SUBJECT:  Extension of the Time Period to Submit Names for the
                     2002-2003 UCSD Annual Service Awards Program

A Notice was issued in July 2003 to announce this year's Annual Service Awards Program. This follow-up Notice is to advise the campus that the time period to submit names of employees eligible for recognition in this year's Program is being extended through Friday, September 5, 2003. The extension is intended to provide additional time for departments to identify and submit the names of eligible staff employees.

The Annual Service Awards Program is planned for Wednesday, October 29, 2003, at the Price Center Ballroom. Employees eligible for recognition this year are those whose service achievement occurs between September 1, 2002 through August 31, 2003. The Service Credit Calculation Form (Attachment B) has been developed to assist with the eligibility determination process.

Departments should submit the names of their staff employees with their qualifying years of services by Friday, September 5, 2003. The Annual Service Awards Program, Ceremony Procedures and Service Pin Guidelines are accessible on the Human Resources Department website at:
http://www-hr.ucsd.edu/~qwl/2002-2003sac.pdf

Information and forms accessible at this website are as follows:

-- Service Credit Calculation Procedures for Service Pins and Vacation Leave Accrual Adjustments (Attachment A)
-- Service Credit Calculation Form (Attachment B)
-- Direct Mail Addresses for Other University of California Locations (Attachment C)
-- University of California and/or State of California Employment Service Verification Form (Attachment D)
-- UCSD Service Awards Program Questions and Answers (Attachment E)
-- Service Credit Calculations Examples (Attachment F)

To ensure that all eligible employees are recognized at the 2002-2003 Program, departments must submit the following information in Excel or Word "Tables" format to the Human Resources Department, Policy Development and Quality of Work/Life Division, mail code 0922, or electronically to dstubblefield@ucsd.edu by Friday, September 5, 2003:

ELIGIBLE EMPLOYEE'S
A. Name
B. Vice Chancellor Area
C. Department
D. Mail Code

ELIGIBLE EMPLOYEE'S QUALIFYING YEARS OF SERVICE
ELIGIBLE EMPLOYEE'S SUPERVISOR'S
A. Name
B. Mail Code

ELIGIBLE EMPLOYEE'S DEPARTMENT HEAD'S
A. Name
B. Mail Code

ELIGIBLE EMPLOYEE'S VICE CHANCELLOR'S
A. Name
B. Mail Code

If it is necessary to contact the Campus Payroll Office for an employee's pay record for service credit verification and computation purposes, please allow at least thirty (30) days for the Payroll Office to provide the requested information.

Invitations to the Program will be mailed to all eligible employees in late September 2003.

The presentation of service pins is not included in the Annual Service Awards Program. However, to request service pins for eligible employees, please review the Service Credit Calculation Procedures for Service Pins and Vacation Leave Accrual Adjustments (Attachment A), and complete and submit the Service Credit Calculation Form (Attachment B) to the Human Resources Department Records Units at mail code 0922. Although it is not a requirement for the Service Awards Program, departments are encouraged to request service pins prior to submitting employees' names for the Annual Service Awards Program.

Inquiries regarding Service Pins should be directed to the Human Resources Department Records Unit at (858) 534-3847.

Inquiries regarding the Annual Service Awards Program should be directed to Human Resources Department, at (858) 534-9659 or dstubblefield@ucsd.edu.

                                                Rogers Davis
                                                Assistant Vice Chancellor -
                                                Human Resources