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COVID-19 Guidance

Due to the current pandemic of COVID-19 and the implications it has on the University, faculty, staff and students and our resources, we have outlined temporary changes for certain Academic Affairs personnel processes until we receive further guidance.

Hiring Pause

Effective March 30, 2020, all staff hiring is paused. This includes:

  • New and extension of all types of staff positions including career, limited appointment/short term exception, temporary services, contract appointments and dual appointments.
  • Requests to defer equity increases, reclassifications and stipends.

In addition to hiring actions, all equity increases, reclassifications and stipend requests will need to be approved at the EVC office during this pause period. 

There are blanket exceptions during the hiring pause for appointments that are short-term, temporary, directly supportive of education/research for the following types of positions: 

    • Undergraduate Student Positions
    • Teaching Assistants, Tutors, Readers
    • Graduate Student Researchers
    • Unit 18 Lecturers
    • Non-Student Tutors
    • Summer Session Teaching Appointments

Exception Requests

There has been a systemwide freeze on all staff salary actions. For the following items, they will require EVC endorsement, but EVC does not have approval authority for the 2020-2021 fiscal year.

Guidelines for requesting exceptions:

  • Stipends
    • Complete the stipend DocuSign form found on the Hiring Pause page.
    • Add Cyndi Muylle as the EVC/VC Endorsement contact.
    • Add Melody Chiles as the Compensation Analyst.
    • For appropriate departments, add Lynn Bui
  • Equity Increases
    • VC Approval + HR/Compensation Review + CHRO/CFO Endorsement
    • If in the VC-CFO portfolio: VC Approval + HR/Compensation Review + CHRO/EVC Endorsement
    • System to use: Equity Module
  • Reclassifications
    • Increases up to 10% → VC approval + HR/Compensation Review and Endorsement
    • Increases greater than 10% → VC Approval + HR/Compensation Review + CHRO/CFO Endorsement
    • If in the VC-CFO portfolio: VC Approval + HR/Compensation Review + CHRO/EVC Endorsement
    • System to use: JDOnline

STAR Awards Program has been suspended for the 2020-2021 fiscal year.

Any department who wishes to request an exception for hiring staff can submit a request by doing the following:

  • Have the home department send the request to the Dean’s Office
  • The Dean’s Office will forward requests to the EVC Office
    • For Career, TES, STE, Contract recruitment requests send via email to Steve Ross, sross@ucsd.edu and Cyndi Muylle, cmuylle@ucsd.edu 
    • For Stipend requests, route to Cyndi Muylle, cmuylle@ucsd.edu 
    • For Equity requests, route through the Equity Module
    • For Reclassifications, route through JDOnline
  • Requests need to include answers to four questions:
    • Is the position mission critical? i.e. Will not filling the position directly undermine our ability to carry the university mission? Can we manage without the position for some time?
    • Is the position funded by a restricted fund source (a contract or grant or restricted gift) that requires the position to fulfill the obligations related to the project?
    • What options have been explored regarding ways to reallocate the work through an internal restructuring (temporary or permanent)?
    • If we must fill the position now, are there opportunities to temporarily or permanently find available talent in another area where the workload is down?
  • All exception requests require VC approval.
  • Career, core funded hiring requests require both VC and CFO approval.

Vacation Overmax

Temporary Change to Vacation Leave Accruals
Effective June 1, 2020 through December 31, 2020, all policy-covered staff will continue to accrue vacation leave which can exceed their maximum and do not need to request an exception to the policy.

On January 1, 2021, policy-covered staff who are over maximum accrual will no longer accrue vacation leave until they bring their vacation balance below maximum.The extension will be applied automatically through UCPath.

For represented employees, please continue to follow the applicable collective bargaining agreement.

For more information regarding this temporary change, please reference the article on UCnet.