Position Recruitments / Extensions / Reclassifications

This page provides information on how to initiate the hiring process for:

  • New or Replacement Recruitment
  • Career or Contract Waiver
  • Limited Hire
  • Extending an Appointment

These steps are required for all Staff positions at Haas, even if the position is exempt from the Campus Hiring Freeze.

To Initiate Position Recruitments:

  1. Before submitting the FTE Justification form, please reach out to Alicia Martinez, Haas HR Talent Consultant, for assistance on:
    • Job Descriptions: Gathering, updating or creating a new Union, PPSM or MSP JD’s
      • New job descriptions are built in Job Builder.  Please contact Alicia Martinez before building a job to see if an existing job is already set up for you to build on and/or to receive step-by-step instructions.
      • Union JD’s:  Job Builder does not currently have Union JD’s.  Please use the blank represented JD templates found on Job Builder
    • Payroll Title
    • Title Code
    • Salary/Hourly Pay:  Minimum pay / Mid-point amounts
    • Appointment End Dates:  Max amount of hours left for extension requests
    • Extensions: Discuss with Alicia if a new waiver is needed & how many years left on contract extension
  2. Obtain verification of the position budget. You will need an email from your Haas Financial Analyst confirming funding to attach to the form.  Please obtain the email approval in advance to submitting the form and attach to the FTE Justification form. Visit Haas Finance Assignments to determine who your Haas Financial Analyst is.
  3. Submit the FTE Justification form. Here is a PDF of the form to see what information the form asks for.
    • Please complete all fields of the form. Incomplete data will delay the process.
    • Please be sure to provide a detailed explanation for the section  “Please describe the rationale for this request.” & “Please describe how functions/tasks/projects will be accomplished if this request is not approved.”
      • If your request is approved by Haas PC, those fields will be used to submit your request to the Campus Finance Committee. Incomplete or few details could result in your role not being approved or delay request submission.
Additional processes for hiring during UC Wide Hiring & Salary Freeze:
  1. If more information is needed, Michelle Marquez, Assistant Dean of HR & Administration, or Alicia Martinez, Haas HR Talent Consultant, will reach out to request more information
  2. The FTE Justification form is submitted to the Haas Personnel Committee to review. The Haas PC meets every other week. If the request does not require Haas PC or Campus Finance Committee approval, Michelle will notify both the Hiring Manager and Alicia to proceed.
  3. If Haas PC approval is needed, you may be requested to attend the Haas PC meeting to discuss the request.
  4. If approved by Haas PC, the request will be submitted to the Campus Hiring Freeze Committee for review.
  5. You will be notified by Michelle Marquez if approved and will continue working with Alicia Martinez on the recruitment or extension process.

To Initiate a Reclassification Request:

  1. Reach out to Michelle Marquez to discuss the reclassification request.  Please do not begin working on a new JD until you have discussed with Michelle and received the approval to begin the Reclass Process.
    • Please note:  Michelle’s approval is not approval for the reclassification.  It is only approval that the request meets the requirements and you can begin the process to request reclassification.
  2. Once approved by Michelle, she will have you work with Alicia Martinez, Haas HR Talent Consultant, to update the new JD.
    • Once the JD is updated and ready, Alicia will submit the JD to Campus Compensation for approval.
  3. Obtain verification of reclassification funding. You will need an email from your Haas Financial Analyst confirming funding to attach to the form.  Please obtain the email approval in advance to submitting the form and attach to the FTE Justification form. Visit Haas Finance Assignments to learn who your Haas Financial Analyst is.
  4. After the JD is approved by Campus Compensation, submit the FTE Justification form (here is a PDF of the form to see what information the form asks for):
    • Please complete all fields of the FTE Justification Form. Incomplete data will delay the process
    • Please be sure to provide a detailed explanation to “Please describe the rationale for this request.” & “Please describe how functions/tasks/projects will be accomplished if this request is not approved.”
      • If your request is approved by Haas PC, those fields will be used to submit your request to the Campus Finance Committee.  Incomplete or few details could result in your role not being approved or delay request submission.
Additional processes for Reclassification during UC Wide Hiring & Salary Freeze:
  1. The FTE Justification form is submitted to the Haas Personnel Committee to review.  The PC meets every other week.
  2. You may be requested to attend the PC meeting to discuss your role.
  3. If approved by the Haas PC:
    • Reclassification w/salary increase:  The request will be submitted to the Campus Hiring Freeze Committee for review.
      • If approved by the Campus Hiring Freeze, Michelle will notify you and Alicia for next steps.
    • Reclassification w/out salary increase:  If approved by the Haas PC, Michelle will notify you and Alicia for next steps.
      • Please Note:  A reclassification w/out salary increase should only be considered if:
        • The EE is already at the midpoint of the new classification range AND
        • Is recommended to proceed w/out an increase by Michelle during the initial conversation

4. You will be notified by Michelle Marquez if approved/denied at each step of the process.

 

For all offer letters and inquiries, contact Alicia Martinez, our Talent Consultant.

Related Forms

Job Description Forms:

  • Non-represented PPS Staff: All job descriptions should be updated/created in Job Builder. Please reach out to Haas HR Talent Consultant, Alicia Martinez before starting or updating a template.
  • Represented Union Staff: Forms are found in Job Builder under Home > Useful Links. Please reach out to Haas HR Talent Consultant, Alicia Martinez before starting a Job Builder template, as some JD’s may not require a word doc form.

Recruitment Wrap Up: