Type of Appointment Process and Forms Resources

To Hire a Career Employee
A career appointment must be at 50% or more for at least twelve months. A career position must be filled through open recruitment and posted for two weeks on the UCSD Job Bulletin. The recruitment process will normally take at least one month before a position can be filled.

Benefits

Career employees:
* Earn vacation and sick leave based on the percent of time worked.

* Are eligible for full benefits (Medical, Dental, Vision, Disability, UC Retirement Plan, etc.)

* Are eligible for merit consideration.

 

• Contact Ling at (858) 822-0246 to discuss the classification and salary range for each job opportunity
• Complete a Hiring Request and have it signed by both the supervisor and the accounts manager.
• Develop a thorough Online Job Description (see How to Write a Job Description).
• Route the Online Job Description and the completed Hiring Request to Ling.
• Posting will be listed on Job Bulletin for two weeks and applications will be emailed to the supervisor within two to three days after the position closes
• Review the referral candidates
• Select a pool of candidates to interview
(see Sample Interview Questions). Note: At least 3 candidates must be contacted for interviews or Central HR will not approve the selected candidate.
• Determine the top candidate and conduct a reference check (see Sample Reference Check Questions).
• Complete the Screening Matrix and the Selection Report. Refer to the Checklist for Completing the Recruitment Packet.
• Submit the Screening Matrix, Selection Report, Final Candidate Resume and Resume Supplemental Form to the designated HR coordinator at 0737 or via fax at (858) 822-0014.
• When central HR sends an email with final approval, make the offer to the approved candidate and notify the non-selected candidates (see Sample Rejection Letter).
• Have the final candidate contact Cecilia at caldrete@ucsd.edu or (858) 822-3389 to schedule an appointment for the weekly New-Hire Orientation.
 
 
 

Forms:

To Hire a Casual Employee
A casual or limited employee is expected to be on pay status for less than 1,000 hours in a twelve-month period. The limited appointment will be automatically be converted to a career appointment if the number of hours worked exceeds 1,000 hours within a twelve-month consecutive period.

Benefits

Casual employees:
- Earn no vacation, sick leave or holiday pay if the appointment is less than 50%.
- Earn vacation and sick leave if the appointment is 50% or higher for six months or more.
- Are eligible for core benefits if the appointment is between 43.75% and 100% and does not meet the duration requirements of mid-level or full-level benefits.
- Are eligible for mid-level benefits if the appointment is 100% for three months or more.
 

 

• Contact Ling at (858) 822-0246 to discuss the classification and salary range for each job opportunity.
• Complete a Hiring Request and have it signed by both the supervisor and the accounts manager.
• Develop a thorough Online Job Description (see How to Write a Job Description).
• Route the Online Job Description and the completed Hiring Request to Ling at 0737 or via fax at (858) 822-0014.
• Posting will be listed on Job Bulletin for two weeks and applications will be emailed to the supervisor within two to three days after the position closes.
• Review the referral candidates.
• Select a pool of candidates to interview (see Sample Interview Questions). Note: At least 3 candidates must be contacted for interviews or Central HR will not approve the selected candidate.
•Determine the top candidate and conduct a reference check (see Sample Reference Check Questions).
• Complete the Screening Matrix and the Selection Report. Refer to the Checklist for Completing the Recruitment Packet.
• Submit the Screening Matrix, Selection Report, Final Candidate Resume and Resume Supplemental Form to the designated HR coordinator at 0737 or via fax at (858) 822-0014.
• When central HR sends an email with final approval, make the offer to the approved candidate and notify the non-selected candidates (see Sample Rejection Letter).
• Have the final candidate contact Cecilia at caldrete@ucsd.edu or (858) 822-3389 to schedule an appointment for the weekly New-Hire Orientation.

Sample Job Descriptions

To Hire an Identified Candidate
Two types:
1- An identified candidate can be hired at 40% or less for up to twelve months. Extension of appointments at 40% or less must be approved by HR at the time of completion.
2- An identified candidate can be hired at over 40% for a maximum of five months. No extension can be granted.

Benefits

- Earn no vacation, sick leave or holiday pay if the appointment is less than 50%.
- Earn vacation and sick leave if the appointment is 50% or higher for six months or more.
- Are eligible for core benefits if the appointment is between 43.75% and 100% and does not meet the duration requirements of mid-level or full-level benefits.
- Are eligible for mid-level benefits if the appointment is 100% for three months or more.

 

Contact Ling at (858) 822-0246 to discuss the classification and salary range for each job opportunity.
1) Complete a Hiring Request Form and have it signed by both the supervisor and the fund manager. Please fax it over to Ling at (858)822-0014.
2)Develop a thorough Online Job Description(see How to Write a Job Description). Please specify the candidate's name in the JD form.
3) Have the candidate complete the Online UC San Diego Profile/Application form.
4) Background check forms

(for the Background Check process, please contact Cecilia at (858)822-3389 - caldrete@ucsd.edu or Maissa Clarete at (858)822-4375 - mclarete@ucsd.edu.)
5) Additional Forms will be required for HX, NX, EX positions - Pre-Employment Forms

• Route all of the above documents to Ling at lcao@ucsd.edu or via fax at (858) 822-0014
• When central HR sends an email with final approval, notify the candidate.
• Have the final candidate contact Cecilia at caldrete@ucsd.edu - (858) 822-3389 or Maissa Clarete at mclarete@ucsd.edu - (858) 822-4375 to schedule an appointment for the weekly New-Hire Orientation.

Sample Job Descriptions

 

To Hire a Student
- Must be a registered student
- Student must pay registration fees for each quarter he/she is working (Spring fees if working Summer).
- Students from any UC location are eligible to work as long as registration fees are paid for each quarter.

Benefits

Student employees:
– Are only eligible for student health benefits.
- Earn sick and holiday pay only if working above 50%.
 

 

• Call (858) 534-0233 to discuss the work-study or non-work study position and pay rate for each vacancy listing. Information about pay range and classification for student positions can be found here. Please note that the Assistant IV classification is not used in the Psychiatry Department.
• Complete the Student Vacancy Listing Form.
• Return completed form to Thien-Chi at t6vu@ucsd.edu or fax to (858) 822-0014
• Conduct interviews when referrals are received.
• Choose the top candidates.
• Call (858) 534-0233 for verification of eligibility.
• Make the offer to the student.
• If the offer is accepted, call (858) 534-0233 to notify Psychiatry HR of the candidate selected and have him/her schedule an appointment for the weekly New-Hire Orientation.
• If the supervisor already has a registered student in mind for the position, include the candidate’s full name and social security number in the "Qualifications" section of the Student Vacancy Listing Form.
 
Hiring Student Employees (click "Cancel" if asked for username or password)

 

To Hire a Postdoctoral Scholar • Click here for instructions  
To Hire a Volunteer
A volunteer appointment can be approved for a period of up to twelve months only.

A volunteer appointment can be approved for a period of up to 12 months only.

Per the Staff Volunteer Appointment Policy, staff volunteers are persons who directly volunteer their services for a staff appointment without compensation and who are subject to the control of the University.

University policy and the Fair Labor Standards Act (FLSA) permit individuals to volunteer for a staff appointment without compensation providing that the appointment does not displace a regular staff employee.

Please reference this page.

Benefits

Volunteer employees:
- Are eligible for Worker’s Compensation coverage only.
- May apply for a UCSD I.D. card.

 

• Complete the Staff Volunteer Employment Form, Oath and Patent Agreement, Emergency Contact Form, and Personal Data Form. If the volunteer is under age 18, a work permit or written authorization from the volunteer's parent
• The start date of the appointment can only be on or after the Oath and Patent Agreement is signed by the employee.
• Return the three completed and signed original forms to Thien-Chi at 0737.

For more information about work permits, please reference this page.

 

Forms:

Staff Volunteer Employment Form

Oath and Patent Agreement

Emergency Contact Form

Personal Data Form

 


University of California, San Diego, Department of Psychiatry, 9500 Gilman Drive, Mail Code 0603 La Jolla, CA 92037-0603
Telephone: (858) 534-3684, Fax: (858) 534-7653, Electronic Mail: psychiatry@ucsd.edu