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HR Update; October 16, 2009

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E-Verify Mandated Workplace Postings Requirements

As a Federal Contractor, UCSF is beginning mandatory phased-in compliance with E-Verify, an internet-based system operated by the US Department of Homeland Security (DHS) in partnership with the Social Security Administration. Starting January 5, 2010, E-Verify will be used to verify the employment eligibility of all newly hired employees and all existing employees, only when those employees are assigned to Federal contracts and subcontracts (where the prime award is a federal contract).

However, as soon as possible after October 8, 2009, UCSF is required to begin displaying certain notices and posters supplied by DHS in prominent places that are clearly visible to prospective employees and all employees who are to be verified through the system. 

Below are links to the E-Verify and If You Have The Right to Work posters (English and Spanish), where job applicants may find more information about E-Verify and their rights. Again, even though E-Verification for employees assigned to Federal contracts and subcontracts begins on January 5, 2010, departments are required to post these posters in visible areas of their offices as soon as possible after October 8, 2009. It is recommended that these posters be posted in the same area as other mandated federal and state notices.

E-Verify posters:

English

Spanish

If You Have The Right to Work posters:

English

Spanish

The Personnel Policy for Staff Members PPSM 21-Appointment has been revised. The policy revision provides consistency between University policy on staff members and Executive Order 13465 requiring federal contractors to use E-Verify. The revised policy is effective immediately and will be available online soon.

Additional information will be provided to departments about E-Verify over the next three months leading up to the January 5, 2010 E-Verify implementation date. For more information, please contact Frank Tastevin at 476-2703 or .

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New Ethics and Conflict of Interest Training

The UC Office of the President (UCOP) is now rolling out revised versions of mandatory training for Ethics and Conflict of Interest. “Conflict of Interest for Designated Officials” rolled out on August 17, which applied to a relatively small group of designated officials. Later this month, “Compliance Briefing: UC Ethical Values and Conduct” and “Conflict of Interest for Researchers” will be rolled out to the UCSF faculty, staff, and postdoc community. A list of the Class Title Outline (CTO) codes can be found here. Beginning November 30, and continuing through the first 2 weeks in December, “Compliance Briefing: UC Ethical Values and Conduct” will be rolled out to the remaining UCSF non-research employees (faculty, staff, postdocs, and student employees).

Trainings:

  1. Conflict of Interest for Designated Officials (Rolled out August 17, 2009)

    Description: This briefing, which takes about one (1) hour to complete, is designed to help learners recognize and deal with conflict of interest situations. PowerPoint of 8/17/09 training.

    Frequency: Every two (2) years; re-testing date based on anniversary date of last completion; course needs to be completed within ninety (90) days of rollout; newly approved Designated Officials will be sent training link within sixty (60) days of being added to the UC Conflict of Interest Code

    Audience: approximately 1,500 UC employees system-wide determined to be “Designated Officials” based on their ability to influence University decisions that may have a significant effect on their personal financial interests, as documented in the UC Conflict of Interest Code approved by the Fair Political Practices Commission

    Authority: 7/17/2009 enforcement policy from President Yudof

    Contacts: Lynda Hilliard () from Regental Office of Ethics, Compliance and Audit Services; Administrative Conflict of Interest Coordinators for list of Designated Officials

  2. Compliance Briefing: UC Ethical Values and Conduct and Conflict of Interest for Researchers (Projected Rollout October 26-29, 2009)

    Description: This briefing will take approximately 40 – 60 minutes to complete. The purpose of the briefing is to reinforce the Statement of Ethical Values and Standards of Ethical Conduct and provide information about reporting instances of non-compliance. In addition, this briefing will satisfy funding agency requirements to train researchers on conflict of interest in the research setting.

    Frequency: Completion of this course (or equivalent content) every year; re-testing date based on anniversary date of completion from the 10/09 rollout; course needs to be completed within ninety (90) days of rollout; researchers will be identified each fall using consistent set of criteria (see FAQs) and will be sent training link to researcher briefing if they meet criteria.

    Audience: approximately 19,000 University research employees (faculty, staff, postdocs) system-wide. The audience for this briefing was selected with input from the VCRs and others across the system. View the Class Title Outline (CTO) Codes selected. The researcher audience includes all those employees in one of the CTO Codes who have been paid at least $1 off an extramural research fund account in FY07-08 or FY08-09. View the headcount file.

    Authority: Funding agencies; 7/17/2009 enforcement policy from President Yudof

    Contacts: Lynda Hilliard () from Regental Office of Ethics, Compliance and Audit Services; Academic Conflict of Interest Coordinators

  3. Compliance Briefing: UC Ethical Values and Conduct (Projected Rollout November 30 - December 14, 2009)

    Description: This briefing will take approximately 30 minutes to complete. The purpose of the briefing is to reinforce the Statement of Ethical Values and Standards of Ethical Conduct and provide information about reporting instances of non-compliance.

    Frequency: Completion of this course (or equivalent content) every year; re-testing date based on anniversary date of completion from the 11/09 rollout; course needs to be completed within ninety (90) days of rollout; all new employees (researchers and non-researchers) will be sent the training link within a week of achieving active employment status.

    Audience: approximately 192,000 University non-research employees (faculty, staff, postdocs, students) system-wide.

    Authority: 7/17/2009 enforcement policy from President Yudof

    Contacts: Lynda Hilliard () from Regental Office of Ethics, Compliance, and Audit Services

Additional Resources:

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Employees Paid from Recharge Funds Are Subject to the Furlough/Salary Reduction Program

With the Furlough/Salary Reduction Program well underway, questions continue to be raised with respect to a variety of implementation issues and the varying impact of the program on different segments of the campus population. One such question that has been frequently raised is, “Are employees paid from recharge funds subject to the Furlough/Salary Reduction Program?” The answer is, yes. Employees paid from recharge service centers are included in the Furlough/Salary Reduction Program regardless of the funding sources that a service center charges.

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Professional Development at UCSF

During challenging times, it is critical to invest in your own professional development to ensure you are prepared for the organizational needs of the future. We encourage you to take ownership of your development in order to enhance your skills and advance your career. Through Human Resources, Development and Training, there are a variety of tools and programs available to you.

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UCSF Fall/Winter Holiday Schedule (2009/2010)

Please note that UCSF will be observing the following holidays:

For future reference, the administrative and academic calendar can be found at http://saa.ucsf.edu/admission/calendar.html

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UC Retirement Readiness Education Programs

Please pass this on to your colleagues, circulate invitations, post the actual scheduled workshops happening near your location, or otherwise re-broadcast these weekly reminders about our valuable (FREE) education programs for faculty and staff. Bring your lunch; your questions; your spouse/partner.

Usually there can be at least one (or more) workshop(s) per week scheduled at various UCSF locations around town. For more details and listings for upcoming scheduled presentations, please refer to our Workshops and Presentations Schedules menus found at our local UCSF HR/Benefits website.

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