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FAQ: Staffing
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If you've submitted a question and do not see it answered here, it may be that information to adequately answer your question is not available at this time. Please check back frequently as new FAQ are added as answers become available.

Will 60-day notice for layoffs be honored?

Yes. Employees who receive layoff notices will have a few days to transition their work and the balance of the 60-day period may be used for searching for a new job. More news will be forthcoming on outplacement services. Employees will continue to receive pay and benefits for the 60-day period. (11/08)

I can imagine there will be an awkward time after the new organization is staffed and some people do not have jobs in the new organization but layoffs notices have not yet been delivered. What will happen then?

You are correct that this will be an awkward time, but we continue to admire our staff's resilience. Because we need to continue the retirement plan administration and retiree health administration, there may be some open positions in those areas. We hope to work with people who were not successful in getting a position in the new organization to see if there is a fit for them in the "dotted box" areas that need to continue their work in lieu of layoff. After all these alternatives are pursued however, there still could be layoffs. (11/08)

I'm an employee in the MSP program. I am considering applying for open PSS positions. What should I be considering regarding the terms and conditions of employment?

Generally, when a MSP-classified employee voluntarily applies for and accepts a PSS-level job, no salary increase will be authorized; however, if the current salary is within the range of the new PSS position, the salary may be retained at the original level. If the current salary is above the maximum of the new salary range, the hiring manager and unit director will determine the appropriate salary considering operational needs and equity; OP-HR will be consulted for guidance as appropriate.

The employee's vacation accrual rate may also be affected. The MSP-classified employee who takes a PSS-level job would accrue vacation at the PSS rate based on years of UC service. In addition, PSS seniority rights apply. The former MSP service will apply toward the seniority in the new position. In the event of termination, the policy provisions of the current position, in this case PSS, apply. These actions would be effective with the transfer of duties and responsibilities in the new PSS position. (11/08)

Are the PSS job descriptions available for an employee to view?

Yes. Those PSS jobs that are posted or that have been reassigned are available for viewing from the HR organization chart. Simply click on the box in the chart to view the job description. (10/08)

Are all of the Senior Administrative Analysts given an equal chance for consideration for reassignment?

Within the job classification Senior Administrative Analysts, employees are eligible for reassignment based on their qualifications in relation to the job duties of the new position, the business needs of the organization, and seniority. (10/08)

What happens if I get offered a job in the new organization, but later see another job posted for which I would like to apply? Can I still be considered for new jobs that become listed once I have been hired?

Yes, you may apply for any open positions at any time. (10/08)

What is the process for deciding if a job is substantially similar and therefore reassigned?

For MSP reassignments, UCOP HR compared the new job descriptions with the current job descriptions to determine whether any positions are substantially similar, which simply means that the new job very closely mirrors the functions of the old job. UCOP HR also consulted with the unit designers to be sure that they clearly understood the intent of each job. The recommended reassignments were then presented to Judy Boyette for final approval, and her office distributed letters to those MSP employees who were reassigned. For PSS and bargaining unit positions, seniority as well as skills must be considered. Reassignments are made within the same classification (Payroll Title)/title code/salary grade provided employees are equally qualified to perform the duties and responsibilities of the position. (9/08)

Will the new job descriptions include knowledge of both health and welfare and retirement? And will that mean lots of jobs will not be substantially similar?

The new job descriptions for the consultant and analyst positions in Employee Relations Programs, Policies and Services require expertise in one or more of the areas of HR policy, retirement, and health and welfare. As a result, the MSP jobs in these areas are not substantially similar to current positions. It will be important for all employees to be open to taking on new tasks and gaining expertise in areas outside their current knowledge base as needed. (9/08)

When in the process will people get layoff notices?

As you know from Executive VP Katie Lapp's recent message, all departments have submitted layoff plans. As of this writing the HRB layoff plan has not yet been approved. However, given where we are with our department restructuring, we anticipate filling all the positions in the new organization, then making sure the Retirement Administration area is adequately staffed to continue our current work before any layoff notices are distributed. (9/08)

Will you allow an employee to voluntarily downgrade their position through reclassification to a lower level or be reassigned to that level?

If you are asking whether employees may let it be known that they are willing to take a lower grade position as a way to be reassigned, the answer is no. Remember, duties, not titles, are being compared in making this determination. If the position is found not to be substantially the same, the position will be an open posting and all qualified individuals can apply. We are not planning a voluntary downward reclassification process to fill openings. However, you are able to apply for open positions at a lower grade than your current job. (9/08)

Four MSP VIII positions just within HR? What is the thought process behind creating so many high-level MSP positions within HR?

We did not intentionally create any particular level of MSP positions, but developed job descriptions for the types of positions we felt were necessary in order to lead the work of the reorganized HR functions. Later the jobs were classified and levels assigned, with review by an outside independent third party. The new organization has fewer direct reports to the AVP. (9/08)

Are all the jobs being tweaked so that will all have to be applied for?

No. The job descriptions are being written to describe the functions of the position and we expect some jobs to be substantially similar. (8/08)

How does CATS work?

CATS is the electronic application for posting and applying for jobs at Office of the President. There are two ways to use CATS:

  1. You can search the posted jobs and apply for any that interest you by completing a series of screens. Once you have completed the application, the information is saved for use when applying for additional jobs. Select the "Search Positions" link in the left column of the home page to begin. One tip for finding all available positions is to navigate to the "Search Positions" form, then click on "Search" without entering any criteria into the fields. This technique will ensure that you find all open positions, even if you don't know the exact title. When the search function returns the list of open positions, you can sort by location by clicking on the arrow next to "Location".
  2. You can create an application prior to applying for a specific job. On the CATS home page, select "Create Application" from the links on the left and follow the directions on the screen.

It's a good idea to have your updated resume prepared before you apply for a position. You will be instructed, when applying for a position, whether you are able to submit a resume.

A document with tips for searching and applying for jobs on CATS is available on the website. An in-depth tutorial is also available. (8/08)

I have heard there are plans for layoffs. Is this true?

As we have discussed in the past and as Rory and Katie have previously announced, it is likely that UCOP will face layoffs as a result of the restructuring effort. That is why it is so important that, as departments at UCOP undergo consolidation, existing staff should apply for new positions if their work is moved to new units. However, at this point, no new layoff plans have been put in place for HR&B. We have a number of other important steps to complete before we can address the prospect of staff reductions. We appreciate there is a lot of anxiety about layoffs, and we will continue to keep you informed as we proceed with the restructuring process and as new information becomes available.(8/08)

Will HRB staff be permitted to participate in the START program?

Members of Judy Boyette's leadership team will have the opportunity to decide if members of their unit will participate in START. If they decide to do so, any HRB staff wishing to participate will need the approval of his/her supervisor. Decisions will be based on the need and ability to complete department business, which means it is possible that some staff in HRB will not be permitted to enroll in the START program. (7/08)

Will an additional VSP be offered?

While any decision on an additional Voluntary Separation Program will have to be made by senior management at OP, it is unlikely that the program will be proposed again in the near future. (7/08)

You mentioned that the new unit leaders will be conducting brown bag sessions to explain the design and functions for their units. Can we attend any of the unit leader brown bags, even if we are not currently doing work similar to the work that will be done in the new unit?

Absolutely. HRB staff are welcome to attend any or all of the unit leader brown bags as they are scheduled. (7/08)

Is UCOP HR prepared for this flood of job applications?

OP HR and UCSF HR are currently working hard to address the demands of OP restructuring. An assessment of the need for additional resources is also being made to have external assistance if and when required due to the increase in volume. (7/08)

If we are laid off by UCOP, would the Right to Recall or Preference for Reemployment apply only to jobs we might want to apply for at UCOP (and not at other campuses)?

Consistent with Collective Bargaining Agreements and Personnel Policies for Staff Members (PPSM), when a UCOP employee elects the option of preference for reemployment and the right to recall in lieu of severance pay, the employee on layoff status has preference for vacant career positions at both UCOP and UC Berkeley. (7/08)

HRB recently announced a series of staffing changes in the Client Relations and Diversity area. Why weren't recruitments conducted before people were promoted into leadership positions without open recruitments?

The staffing changes recently announced in the Client Relations and Diversity area are interim replacements, required in order to maintain current levels of service. These positions will be evaluated after a decision is made on the request for proposals for benefits administration, at which point the effect on our operations, and on any positions, can be assessed. (7/08)

When will HRB be able to post necessary positions (like those of people electing to take the VSP)?

Currently all replacement positions must be approved by Executive Vice President Katie Lapp. Because positions may change with our new structure, we will be looking carefully at each request for replacement positions. Positions determined to be critical to the department will have to undergo a review process and approval before they can be posted. We're currently working on a process for notifying staff when positions are posted. (6/08)

During the restructuring, will bumping rules apply?

If layoffs are necessary, we will follow current policies and terms of collective bargaining agreements. You should contact OP HR to find out specifics regarding your position. (5/08)

Will HRB employees have to reapply for their own job?

In some cases, units may be redefined or consolidated, and job duties in those units may change. In those situations, employees may have to apply for the new positions so that we may ensure a fair and equitable process. (5/08)

Are the 22 vacant FTE from the HRB the "less than 2 dozen laid off employees" referenced by Vice President Lapp and Provost Hume in the town hall meetings?

No. HRB has had no lay-offs. The "less than 2 dozen" mentioned in the town hall meetings refer to employees in other UCOP departments. (5/08)

When will we communicate our new role to the campuses?

We will not have an answer to this question until we have made further progress in our implementation plan. Communicating to the campuses will be an integral part of our communications and rollout plan, but campuses will not be informed before HR/B staff. (5/08)

Are you considering offering a voluntary reduction in time program?

We are considering the possibility of offering a voluntary reduction in time program. Any such program would require the approval of the Board of Regents. Should such a program be approved, more information will be provided to staff when it is available. (4/08)

The HRB budget report shows a reduction in unfilled/vacant and contract positions from 24 to 2 FTE. Of the 24 FTE cited in the proposal, how many of them are currently unfilled or vacant? Does this mean that staff currently under contract have little chance of having their contracts renewed?

The 22 positions HRB eliminated in the 10% budget cut were vacant FTE's. The additional 2 FTE's shown are also vacant at this time. These positions are vacant due to several factors. In anticipation of the restructuring of HRB, we have consolidated some work units and have not filled existing vacancies on a permanent basis. In this budget proposal we did not eliminate any contract positions; however, no decisions about continuing contract positions will be made until The Regents act on the budget proposal which we expect at the May Regents meeting. The final budget will determine if further cuts will be necessary. (4/08)

Will there be a hiring freeze?

At this time, there is not a formal hiring freeze; however, there is a rigorous vacancy replacement review process in place when departments have a job opening. This means that all replacements for vacancies submitted by departments must be reviewed and approved by Provost and Executive Vice President Hume and Executive Vice President Lapp. (2/08)

Do we expect layoffs associated with any of these initiatives, and if so, how will represented employees be handled?

It is likely that some of these initiatives will result in a staffing reduction in some areas of HR&B, but it is too early to know where or how many positions may be affected. As Rory and Katie have previously announced, layoffs are possible with a restructuring effort of this magnitude, but they are not the first option UCOP is pursuing. Our first option for areas undergoing consolidation or change is to redeploy existing staff where it is feasible. Other reductions will be made through attrition. If layoffs do occur, those who are affected will know in advance of any action so they can plan and we can provide supportive services through their transition.

As for represented employees, we will follow the terms of the collective bargaining agreements. We have talked to the unions and want to work productively with them on this. Some of the contracts have differing provisions regarding work that is sent outside UC. We will provide you with more information on that process as necessary. (1/08)

Is there a target number of employees that need to/will be cut?

There is no specific targeted number, but Provost Hume has made it clear that OP needs to be smaller and more focused in its mission. (1/08)

When/how will decisions be made, and when will I/staff know how/if we're affected?

Each initiative will have its own timeline, and so decision points are going to vary. Our intent, and promise to everyone in the department (as well as to customers), is to keep people informed throughout the process and give people as much advance notice as possible about changes, especially where individual jobs may be affected. (1/08)


Will both voluntary and involuntary separations happen by June 30, 2008?

We don't know if there will be involuntary separations by June 30, 2008. It depends on a number of factors:

  1. The number of people who voluntarily separate;
  2. The Systemwide and OP budgets for 2008-09
  3. Any other restructuring efforts at OP.

Again, we will let you know as soon as we have information to share that will be helpful. (1/08)



Will the process for deploying staff that was used for the Master-Recordkeeper project be used for this and does that mean no one will be laid off?

This question is difficult to answer because we do not know at this time what the outcome of the RFP or the other initiatives will be. We don't know at this point if there will be layoffs and if there are, how many individuals will be affected. It is likely that some of these initiatives will result in a staffing reduction in some areas of HR&B, but again, employee layoffs are always a last resort. As Rory and Katie have previously announced, layoffs are possible with a restructuring effort of this magnitude, but they are not the first option UCOP is pursuing. Our first option for areas undergoing consolidation or change is to redeploy existing staff where it is feasible. Other reductions will be made through attrition. If we do get to the point of layoffs, those who are affected will know in advance of any action so they can plan and we can provide supportive services through their transition. We cannot assume that no one will be laid off as was the case in the Master-Recordkeeper project. Since HR/B was continuing to do the majority of benefits administration, we had many similar jobs that we could re-deploy people into. Depending on the outcome of the initiative, we may have fewer similar positions, but we don't know that yet. (1/08)

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