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HR Update; Special Communication on Employment Practices

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In this Edition

In our efforts to ensure fair and consistent treatment for employees and new hires, we are introducing a new offer letter tool and an updated new hire checklist.  Recent audits have revealed the need to ensure employment practices across UCSF are consistent with policies and guidelines. Additionally we have developed an authority matrix detailing terms of employment noting who has the authority for approval.  Also important is ensuring background checks are conducted for staff classified as “critical”.

UCSF Human Resources and the Controller’s Office have collaborated to confirm a consistent set of practices to assist in facilitating fair, consistent and legal treatment for campus employees and applicants. The following are highlights, with more detailed information available on the Campus HR and Campus Payroll websites. The directions below do not apply to Medical Center managers since these processes are handled centrally in Medical Center Human Resources.  Academic Personnel will issue guidelines for faculty employment practices.

New Hire Checklist

The Campus Payroll office serves as the office of record for hiring documents and is charged with monitoring and enforcing compliance. To assist in complying with Federal and State laws, a revised New Hire Checklist with all the required forms has been developed for your use. Also included is a “Highly Recommended” checklist and attachment containing the referenced documents. Please submit the “Required” checklist and required documents (signed by both the employee and individual who reviewed the checklist) to Payroll at Box 0812.

At the following website you will find the new hire checklists and will be able to print all of the “required” forms from a single PDF.

In particular we are asking for your compliance with the specific requirements under the “Immigration Reform and Control Act” which requires all U.S. employers to verify the employment eligibility and identity of all employees hired to work in the United States Form I-9 and the State Oath of Allegiance and Patent Acknowledgment Form are both required and additional information about completion of these documents can be found on the Payroll website .

Offer Letter System

It is recognized that understanding employment terms and conditions is challenging, including knowing what authority is provided to a hiring manager. To facilitate the new hire process, we have developed an on-line Offer Letter System that includes hiring authority “help” and will create an offer letter draft using appropriate terminology for taxable and non-taxable elements of an offer.

There are separate template letters for Senior Professionals, Professional and Support Staff and positions represented by a union.


Background Checks

All final applicants selected for critical positions or employees who are transferred, reclassified or promoted into a critical position are required to undergo a criminal background check which includes being fingerprinted by the Campus Police Department. In accepting a critical position, it is understood that continued employment is contingent upon successful completion of a satisfactory background check.

Recently, the University added a new category to the systemwide guidelines on designating critical positions related to an applicant that will or an employee who has direct access to and/or responsibility for protected, personal or other sensitive data. Given the rather broad nature of this category, it is recommended that you work with your Staffing and Compensation Analyst if there are questions regarding whether a position qualifies as critical under this new category and/or any other critical category.

To further explain the checklists and offer letter system and respond to questions, we will hold three town hall meetings.

Should you have additional questions, please contact your department or Campus Human Resources representative. For payroll related inquiries, if your Payroll Representative is unable to answer your questions, please call the Payroll Customer Service hotline 476-3836 or e-mail .(JavaScript must be enabled to view this email address) .

Mike Tyburski Director - Human ResourcesRob Cotterman Assistant Controller - Disbursement Accounting, Accounts Payable and Payroll Services


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