University of California, San Diego




October 12, 2000


SUBJECT:  Formal Review of the Proposed UC Staff Personnel Policy Changes for [non-represented] Casual Employees

The University of California has developed a set of proposals to expand benefits eligibility and employment privileges for some employees currently holding casual positions. Implementation of the UC Proposal will require revisions to a number of Personnel Policies for Staff Members that would redefine casual and career appointment criteria for non-represented staff employees, effective January 1, 2001.

This Notice is provided to announce the formal review period for the proposed revisions of the following UC Staff Personnel Policies for Staff Members:

Policy 2/Definition of Terms has been revised to indicate that, "A break occurs, effective the last day on pay status, when an employee is off pay status for four complete, consecutive calendar months without an approved leave without pay, furlough, or temporary layoff." {It will be critical that separation dates are recorded in the Payroll/Personnel System so that the 120-day breaks in service can be accurately counted.}

Revisions to Policy 3/Types of Appointments would incorporate the following changes:
*A limited appointment (previously referred to as a "casual" appointment) is an appointment established at any percentage of time, fixed or variable, which is expected to continue for less than 1,000 hours in a 12-month period.

*A limited appointment shall be designated as a career appointment when the incumbent has attained 1,000 hours of qualifying service in any 12 consecutive months without a break in service of at least 120 consecutive calendar days. Qualifying service includes all time on pay status in one or more limited appointments at the University. Such career designation shall be effective the first of the month following attainment of 1,000 hours of qualifying service.

*A floater appointment is an appointment reserved for use in temporary employment pools [at UCSD this is the Human Resources Department's Temporary Employment Services/TES] and may be established at any percent of full time up to two years duration. Employees holding floater appointments may be scheduled or not scheduled as determined by the University. A floater appointment would convert to a limited appointment unless there has been a break in service of at least 120 consecutive day. If such a break occurs, a new floater appointment may be established for an additional two-year period. [Note: The TES Financial Temporary Floaters are career employees in the Human Resources Department and are not covered by the floater appointment definition.]

The definitions for Casual Restricted, Per Diem, Contract and Partial Year appointments, which are included in Policy 3/Types of Appointments, have not significantly changed.

Section B of Policy 22 B/Probationary Period would include the following:
*"An employee who is required to serve a probationary period and who has worked in a limited appointment immediately preceding the career appointment, shall have up to 1,000 hours on pay status, exclusive of on-call and over-time hours, credited toward completion of the probationary period, provided that the credited time was served in the same position and with the same supervisor that the employee had immediately prior to the career appointment."

IV. CHANGES TO OTHER UC PERSONNEL POLICIES FOR STAFF MEMBERS (UCPPSM) In addition to the three Personnel Policies noted above, the following Policies will require some changes in terminology in order to implement the UC Casual Employees Proposal:

22/Probationary Period;
43/Leave of Absence;
60/Layoff and Reduction in Time;
61/Release of Casual and Probationary Employees;
64/Termination of Career Employees-Professional and Support Staff;
65/Termination of Career Employees-Managers and Senior Professionals, Salary Grades I Through VII; and,
67/Termination of Career Employees-Managers and Senior Professionals, Salary Grades VIII Through IX.

Each of these Personnel Policies may be reviewed on the UC Office of the President website at: http://exchange.ucop.edu:8080/hrpolicy/index.html

V. QUALIFYING SERVICE FOR CONVERSION FROM LIMITED (formerly "casual") TO CAREER STATUS [This section does not apply to current Temporary Employment Services employees or positions or to future "floater appointments" referenced above]:

*An employee actively employed as of January 1, 2001 who has served in a "casual" appointment during the period of December 1, 1999 through December 31, 2000, and (1) who accrued 1,000 hours on pay status without a break of 120 consecutive calendar days or more, and (2) who has been on pay status for 50 percent or more for five consecutive months or more during the same period will be converted to career status as of January 1, 2001.

*An employee actively employed as of January 1, 2001 and who files a claim that he/she has accrued 1,000 hours or more on pay status in a "casual" appointment during the period of January 1, 1998 through December 31, 2000 in any rolling twelve-month period without a break in services of 120 consecutive calendar days or more will be reviewed for conversion from "casual" to career status on a case-by-case basis. Employees will be appropriately notified of the procedures for filing such a claim.

On-call and over-time hours will not be counted as hours on pay status when determining qualifying service for the purpose of computing the 1,000 hour threshold.

The UC Office of the President is evaluating the applicability of the UC Casual Employees on retirees and annuitants. As related decisions are made, they will be communicated appropriately.

The changes referenced in this notice are intended for non-represented positions and employees. Any changes to conditions of employment affecting represented positions and employees are subject to collective bargaining requirements.

Comments regarding the proposed Personnel Policy changes may be submitted through Friday, October 27, 2000 to Jonnie Craig-Winston, Director of Policy Development and Quality of Work/Life, at jcraig@ucsd.edu or (858) 534-9659.

                                                Rogers Davis
                                                Assistant Vice Chancellor -
                                                Human Resources