Supervisor Expectations
As a supervisor, your role involves setting performance goals aligned with the University’s plans and organizational mission. This includes monitoring employee productivity and offering regular constructive feedback and coaching to support their development.
Types of Appointments
Staff
Career
Indefinite appointment with medical, dental, vision, and participation in the UC Retirement System.
Contract
Specified length of appointment not to exceed four years, percentage of time, salary, and work days. Incumbent may or may not have career benefits, depending on percentage of appointment and duration.
Limited
Temporary appointment to complete a project before reaching 1,000 hours. Appointments may be any percentage of time, fixed or variable, during which the appointee is expected to be on pay status for less than 1,000 hours from the original date of hire. The unit director/supervisor is notified when an employee reaches 700 hours so a job posting can be prepared and submitted to the Personnel Office, if the employee is going to become a career employee. Managers/supervisors are discouraged from using limited appointments to avoid benefit expense.
Casual Restricted (Student Worker)
All positions held by students at UCLA.
Work Study
The Federal Work-Study Program (FWS) is intended to stimulate and promote part-time student employment, particularly students from low-income families, as part of their financial aid package. The federal government allocates funds annually to the UCLA Financial Aid Office for this purpose.
Through the Federal Work-Study Program, departments and Work-Study share the salary cost of a student. Work-Study pays 50% and the department pays 50%. The program begins in the fall and an announcement with the details of the program is sent out via email by our office.
Academic Series
Academic Student Employees
The Academic Student Employee Unit (BX) is a systemwide bargaining unit (except UCSF) comprised of graduate teaching assistants, readers, tutors and other instructional assistants who work in support of faculty and lecturers.
Graduate Student Researchers
GSRs are students who perform research related to the student’s degree program in an academic department or research unit under the direction of a faculty member or authorized principal investigator. Graduate students may be employed during the academic year on a part-time basis that does not to exceed 50% time. These appointments are awarded by academic programs.
Postdoc Scholars
A postdoctoral scholar (postdoc) is an individual who holds a doctoral degree and is engaged in advanced training and education, and conducts research under the guidance of a faculty member at UCLA. A postdoctoral scholar position prepares you for a career in academia, industry, government or the non-profit sector. Each year, UCLA hosts approximately 1,400 postdocs from across the world who play a critical role in furthering the University’s educational and research mission.
Recruitment and Selection
Identifying a need for staffing
If you have identified a hiring need in your unit, managers should consult with their fund manager (https://seis.ucla.edu/administrative-resources/business-offic) to ensure there is funding available. Once funding has been confirmed and a budgeted salary range has been approved, please continue to the next step of Conducting the Recruitment Process.
Position Descriptions
At our organization, each position is carefully crafted and assigned to salary structures reflecting the level and breadth of duties and responsibilities involved. Crafting a comprehensive job description entails delineating primary job functions, specifying required supervision levels, and outlining the necessary skills, knowledge, and abilities. The Campus Compensation department meticulously reviews all job descriptions (except Casual Restricted) to ensure alignment with appropriate titles and salary structures. Keeping job descriptions up-to-date serves as a vital tool for conducting performance evaluations and determining merit-based compensation.
Existing position descriptions take 7-10 business days to review New position descriptions take 3-6 weeks from date of submission to Campus Human Resources for title/level approval.
For Career, Contract, and Limited Submission of Proposed Position Descriptions
Casual Restricted & Work-Study Student Proposed Position Description
Posting a Position
Once the job description has been approved by Ed&IS HR and Compensation, the requisition is uploaded through iCIMS for posting. Approved job descriptions are posted within 3 business days.
It is mandatory that all career and contract positions be posted online via the UCLA Career site and for a full-cycle fair recruitment process to be conducted in compliance with recruitment guidelines.
The posting periods for each employment class are as follows:
- Senior Management Group (SMG) – 4 weeks
- Management & Senior Professionals (MSP) – 2 weeks
- Professional & Support Staff (PSS)- 2 weeks
- *Reposted Requisition (Any Personnel Program) – 3 calendar days
Your compliance with these posting requirements is essential to ensure fairness and transparency in the recruitment processes.
- *If you are considering hiring staff in limited appointment capacity, your Human Resources Office can assist with classifying the positions. While there is no obligation to post limited appointment positions in the UCLA Career site, it is important to note that positing will generally be necessary if there is a likelihood that the position will transition into a career role.
Conduct the selection process
The selection of search committee members plays a vital role in the success of the recruitment efforts. It is crucial that each member possesses a thorough understanding of the position, whether from a supervisory, peer, or customer perspective. To ensure a comprehensive review of candidates, all committee members should receive candidate material (i.e.: resume and cover letter), the job description, requisition details, and any relevant materials prior to discussion or interviews. It is also essential that the committee elects a chairperson to oversee the process efficiently. The chairperson, whether the hiring manager or a knowledgeable individual within the organization, will guide the committee through its responsibilities.
Clear communication and defined roles are key to our committee’s success and each member’s feedback is valuable. Collaboration in developing interview questions and formats will enhance the selection process. Committee members are encouraged to participate in the development of interview questions and format. Prior to the interviews, the committee will establish a clear protocol for question assignment, follow-up inquiries, and candidate interactions to ensure a comprehensive and fair assessment process. Individual candidate evaluations will be required and conducted independently by committee members, followed by a collective discussion to consolidate feedback and make informed decisions. Lastly, the chair or hiring manager will establish guidelines for candidate communication with committee members, both before and after the interview process, to uphold professionalism and consistency in interactions.
Please remember that your Human Resources Office is available to assist in structuring a search committee and/or refining your recruitment strategy.
Before extending a job offer to your final candidate, it is critical that you conduct a reference check, even if the finalist is currently a UCLA employee and regardless of the position type. Reference checks may also be a valuable tool to help you select between multiple finalists if you have more than one that seem equally matched to the position. Be sure you obtain permission from the final candidate before contacting their references.
SkillSurvey Online Reference Check provides electronic reference checking services for Campus staff recruitments. It is the same web-based reference checking service utilized by UCLA Health and many other UC locations. SkillSurvey’s automated reference checking solution allows recruiters and hiring managers to reach more references faster and obtain meaningful, predictive insights on a candidate’s past performance.
Click on the link below to see the process from when a candidate has been selected for the position up until they have been fully hired into UCPath.
- Onboarding Workflow: For Career, Contract, & Limited
- Onboarding Workflow: Casual Restricted & Work-Study Student
- Manager Onboarding Checklist
- Employee Information Management Form (Supervisor Only)
This list request is intended for adding new Staff employees to the Listservs, Campus Directory (if applicable), and the payroll list. - Campus Directory Updates
This form is intended to update employees’ contact information on the Campus Directory.
Learning and Organizational Development
Explore our dynamic programs designed to enhance your skills and knowledge in education and information studies. Unlock your potential with tailored training opportunities curated to support your professional growth and academic advancement.
Compensation
Here, you’ll find resources for managing compensation needs. Access our Equity Increase Form for Casual Restricted positions and submit Compensation Requests for Career, Contract, and Limited positions. We’re here to ensure fair and competitive compensation across our diverse workforce.
- UCLA Compensation and Classification
- Compensation Action Request Form (For Career, Contract and Limited)
- Equity Increase Request (Casual Restricted Only)
- Staff Appreciation and Recognition Awards (STAR) Awards
UCLA Guidelines for the STAR Awards
Performance Evaluations
The purpose of performance evaluation is to measure and improve individual and institutional performance, promote professional development and career advancement, determine merit increases, and fulfill both internal and external requirements for documenting individual performance.
Corrective Action
Corrective action is a formal process that organizations use to address and rectify an employee’s behavior or performance that does not meet the institution’s standards or expectations. The primary goal of corrective action is to guide the employee toward improvement and to ensure that any issues are resolved fairly and systematically.
UC Systemwide Required Trainings
All UC employees must complete the required training courses, which included Ethics and Compliance Briefing; SVSH – UC Preventing Harassment & Discrimination; Cybersecurity; and Abusive Conduct.
Separations/Offboarding Procedures
Separations
Employees may leave jobs for a variety of reasons, such as a voluntary resignation or layoff. It’s important that all employees who leave Ed&IS have a proper offboarding process to ensure an easy transition and prevent potential issues. Using tools like an offboarding checklist may help you execute a successful process each time. Please select below: