Announcement to Department Managers | 04/24/2020

Dear Department Managers and Colleagues,

 

I would like to bring your attention to the campus message sent out last Tuesday in regards to the changes in the new employee onboarding process. This change/new process has a significant impact to the Summer Sessions instructional hires and the remote delivery of instructions. I've included a copy of the announcement below in case you did not receive it. 

 

In short, the new process allows us to significantly shorten the local processing time. Any Summer Sessions instructors who only teach in the summer (do not have continuing appointment on the Berkeley campus), brand new instructors, or first-time GSIs/Readers/Tutors (ASEs) would simply need to DocuSign the Summer Sessions Letter of Agreement and complete the expanded DocuSign packet sent from the Berkeley Regional Services Onboarding team in order for their Summer appointment to be entered into UCPath. Prior process required that the onboarding process is fully complete, including the documents that needed to be signed in person (Form I-9 section 2, referenced below), before their Summer appointments were entered into UCPath.

 

Since the documents that require completion prior to the appointment being entered into UCPath are all done in DocuSign, your instructors and ASEs should be able to complete these two steps in relative ease and with speed. Once their appointments are entered into UCPath and processed by the UCPath Center, their UCPath Employee ID will be active with their future appointment dates. This kicks off the process for CalNet ID creation/re-activation and populates the Instructor/Advisor table in Campus Solutions so that you can link your instructors/GSIs to your courses. As active employees with future appointment dates, they should have access to bCourses, Zoom and other tools available to all employees and instructors.

 

We have started issuing the Summer 2020 Letters of Agreement this week. Please advise your instructors and students to sign them as soon as possible and to complete the DocuSign packet sent by the Onboarding team. UCPath Center still needs 4-5 business days to process the appointments entered into UCPath, but as I mentioned, we can shorten the overall processing time by completing steps within our control as quickly as possible.

 

In our new eHire, departments have access to the status of all hire requests submitted. Simply log in to eHire and click "Status Tracking" from the menu. You are looking for a date in the "Hire" column (replacing "Incomplete" status) to know that your instructors and ASEs are ready to have access to various systems and tools.

 

Please do not hesitate to contact us or reach out to your Regional contacts if you have any questions or need more information. Thank you.

 

Best,

Moon

 

---------- Forwarded message ---------
From: Lori Tannyhill <[e-mail]>
Date: Tue, Apr 21, 2020 at 10:53 AM
Subject: BRS Improvements for New Berkeley Hires

Dear Campus Colleagues, 

I am writing today to let you know about some exciting improvements that Berkeley Regional Services (BRS) has implemented in order for new Berkeley hires to be more productive when they begin working. What I am sharing with you are some of the components of our Re-Envision Onboarding initiative.

As you know, with Berkeley’s integration to UCPath, we saw increased timeframes between when the new employee accepts their job offer; then attends and completes onboarding/new hire paperwork, and when they receive their Employee ID Number (EID).  Generating the EID earlier in the process is critical for two reasons. First, it is needed to setup CalNet, email, calendar, and other system access; many times new employees were without the important tools they needed to do their job their first day/week at Berkeley. Second, it improves the likelihood the new employee will receive their first paycheck on time. 

We know this has caused frustrations within campus departments, so we have continued to work on developing methods to “speed up the process”. BRS’ BEARS Region and Central Onboarding Team recently piloted some improvements to enable a new employee’s UCPath employee record and EID to be created earlier in the process. Here’s how it works: 

• The new employee continues to complete their new employee paperwork electronically in DocuSign.

• We’ve expanded the security components of DocuSign so the new hire now has a secure method of providing their SSN, home address, etc., in DocuSign. This expansion also includes administering the Oath & Patent electronically; all are now part of the DocuSign packet.

• Once the new hire completes their expanded DocuSign packet, we then begin establishing their UCPath employee record -- that then creates their EID. This is where the hiring manager/supervisor can help: by encouraging the new hire to complete their DocuSign packet as quickly as possible.

• We will still need to personally verify section 2 of their Form I-9 at an onboarding session. Please note: while in the COVID-19 environment, this is being done virtually by the BRS Central Onboarding Team.

Through the efforts of this BEARS Region pilot, we are expanding these processes across all other BRS regions effective 4/8/20 so new hires in all other campus departments can benefit and be more productive when they begin their new job(s). 

There have been some questions so I also want to share information about how new employee onboarding is working with the COVID-19 environment:

• Simply speaking, during COVID-19, while in-person onboarding sessions have been suspended, by default, all new hire/rehire paperwork is completed remotely through an online process that includes the improved DocuSign packet and a video appointment for the I-9 verification.  

• When normal campus operations resume, we will return to in-person onboarding/I-9 verifications and feature updates on the Onboarding New Employees page(s) of the BRS website about those changes.

• We also know that there are instances when new employees may be working remotely as a normal course of business and/or coming to campus for in-person onboarding is a challenge geographically. We are now working on a standard Remote Onboarding process for when campus resumes normal operations and we will share more at that time.

Please let me or your HR Partner know if you have any additional questions. 

Regards, 

Lori

 

Lori Tannyhill

Regional Director, BEARS
University of California,Berkeley
Office: 510-664-9735 

Mobile: [phone] 
[e-mail]

bearsregion.berkeley.edu/