OFFICE OF THE ASSISTANT VICE CHANCELLOR -
HUMAN RESOURCES
May 21, 1996
ALL AT UCSD
SUBJECT: Final Employee Advisory Notice for the Proposed Personnel
Policies for Staff Members
During the Winter of 1995, the UCSD Human Resources Department conducted a formal review process for the proposed Staff Personnel Policies for Staff Members. Numerous open forum and focus group sessions were convened to share and discuss the policies, and to receive feedback from the campus community. More than 700 employees participated in the formal review process. A substantial number of those employees reviewed the October 1995 draft of the proposed Staff Personnel Policies and provided comments and reactions to the policies. The comments received during the formal review process were summarized and forwarded to the Office of the President in December 1995.
The comments submitted to the Office of the President during the 1995 formal review process for the proposed Personnel Policies for Staff Members, including comments from employees and employee organizations, various improvements, clarifications, and other changes have been evaluated and, as appropriate, incorporated into the October 1995 proposal. As a result of those modifications and to ensure that employees have an opportunity to evaluate and provide comments on the proposed revisions, an abbreviated review period is being offered to the UCSD community. The comments received during this review will assist the Office of the President in shaping the final version of the policies, as well as the campus in its implementation of the personnel policies.
The revised Personnel Policies for Staff Members dated May 1996 are available on the Web at: http://www.ucop.edu/humres/policies. Hard copies of the May 1996 proposed Personnel Policies are also available at the libraries and the Human Resources Office of Policy Development and Quality of Work/Life.
As noted above, the revisions to the proposed Personnel Policies for Staff Members are primarily improvements and clarifications. For example, the changes in Section D.1 of Policy 42/Sick Leave would clarify the
exceptions to the 30 day limit on the use of sick leave for family illness.
The revisions to the Proposed Personnel Policies for Staff Members are:
Policy 12 - NONDISCRIMINATION
The Presidential Policy on Sexual Harassment would be moved from "Selected 
     Presidential Policies" appended to the policies and included as Section B in Policy 12, Nondiscrimination.
Policy 14 - AFFIRMATIVE ACTION
The Presidential Policy on Affirmative Action would be moved from "Selected Presidential Policies" to the Employment Section and Designated as Policy 14, Affirmative Action.
Policy 22 - PROBATIONARY PERIOD
Section A/General of Policy 22, Probationary Period, would be revised to provide that evaluation during the probationary period shall be in writing.
Policy 23 - PERFORMANCE APPRAISAL
Section A/General of Policy 23, would be revised to provide that the annual performance appraisal shall be in writing.
Policy 31 - HOURS OF WORK
Section B.5/Call Back of Policy 31, would be revised to provide that only call back time actually worked would be included for purposes of regular rate calculations.
Policy 32 - OVERTIME
Section B/Definition of Policy 32, would be revised to include among the employees considered exempt from FLSA premium overtime provision computer professionals who are paid on an hourly basis and who are paid more than 6-1/2 times the minimum wage.
Policy 41 - VACATION
Section B.2/under Subsection Earning and Accrual of Vacation Leave, would be revised to provide that the break in service referred to would be a "break in service of four or more months." (That is, a break in service of less than four months would not result in a lessening of the vacation accrual rate for staff members in the Administrative and Professional Staff Program as of June 30, 1996.)
Section B.6/under Subsection Maximum Accrual, would be revised to provide that an employee who cannot schedule vacation within sixty (60) days of accruing the maximum due to operational considerations shall have an additional four months within which to take vacation to bring the accruals below the maximum.
Policy 42 - SICK LEAVE
Section D.1/under Subsection Family Illness and Bereavement, would be revised to clarify that exceptions to the thirty (30) day limit on the use of sick leave for family leaves which the Chancellor may authorize pertain to catastrophic illness "in the employee's family or household."
Policy 43 - LEAVE OF ABSENCE
Section C.1/under Subsection Family and Medical Leave, would clarify, consistent with Federal and State regulations, that family and medical leave granted for bonding purposes shall be concluded within twelve (12) months following the child's birth or placement for adoption or foster care.
Section C.3/under Subsection Use of Paid Leave, would be revised to provide that while accrued vacation may be used for the employee's own serious health condition or for pregnancy disability, accrued vacation shall be used for any other covered reason.
Policy 60 - LAYOFF AND REDUCTION IN TIME FROM PROFESSIONAL AND SUPPORT
STAFF CAREER POSITIONS
Section C/Responsibility of Policy 60, would be clarified to provide that an "active career position" is one which the University in its sole discretion wishes to fill.
Section F/Reemployment From Indefinite Layoff, Subsection 2/Preference for Reemployment, would be revised to provide that when written notice of indefinite layoff or reduction in time is given more than two months prior to the layoff date, the Chancellor may authorize that preference for reemployment begins with the date of the layoff notice.
Section F/Reemployment From Indefinite Layoff, Subsection 3/Trial Employment, would be moved from Policy 22/Probationary Period to Policy 60/Layoff and Reduction in Time From Professional and Support Staff Career Positions.
Policy 62 - CORRECTIVE ACTION
Section D/Written Notice, would be revised to make it consistent with current Staff Personnel Policy (SPP) 250-270.11 as to all covered employees. This is, Section D would provide that written notice of intent to impose corrective action other than and more serious than a written warning shall state the employee's right to respond orally or in writing before the effective date of the action and that, after consideration of the employee's response, if any, the employee shall be notified in writing of the action to be taken, the effective date of the action, and the employee's right to review under Policy 70, Complaint Resolution.
Policy 64 - TERMINATION OF CAREER EMPLOYEES--PROFESSIONAL AND SUPPORT
STAFF
Section C/Notice and Decision, would be revised to extend the number of days in which the employee may respond to notice of intent to terminate from five (5) days to eight (8) days. In the absence of an employee response, the number of days which would need to pass before management may inform the employee of the action to be taken would be increased from five (5) to eight (8).
Section D/Pay In Lieu of Notice, would clarify that there shall be 15 calendar days notice of termination or pay in lieu of notice and would add that, if termination is for misconduct, the employee may be suspended without pay as of the date of the notice of intent to terminate and the employee may be terminated immediately on the eighth (8) day following the date of the notice of the intent to terminate or after consideration of the employee's timely response to the notice of intent to terminate, whichever is earlier.
Policy 65 - TERMINATION OF CAREER EMPLOYEES--MANAGERS AND SENIOR
PROFESSIONAL
Section B/Notice and Decision, would increase notice and response times from five (5) to eight (8) days.
Section C/Pay In Lieu of Notice, would clarify that sixty (60) calendar days notice of termination is intended and would add a provision similar to that described for Policy 64, Section D above.
Section D.4/under Subsection Termination Assistance, would be revised to clarify that the Chancellor has the discretion to grant less than one month's pay per completed year of continuous University service.
Policy 66 - MEDICAL SEPARATION
Section C/Notices, would be revised to extend notice and response times from five (5) to eight (8) calendar days. The effective date of the separation would be at least ten (10) calendar days from issuance of notice of separation or eighteen (18), increased from fifteen (15) calendar days from the date of notice of intent to separate, whichever is later.
Section D/Special Reappointment Procedures, would be revised to move the second and third sentences of Section D to Section E, Disability Retirement of Policy 81, Reasonable Accommodation.
Policy 70 - COMPLAINT RESOLUTION
Section A/General, would clarify that mediation is one of the authorized complaint resolution techniques.
Section E, Appeals, would be revised to extend the time within which an appeal must be received from fifteen (15) to twenty (20) days of the date of the campus decision.
Section G/Hearing and Factfinding Processes, would clarify, consistent with current policy, that the employee may be required to pay a fee for a non-University hearing officer and that employees may select a committee instead of a hearing officer if local procedures permit.
Section H/Reprisal, would be added to provide that no employee shall be subject to reprisal for using or participating in the complaint resolution process.
Policy 81 - REASONABLE ACCOMMODATION
Section B/Medical Documentation, would change "physician" to "licensed 
     healthcare provider."
Section C/Trial Employment, would be revised to include a sentence to clarify that the purpose of trial employment is to see if the employee is capable of performing the essential duties of the position, with or without
accommodation and to clarify that it is "regular status" employees who have been medically separated who may be offered casual, trial employment under this policy.
The abbreviated review period will end on Friday, May 31, 1996. Please send your comments by Monday, June 3, 1996, to Jonnie Craig via electronic mail at jcraig@ucsd.edu or extension 49659.
Rogers Davis
Assistant Vice Chancellor -
Human Resources
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>From: Barbara_Ellis@Human-Resources.ucsd.edu (by way of "Steven W. Relyea" Subject: Final Advisory Notice--Proposed Personnel Policies for Staff