald and Manville. 2. If driving, will use University vehicle to attend meetings at and deliver communications to above locations.

   This position: 1. Accepts cash and check payments from family housing and graduate student residents of University Village, Smyth-Fernwald and Manville. 2. If driving, will use University vehicle to attend meetings at and deliver communications to above locations.

   Other examples for writing specific job duties:

   Collects cash and check payments from clients for housing services.

   Provides safe, well supervised, age appropriate care for children of village residents.

   Repairs locks, makes keys, pins cores, changes combinations, installs and maintains lock systems.

   If driving, incumbent would drive unit van to deliver supplies to restaurant twice a week. (if driving is preferred)

   Drives unit van to deliver supplies to restaurant twice a week. (if driving is required)

RSSP Background Check Clearance Requirements and Negative Results

CLEARANCE REQUIREMENTS

After Background Check Coordinator Dee Palacios receives required paperwork (see "RSSP Checklist for Positions Requiring Background Checks, D.7"), the following must occur before she sends clearance email for any personnel action can be processed –

DMV Background Check (Results normally received within 1-3 working days)

• Driving preferred with no other background checks. Dee only needs required paperwork before sending clearance email. She notifies hiring coordinator when applicant, or current employee (if new driver), is ready to drive.
  
  
• Driving required with no other background checks. DMV check results in good standing.
  
  
• Driving required with other background checks. DMV check results in good standing. All other background check requirements must be met.
  
  

Credit Background Check (Results normally received within 15 minutes)

• Credit report in good standing. All other background check clearance requirements must be met.

Criminal Background Check (Fingerprinting) (Results normally received within 7-30 working days, but can take longer)

• Fingerprints are sent from UCPD to Department of Justice and FBI.

UC career employees must complete all background checks successfully including criminal background check before being hired into a sensitive position or before beginning new sensitive duties. Once Dee receives all results in good standing she sends clearance email.

Other employees and applicants must complete credit and DMV checks successfully (if required) before being hired into a sensitive position or before beginning new sensitive duties. If criminal background check is required, Dee must have copy of IOC with fingerprint appointment scheduled within first two weeks of start date and there should be no recent or relevant convictions indicated on the release. If recent or relevant convictions are indicated on release, Dee must receive letter from UCPD indicating Employee/Applicant is eligible for position before she sends clearance email.

NEGATIVE BACKGROUND CHECK RESULTS

IF negative credit and/or DMV report is received.

Dee schedules meeting with Director/Assistant Director (AD) and E/A to review report. During meeting either:

• a decision is made and communicated verbally to E/A whether clear or ineligible
• five work days are given E/A to provide documentation that inaccuracies have been corrected or effort has been made to correct.

After decision is made, Dee either sends clearance email or sends letter from Director/AD to E/A documenting ineligibility for position. If ineligible, Director/AD discusses with unit manager re-advertisement of position or re-delegation of sensitive duties. Dee records results on her log and files letter.

IF negative criminal background check result is received

Dee receives letter from UCPD indicating that E/A is ineligible for position or to perform sensitive duties. E/A receives separate letter from UCPD notifying them of their ineligibility.

If UC career applicant (not including RSSP careers) OR Hasn’t begun the position

• Dee notifies hiring manager and Judy that applicant is no longer eligible for position. Hiring manager contacts applicant and informs them of their ineligibility.
• Dee records results on log and files letter.

If RSSP career employee applying for sensitive career position or adding sensitive job duties

• Dee notifies hiring manager and Judy that employee is no longer eligible for position or Shannon if not eligible to perform sensitive duties.
• Dee sends letter to employee from Director/AD confirming that they are no longer considered for position or to perform sensitive job duties. Letter indicates that employee will remain in their current job or continue performing current job duties. If falsification is present, letter becomes disciplinary and employee’s manager is copied for employee’s personnel file.
• Dee records results on log and files letter.

Non-career employees and outside applicants
(may begin working in sensitive positions before criminal background check clears)

• If E/A is already working, Dee contacts Director/AD to inform them of ineligibility to continue them working in position.
• Director/AD contacts unit manager to inform them that meeting will be coordinated by Dee to include Director/AD.
• Inform them of their ineligibility and separation from employment.
• Unit manager informs supervisor.
• Dee contacts unit manager to schedule meeting with Director/AD and herself.
• During meeting E/A is informed of their eligibility to continue working and is instructed if necessary to see Unit Manager for separation.
• Dee sends letter from Director/ AD to E/A to document their ineligibility for position and separation from employment.
• Dee records results on log and files letter.
• Dee coordinates Separation letter with Unit Manager and Employment Analyst, Judy Ross.

RSSP Checklist for Positions Requiring Background Checks

Positions designated as sensitive meet the background check criteria established by the Office of the President. Sensitive positions require background checks. The type of background checks conducted (criminal, credit, DMV) are determined by the relevance to the duties performed.

Contact Background Check Dee Palacios at 642-2311 or deepals@berkeley.edu with questions related to this checklist or for assistance with the background check process.

Sample Forms

• Physical/Environmental/Mental Demands Form (PEM)
  (MSWord, .doc file)

• Fair Labor Standards Act (FLSA)
  (MSWord, .doc file)

• Application Screening Grid
  (MSWord, .doc file)

• Interview Rating Sheet
  (MSWord, .doc file)

• Interview Balance Sheet (Strengths and Limitations)
  (MSWord, .doc file)

• Interview Data Form (IDF)
  (MSWord, .doc file)

• Payroll Processing Form (PPF)
  (MSWord, .doc file)

• Sample Letter: Applicants Selected for Interview
  (MSWord, .doc file)

• Sample Letter: Applicants Not Selected for Interview
  (MSWord, .doc file)

• Sample Offer Letter
  (MSWord, .doc file)