ASE/GSR Hiring AY25-26

ASE/GSR Hiring AY25-26

New ASE/GSR Title Codes (Smartsheet Changes)

Effective 10/1/2023 GSI and AIGS title codes will be transitioning to TA titles. TA title codes are available to select on the Smartsheet but will turn red if the begin date is prior to 10/1/2023. Please use the GSI/AIGS title codes until 9/30/2023.

Appointment Letter process for GSRs

In accordance with the union contract, the appointment letter should be sent at least 30 days in advance. The appointment letter will be sent to the GSR after the department approval and funding approval are entered into the row. The letter will attach to the row after the GSR has signed it via DocuSign.

ASE Late Hires

Late GSI hires that require full semester equivalency and are onboarded within the grace period (the last Friday of August or January) do not require additional action to be paid fully

Late GSI hires that require full semester equivalency and are onboarded after the grace period (the last Friday of August or January) require calculation of the one-time payment. Please provide this calculation to the HR Generalist.

Late GSI hires that will be paid for partial semester require calculation for the additional pay to be issued. UCPATH will short pay partial semester hires (i.e. hired effective 9/18 - 12/31). Please provide this calculation to the HR Generalist

Above scale/off scale column

This should be used to the enter the amount of "top-up" money that needs to be added to the salary increment of the selected step. The step should reflect the salary increment based on experience for the ASE/GSR.

For GSRs, the monthly rate entered should be based on the full time annual rate equivalent divided by 12 (fiscal year appointments). UCPATH will taken into account in their calculation the FTE of the appointment. Use the top up calculator to determine what to input on this column.

For GSis/TAs, the monthly rate entered should be based on the full time annual rate equivalent divided by 10 (academic year appointments). UCPATH will taken into account in their calculation the FTE of the appointment. Use the top up calculator to determine what to input on this column.

Additional information, including amount adjustments to this column during the appointment period should be noted in the Comment column.

NOTE: Please right-click all links to open in a new tab to prevent your form from losing progress.

Employee Last Name*

Provide Lived Last Name of hire. The Lived Name is an individual's self-chosen or personal and/or preferred professional name. More info here: https://bit.ly/3Xpm1sJ

Employee First Name*

Provide Lived First Name of hire. The Lived Name is an individual's self-chosen or personal and/or preferred professional name. More info here: https://bit.ly/3Xpm1sJ

Position #*

Position # is required to hire an ASE/GSR. Contact your HR representative for more information or if you need help.

Hire Email*

Student ID*

UCPath ID (if known)

Concurrent Job?

Select or enter value

Multi Location Agreement (MLA) Processing Needed?

Attach the following MLA Form so that BRS can begin processing the request: https://apo.berkeley.edu/sites/default/files/u560_640-multi-location-appointmentinterlocation-one-time-payment-form.pdf?&target=_blank

Graduate Program

ORU Name, if applicable

Supervisor Last Name, First Name*

Supervisor Email*

Reports To (Supervisor's Position #)

Job Title*

Job Titles and Rates:

BX: https://hr.berkeley.edu/labor/contracts/BX/current-rates

GSR: https://www.ucop.edu/academic-personnel-programs/compensation/index.html

Fee Remission Eligibility Policy: https://grad.berkeley.edu/financial/academic-employment/fee-remissions/

Select

Requested Begin Date*

The date the department initially submits for the employee to start.

End Date*

Regular Flat Amount (RFA) needed?

Late GSI hires who require full semester equivalency and are onboarded after the grace period (the last Friday of August or January) require calculation of the one-time payment.
Late GSI hires will be paid for partial semester require calculation for the additional pay to be issued. UCPATH will short pay partial semester hires (i.e. hired effective 9/18 - 12/31).

RFA Amount

Please provide this calculation to the HR Generalist

Course Name/Number

This field should be left blank if the role is not associated with a course.

Work Study

Indicate if the individual has Work Study or not. If an individual has Work Study, their position will need to have a Position Pool ID added.

Select or enter value

Step*

BX: https://hr.berkeley.edu/labor/contracts/BX/current-rates

GSR: https://www.ucop.edu/academic-personnel-programs/compensation/salary-scale-revisions.html

Select or enter value

Settlement: GSIs with UCB teach exp pre-Fall 2023

Awareness: UAW/University settlement agreement: https://drive.google.com/file/d/1XaLh2G-PvRuS5D97TbiMhUDj3V9AyeyH/view?usp=sharing

UCOFF1 Monthly Rate

Select

UCOFF3 Annual Rate

Please review the "Above scale/off scale column" guidance listed on the left.

Appointment %*

Please enter whole numbers.

Background Check Needed?

https://regionalservices.berkeley.edu/central-services/onboarding-newly-hired-berkeley-employees/work-authorizations-requirements-1

Select

MD/CBC Chartstring

CANRA Required (select any that apply)

https://hr.berkeley.edu/employees/health-safety/reporting-abuse

Select

Friendly Name

Position Location*

Select the position location and code from the drop-down list. You can search in this drop-down list or in the link https://bit.ly/3gFjKXo by position code or by address. The format for this field is address and position location code (e.g., 1608 4th St-F01 - 11598).

Select or enter value

Cubicle/Room Number*

Cubicle/Room number is required for every employee per policy: https://ucpath.berkeley.edu/transactional-users/work-location-reporting-requirement-represented-employees 15 characters max. Put "N/A" if employee works entirely remotely.

Anticipated Arrival Date

NRST Department/Unit Practice

Use this column to explain your departmental practice for NRST that should be included in the GSR appointment letter. This field is optional if your departmental practice follows regular UC Policy.

GSR - Tuition, Fee & Health Remissions eligibility*

25% FTE Appts are eligible for tuition, fee, and health benefit remissions. This includes: Student Services Fee, premium for SHIP, and 100% fee remission toward campus fees https://ucnet.universityofcalifornia.edu/labor/bargaining-units/br/index.html

Select

GSAO or Dept. Contact Email

GSAO or Dept. Contact Verification Date

Submitter Name*

Submitter Email*

Department*

Select

Chartstring Distr%

The sum total of all the chartstrings needs to be 100 percentage.

Fund

Dept ID

Program

Chartfield 1

Chartfield 2

Chartstring 2 Distr%

Complete this section if there is second chartstring for this appointment. The sum total of all the chartstrings needs to be 100 percentage.

CS 2 Fund

CS 2 Dept ID

CS 2 Program

CS 2 Chartfield 1

CS 2 Chartfield 2

Additional Chartstring(s)

Use this field if there is more than two chartstrings for this appointment. Please include the chartstring and the percentage for each chartstring. The sum total of all the chartstrings needs to match the appointment percentage.

Funding Approver's Email Address

A notification will be sent to the Funding Approver at the email listed below stating a request is pending funding approval. If/when a date is entered, it means you are approving the request and no email notification requesting an approval will be sent.