UCSF School of Pharmacy
OFFICE OF THE ASSOCIATE DEAN FOR ADMINISTRATION - PERSONNEL UNIT

How to Hire Staff Employees

Title Notes/Restrictions	Process & Paperwork
Limited Appointment Must be expected to work less than 1,000 hours in a 12 month period. Employee is not a member of the retirement system. Receives medical insurance if appointment is 100% for 3 months or more. Core (major medical) insurance if appointment is equal to or greater than 43.75% To hire a retiree to a paid casual position, the retiree must have received at least one UCRP monthly retirement income check or had a break in service of 90 days, whichever occurs first.	Open recruitment for short term positions is strongly encouraged. However if an employee has already been identified: School of Pharmacy Casual Hire Form, Job Description Form and the employee's resume are sent to the Department Manager for approval. Dept. Manager forwards forms to S/P Personnel An appointment is made for the new hire to visit S/P Personnel on or before their first day of work. If recruiting: Employee Requisition Form and Job Description Form (job card used for Lab helper, Sr. Clerk) are sent to Dept. Manager for approval. Dept. Manager forwards forms to S/P Personnel Forms are forwarded to the Campus Human Resources Department where job is classified and put in the campus bulletin. If the classification does not need to be reviewed, and Human Resources receives the forms by Wednesday, the job will appear in the following week's job bulletin. Usually jobs appear in one bulletin with a application deadline of two-weeks from the posting. The recruiter or her assistant contacts the supervisor & provides a 4 digit tracking Number that identifies the position and identifies Preferential Rehires and Special Selection candidates. These applicants must be considered before resumes are forwarded to the supervisor. Supervisor interviews (see interview guidelines), obtains resume supplement from finalists, checks references, & selects. Start salary determined by consultation with the Dept. Mgr. (see start salary guidelines) Recruitment Activity Report sent to Campus Human Resources (sample Recruitment Activity Report) Resume & copy of the Recruitment Activity Report showing start salary sent to S/P Personnel Unit and the supervisor makes an appointment for the new hire to visit S/P Personnel on or before their first day of work. Supervisor notifies the unsucessful applicants that the position has been filled Supervisor keeps all information regarding recruitment for 3 years after position is filled. This includes the final recruitment activity report, interview notes and resumes of all applicants.
Career Appointment If the employee is expected to work more than 1,000 hours in 12 months, the appointment is defined as career. Member of UC Retirement Program (UCRP)	Employee Requisition Form and Job Description Forms (or Job card if the position is Sr. Clerk) are sent to Department Manager. If the position is a replacement with no change in job title or responsibilities, then a new job description form is not required by Campus Human Resources, however the supervisor should review the description for completeness & accuracy. Dept. Mgr. approves and forwards to Personnel Unit. Personnel Unit verifies information and that there are no employees who have recall rights to the vacant position. Recall candidates are employees who have been separated or had their time reduced indefinitely due to a layoff. Forms are forwarded to Campus Human Resources where the job is classified and posted in the campus jobs bulletin. If the classification does not need to be reviewed, and Human Resources receives the forms by Wednesday, the job will appear in the following week's job bulletin. Usually jobs appear in one bulletin with a application deadline of two-weeks from the posting. The recruiter or her assistant contacts the supervisor & provides a 4 digit tracking number that identifies the position. Human Resources forwards the resumes of Preferential Rehires and Employee Rehabilitation candidates to the supervisor. These applicants have must be considered before other resumes are forwarded to the supervisor. Of importance: by both UC policy and by union contracts we and policy we are required to Reasons for not selecting these candidates must be sent in writing to the Human Resources Recruitment Analyst and must be related to the candidates not possessing the skills, knowledge and abilities to perform the job requirements. Note: your reasons may be disclosed to the candidate. Supervisor interviews, (see interview guidelines), obtains resume supplement from finalists, checks references, & selects. Start salary determined by consultation with the Dept. Mgr. (see start salary guidelines Recruitment Activity Report sent to Campus Human Resources. (sample Recruitment Activity Report) Resume & copy of the Recruitment Activity Report showing start salary sent to S/P Personnel Unit and the supervisor makes an appointment for the new hire to visit S/P Personnel on or before their first day of work. Supervisor notifies the unsucessful applicants that the position has been filled Supervisor keeps all information regarding recruitment for 3 years after position is filled.

Title Notes/Restrictions

Process & Paperwork

Limited Appointment

Must be expected to work less than 1,000 hours in a 12 month period.
Employee is not a member of the retirement system.
Receives medical insurance if appointment is 100% for 3 months or more.
Core (major medical) insurance if appointment is equal to or greater than 43.75%
To hire a retiree to a paid casual position, the retiree must have received at least one UCRP monthly retirement income check or had a break in service of 90 days, whichever occurs first.

Open recruitment for short term positions is strongly encouraged. However if an employee has already been identified:

School of Pharmacy Casual Hire Form, Job Description Form and the employee's resume are sent to the Department Manager for approval.
Dept. Manager forwards forms to S/P Personnel
An appointment is made for the new hire to visit S/P Personnel on or before their first day of work.

If recruiting:

Employee Requisition Form and Job Description Form (job card used for Lab helper, Sr. Clerk) are sent to Dept. Manager for approval.
Dept. Manager forwards forms to S/P Personnel
Forms are forwarded to the Campus Human Resources Department where job is classified and put in the campus bulletin. If the classification does not need to be reviewed, and Human Resources receives the forms by Wednesday, the job will appear in the following week's job bulletin. Usually jobs appear in one bulletin with a application deadline of two-weeks from the posting. The recruiter or her assistant contacts the supervisor & provides a 4 digit tracking Number that identifies the position and identifies Preferential Rehires and Special Selection candidates. These applicants must be considered before resumes are forwarded to the supervisor.
Supervisor interviews (see interview guidelines), obtains resume supplement from finalists, checks references, & selects.
Start salary determined by consultation with the Dept. Mgr. (see start salary guidelines)
Recruitment Activity Report sent to Campus Human Resources (sample Recruitment Activity Report)
Resume & copy of the Recruitment Activity Report showing start salary sent to S/P Personnel Unit and the supervisor makes an appointment for the new hire to visit S/P Personnel on or before their first day of work.
Supervisor notifies the unsucessful applicants that the position has been filled
Supervisor keeps all information regarding recruitment for 3 years after position is filled. This includes the final recruitment activity report, interview notes and resumes of all applicants.

Career Appointment

If the employee is expected to work more than 1,000 hours in 12 months, the appointment is defined as career.
Member of UC Retirement Program (UCRP)

Employee Requisition Form and Job Description Forms (or Job card if the position is Sr. Clerk) are sent to Department Manager. If the position is a replacement with no change in job title or responsibilities, then a new job description form is not required by Campus Human Resources, however the supervisor should review the description for completeness & accuracy.
Dept. Mgr. approves and forwards to Personnel Unit.
Personnel Unit verifies information and that there are no employees who have recall rights to the vacant position. Recall candidates are employees who have been separated or had their time reduced indefinitely due to a layoff. Forms are forwarded to Campus Human Resources where the job is classified and posted in the campus jobs bulletin. If the classification does not need to be reviewed, and Human Resources receives the forms by Wednesday, the job will appear in the following week's job bulletin. Usually jobs appear in one bulletin with a application deadline of two-weeks from the posting. The recruiter or her assistant contacts the supervisor & provides a 4 digit tracking number that identifies the position. Human Resources forwards the resumes of Preferential Rehires and Employee Rehabilitation candidates to the supervisor. These applicants have must be considered before other resumes are forwarded to the supervisor. Of importance: by both UC policy and by union contracts we and policy we are required to Reasons for not selecting these candidates must be sent in writing to the Human Resources Recruitment Analyst and must be related to the candidates not possessing the skills, knowledge and abilities to perform the job requirements. Note: your reasons may be disclosed to the candidate.
Supervisor interviews, (see interview guidelines), obtains resume supplement from finalists, checks references, & selects.
Start salary determined by consultation with the Dept. Mgr. (see start salary guidelines
Recruitment Activity Report sent to Campus Human Resources. (sample Recruitment Activity Report)
Resume & copy of the Recruitment Activity Report showing start salary sent to S/P Personnel Unit and the supervisor makes an appointment for the new hire to visit S/P Personnel on or before their first day of work.
Supervisor notifies the unsucessful applicants that the position has been filled
Supervisor keeps all information regarding recruitment for 3 years after position is filled.

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