 | Personnel Unit |
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| Personnel Unit |
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| The formats used in the files below are Microsoft Excel™ version 5.0 for spreadsheet files and Rich Text Format for text files. To download the files to your computer: | |
 For Windows -Click the mouse's right (secondary) button. |
For Macintosh - Hold down the mouse's only button for 3 seconds, or click the secondary button. |
| A small menu will pop up: | |
 InternetExplorer Menu |  Netscape-styleMenu |
| Pick the Save As function to put the file on your hard drive. Windows users need to open Rich Text Format (.RTF) files from within Microsoft Word. Macintosh users can open Rich Text Format files from their desktop, but must open Excel files (.XLS) from within Microsoft Excel. Note: in File Open the default search is for files ending with .DOC filename extensions, under "List Files of Type" select Rich Text Format (.RTF). | |
HIPAA Form | |
HIPAA Acknowledgementof Responsibility form: hipagree.doc |
Health Insurance Portability & Accountability Act (HIPAA)
Acknowledgment of Responsibility form, to be used for all employees.
After you have used the training module, sign, date, and indicate which training module that you have used,
and send the completed form to your personnel analyst. The campus HIPAA resource website is: http://www.ucsf.edu/hipaa/ |
Hire Forms | |
| Form/Link | Description |
| S/Pharmacy Staff Casual Hire Form | Use this form for casual PSS staff when you have identified a temporary employee and don't need to recruit |
| Staff Employee Requisition Form | This form is used to establish a PSS or MSP positionand provides to the Central Personnel Office the information necessary for the CampusJobs Bulletin. A new position needs job description as well as an ERF (for the particular description form to use, see below) |
| Staff Job Description | Job Description Form to use for step based PSS (staff)positions. Also used for reclassification requests. |
| A&PS/MAP | Job description form for grade-based PSS titles (A&PS/MAP)Also used for reclassification requests. |
| Nursing Questionnaire | Nursing job description form |
| Technical Questionnaire | Staff Research Associate job description form. |
Resume Supplement | Hiring supervisors need to have all finalists complete a Resume Supplement
prior to extending a job offer.
In addition to other useful information, the Resume Supplement contains information regarding previous convictions and near relatives employed at the University.
Prior Convictions. When an applicant checks that he/she has prior conviction(s) the supervisor should have the candidate fill out the Conviction Record. Then the supervisor should call his/her Human Resources Client Services Analyst to discuss whether or not the information should have a direct bearing on the hiring decision. Near Relatives. The supervisor should also consult with the HR Analyst if a candidate indicates that he/she has near relatives employed at the University. |
| Volunteer Form | Agreement form to use for staff level volunteers. |
Performance Evaluation Forms | |
Report of Probationary Evaluation |
Form to use for career staff during probationary period. Note: Some contracts allow an extension of the probationary period for up to three months. In order to extend the probationary period, a performance evaluation must be on file and the employee must be notified of the extension and the reasons for the extension at least seven days before the end of the probationary period. Before taking any action, be sure to contact your personnel analyst. |
| Performance Evaluation Form | Evaluation form to use for staff titles that are step-based |
| Performance Evaluation Form for Uncovered Employees |
An alternate evaluation form to use for grade-based titles not covered under a bargaining unit. It is particularly suitable for professional, analytical, technical, and research staff positions. |
| A&PS Performance Evaluation Form | Evaluation form to use for grade-based titles (formerly known as MAP and A&PS) |
| Laboratory/Technical Professional Evaluation Form | Form to use for Staff Research Associate evaluations |
| Performance Award Individual Nomination | School of Pharmacy performance award nomination form for individual performance awards |
| Performance Award Team Nomination | School of Pharmacy performance award nomination for a team performance award |
Spreadsheets | |
| 2010 Exempt | Timesheet for exempt staff. This work book contains a separate sheet for each month of 2010. This should be used only for employees who do not earn overtime (FLSA exempt). As of November, most exempt staff have moved to a web-based time reporting system, Huntington Business Systems (HBS). Exempt staff who may accrue shift differentials (such as Pharmacist Specialists and Senior Pharmacists) will convert to HBS in October 2010. |
| 2010 Non-Exempt | This work book contains a separate sheet for each month of 2010 This should only be used by employees who earn overtime (non-exempt from FLSA). Please read and complete the "Information" sheet first! Time records are due by the 5th of each month. Non-exempt staff will convert to HBS and bi-weekly pay and leave reporting in September 2010. |
| 2009 Exempt | This work book contains a separate sheet for each month of 2009. This should be used only for employees who do not earn overtime (FLSA exempt). |
| 2009 Non-Exempt | This work book contains a separate sheet for each month of 2009 This should only be used by employees who earn overtime (non-exempt from FLSA). Please read and complete the "Information" sheet first! Time records are due by the 5th of each month. |
| 2009 Academic | Paid academic employees who earn vacation and sick leave are sent a time record each month. However, those employees who prefer to generate their own time records can use this template. Because we have to report leave to the payroll office by mid-month, time records are due by the 5th. |
| 2009 Faculty | Paid faculty who earn vacation leave are sent a time record each month. However, those employees who prefer to generate their own time records can use this template. Because we have to report leave to the payroll office by mid-month, time records are due by the 5th. |
| 2008 Exempt | This work book contains a separate sheet for each month of 2008. This should only be used for FLSA exempt (does not earn overtime) employees. Please read and complete the "Information" sheet first! Time records are due by the 5th of each month. |
| 2008 Non-Exempt | This work book contains a separate sheet for each month of 2008 This should only be used for non-exempt (earns overtime) employees. Please read and complete the "Information" sheet first! Time records are due by the 5th of each month. |
| 2007 Exempt | This work book contains a separate sheet for each month of 2007. This should only be used for FLSA exempt (does not earn overtime) employees. Please read and complete the "Information" sheet first! |
| 2007 Non-Exempt | This work book contains a separate sheet for each month of 2007. This should only be used for non-exempt (earns overtime) employees. Please read and complete the "Information" sheet first! |
| 2006 Exempt | This work book contains a separate sheet for each month of 2006. This should only be used for FLSA exempt (does not earn overtime) employees. Please read and complete the "Information" sheet first! |
| 2006 Non-Exempt | This work book contains a separate sheet for each month of 2006. This should only be used for non-exempt (earns overtime) employees. Please read and complete the "Information" sheet first! |
| 2005 Exempt | This work book contains a separate sheet for each month of 2005. This should only be used for FLSA exempt (does not earn overtime) employees. Please read and complete the "Information" sheet first! |
| 2005 Non-Exempt | This work book contains a separate sheet for each month of 2005. This should only be used for non-exempt (earns overtime) employees. Please read and complete the "Information" sheet first! |
| 2004 Exempt | This work book contains a separate sheet for each month of 2004. This should only be used for FLSA exempt (does not earn overtime) employees. Please read and complete the "Information" sheet first! |
| 2004 Non-Exempt | This work book contains a separate sheet for each month of 2004. This should only be used for non-exempt (earns overtime) employees. Please read and complete the "Information" sheet first! |
| 2003 Exempt | Work book containing a separate work sheet for each month of 2003. This should only be used for exempt employees. Please read the "Information" sheet first! |
| 2003 Non-Exempt | This work book contains a separate sheet for each month of 2003. This should only be used for non-exempt (earns overtime) employees. Please read the "Information" sheet first! |
| Bi-weekly Time Record | Time Record for staff employees on a bi-weekly pay schedule. |
| Time Record | Staff Time Record |
| Sub 2 Time Record | Time Record for staff employees who work variable hours and report from the 21st of one month to the 20th of the next month. |
| Variable Time Record | Used for employees that have set schedules and are paid sub 1 (automatically). The reporting period is from the first through the end of the month. |
| Employee-Paid Benefit Cost Spreadsheet | Spreadsheet that calculates the employee's cost of the employee paid life and disability insurance. |
Academic Forms | |
| Professional Outside Activities Report Form | Form to report the outside professional activities of compensation plan members. See APM 025 (UCOP) |
| Biography for Academic Personnel | The biography form must be completed for all new academic appointments. A change in series, such as a change from a Visiting Postdoctoral to a Professional Research title, is considered a new appointment. |
| Consulting Memo | Form to notify Department Chair and School of Pharmacy Personnel Unit of consulting activity. |
| Curriculum Vitae | Sample curriculum vitae (résumé). |
| Associate Dean's Approval | Sample letter to include with Academic advancement packets. |
| Academic Forms,
Guidelines & Procedures Page |
UCSF Campus Academic Affairs Office |
| Search Process Report (SPR), SPR Attachment 1 (applicant pool) |
Forms needed to close a search. See Instructions (Adobe/Acrobat .pdf format) |
| ** Appointment Recommendation | Recommendation Form to use for academic appointments. |
| ** Merit Recommendation | Recommendation Form for use in academic merit packets. |
| ** Promotion Recommendation | Recommendation Form for use in academic promotion packets |
| Sample J-1 Visa Extension Letter | Sample J-1 Visa Extension Request Letter |
| Sample Letter asking for an Exceptional 4th-Year Postdoctoral Appointment |
Exceptional 4th-Year Postdoctoral Appointment Request Letter |
| ** Addendum | Addendum Form to be used for academic review packets |
| One Time Payment Form | Form to use for honorariums and onetime payments for academics only. For policies regarding honoraria payments see the UCSF Administrative Policies web site. |
| Postdoc Hire Form | Provides information necessary for the Personnel Unit to begin the appointment paperwork for a Visiting Postdoc. |
| Clinical WOS Hire Form | Data Gathering/Hire form for Clinical Without Salary Appointments. This form replaces the Personnel Action, Personal Data, Affirmative Action Data, and Pay Dispo Forms. Still required by the Campus: W-4, Oath/Patent Agreement, and Statement regarding Adult/Child Abuse and Domestic Violence Reporting Requirements. |
| Temporary Intercampus Appointment Form Intercampus One-Time Payment Form |
Forms required for temporary intercampus/multi-campus appointments and intercampus one-time payments.
See your personnel analyst. |
| J-1 Visa Request | Form to request that an IAP-66 (J-1 visa) be prepared. This form MUST be printed on yellow paper. The form is approved by the Chair and routed to International Students and Scholars through your Personnel Analyst. Salary rate is based on the minimum for the title, or the minimum rate for J-1 visas, whichever is greater. |