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UCSD Staff Skill Bank Guidelines
I. References and Related Policies
A. UC SPP 2-Definition of Terms
B. UC SPP 3-Types of Appointments
C. UC SPP 20-Recruitment
D. UC SPP 21-Appointment
E. UC SPP 22-Probationary Period
F. UC SPP 23-Performance Appraisal
G. UC SPP 32-Overtime
The purpose of the UCSD Staff Skill Bank is to provide a web-based platform
for:
A. Supervisors who have an immediate and temporary need to:
1. Meet campus system needs for core financial, payroll/personnel
and other financial online systems requirements only; and
2. Identify skilled and experienced staff within the UCSD career
workforce who can perform financial and online system functions for a temporary
period of six-months or less.
B. Non-exempt, non-probationary, career status employees
who received their home department’s approval to participate in the Staff Skill
Bank. The Staff Skill Bank also provides for temporary overtime assignments
outside of the employee’s home department and at the level of the employee’s
current position of record and current rate of pay.
A. All UCSD non-exempt, non-probationary career status
employees with performance appraisal ratings of solid performance or better
are eligible to participate in the UCSD Staff Skill Bank with the approval
of their supervisor. An eligible employee will be limited to one
Skill Bank assignment at a time.
B. Skill Bank assignments and overtime compensation will be based
on the employee’s current position of record and current rate of pay.
C. Exempt, Temporary Employment Services (TES), Partial Year
(during furlough periods) and casual status employees are not eligible
to participate in the Staff Skill Bank.
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IV. Registration
and Renewal Procedures
A. Employee Information
Non-exempt, career employees who participate in the UCSD Staff Skill
Bank must provide the following information:
1. Name
2. Current payroll title
3. Years in title (How long in current classification, e.g.,
Blank Assistant II)
4. Current rate of pay
5. Current appointment level (percentage of time)
6. Current assigned hours in home department
7. Schedule availability, e.g., hours and days available for
temporary overtime assignments
8. Home department and mail code
9. Telephone numbers with area code, home and work
10. Electronic address
11. Reply to online interview questions related to skills and
experience
12. Indicate online access authorization (e.g., authorization
to access and perform transactions using PPS Update and/or Online Timekeeping,
ISIS, IFIS)
13. Indicate that the most recent overall performance appraisal
rating is solid or better and date issued
14. Supervisor’s name and electronic address
B. Participant’s Responsibilities
In addition to performing Skill Bank assignments in accordance with
the temporary hiring department’s expectations and standards, participants
must adhere to the policies, procedures, practices, and rules of confidentiality
and security that govern UCSD online systems.
C. Employee’s Supervisor’s Notification
The employee’s supervisor will be notified electronically when the
employee registers or re-registers for the Staff Skill Bank.
This aspect of the Skill Bank process will be similar to the Staff
Education and Development Electronic Enrollment process.
D. Interview Requirements
1. The hiring authority will notify the Skill Bank participant
electronically regarding possible temporary overtime assignments.
2. In accordance with existing policies and procedures, the Staff
Skill Bank participant’s home department may grant reasonable time-off
to interview for Skill Bank positions.
3. The participant must request time-off in advance of accepting
an invitation to interview for any positions.
4. The Skill Bank participant’s supervisor will be notified electronically
by the hiring authority regarding possible selection of the participant
for a temporary overtime assignment.
E. Renewal Procedures
1. Participation in the Skill Bank will be for a six-month
period. Thereafter, eligible employees must update their Registration
information and indicate renewal of their active status for the next six-month
period.
2. Employees’ supervisors will be notified electronically of
each renewal.
3. Skill Bank employees promoted to exempt positions or performance
has been rated below solid cannot renew their participation in the
program.
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V. Classification and Functional Categories
The UCSD Staff Skill Bank classifications and functional categories are
as follows:
A. Classification Categories
1.Blank Assistant I, II, and III
2.Administrative Specialist
3.Assistant Analyst
4.Administrative Analyst
B. Functional Categories
Functional categories will only pertain to core financial, payroll/personnel
and other financial online systems and may include:
Accounting - budget development, and budget and expense monitoring; fiscal closing;
contract and grant development, grant budget preparation; fund accounting/management;
financial projections, reconciliation and reporting; travel voucher and reimbursement;
purchase order processing; and PPS Update and Online Timekeeping; IFIS, ISIS.
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VI. UCSD Staff Skill Bank Compensation
A. UCSD Staff Skill Bank participants will be paid for
all overtime hours worked. Overtime compensation will be based on
the employee’s current position of record and current rate of pay. Participants may be eligible for
premium overtime (time and a half) based on UC policy 32/Overtime if the individual works over 40
hours in a work week.
B. The employee’s method of overtime compensation (compensatory
time off or pay) in the home department will not govern the method of overtime
compensation for assignments made through the UCSD Staff Skill Bank.
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VII. Selection of UCSD Staff Skill
Bank Employees
It is the responsibility of the hiring authority and department
systems administrator (DSA) to adhere to UCSD Policies and Procedures that
govern online systems access and authorization processes.
It will be the responsibility of the hiring authority to adhere to each
of the following procedures in the sequence presented:
A. Access the UCSD Staff Skill Bank to review and identify potential
temporary staff using a key word search of skills and/or functional experiences
desired;
B. Contact Skill Bank candidates;
C. Contact Skill Bank candidate’s supervisor prior to selecting
the employee for a temporary overtime assignment;
D. Establish an alternate department appointment and distribution
for the Skill Bank employee.
NOTE: If the hiring department is without an appropriate staff person
trained and authorized to establish an appointment and distribution for a Skill
Bank employee, the hiring department must contact the Human Resources
Department’s Record Unit for guidance and related assistance.
E. Complete and submit required PPS Update documents. The
PPS Update Appointment Instructions applicable to UCSD Skill Bank appointments
are provided as Attachment A.
F. Provide a copy of the PPS Update PAN or IDOC (Inquiry Document)
to the Skill Bank participant. This document will serve as the UCSD Staff
Skill Bank Agreement and confirm the temporary overtime assignment reached
by the hiring authority and Skill Bank participant;
G. Request through the hiring department’s systems administrator
(DSA) authorization for Administrative Computing and Telecommunications
(ACT) to expand the PPS Update, Online Timekeeping, IFIS or ISIS access
for Skill Bank participant selected for a temporary overtime assignment,
if required;
H. Report concerns about the Skill Bank to the Human Resources
Department Employment and Staffing Services Division; and
I. Give first consideration for overtime assignments to department
employees prior to accessing the UCSD Employee Skills Bank.
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VIII. Application and Database
Maintenance
The Human Resources Department Information Systems will maintain the UCSD Staff
Skill Bank's application and database.
Instructions to Set-up UCSD Staff Skill Bank Participants
in the Payroll/Personnel System (PPS)
A. The critical fields for setting up a Staff Skill Bank Appointment
in PPS involve:
1. Action Code
2. Appointment Type Code
3. Appointment percentage of time
4. Distribution percentage of time, and
5. The DOS code
Please follow the step-by-step instruction below to complete the
EAPC screen.
B. Appointment
1. Enter action code “13” in the action code field to
reflect an overtime appointment.
2. Enter a code of “3” to reflect a casual appointment
as the Staff Skill Bank appointment percentage is less than 50% of full
time.
3. Enter the appointment begin and end dates. The appointment
begin and end dates must be for a period of six months or less.
4. Enter the appointment department code where Skill Bank temporary
overtime assignment will be worked.
5. Enter the title code. The title code entered for the
Skill Bank participant must be identical to the current title code on record
in the home department.
6. Enter “0.01” as the appointment percentage. The appointment
percent of time must reflect “0.01.” This unique percent of time
indicates to departments and Central Offices that this is a UCSD Staff
Skill Bank appointment.
7. Enter “V” in the fixed/variable field and use a monthly or
hourly rate and pay schedule to match the employee’s home department appointment.
C. Distribution
1. Enter the index that the hiring department will use
to pay the Skill Bank participant for the work to be performed.
2. Enter sub-2 for overtime to be reported.
3. Enter distribution as “0.0100.” The distribution percent
of time must reflect the “0.0100” and match the appointment percent of
time. However, report the actual hours worked on the PTR (Payroll
Time Record).
4. Enter the distribution begin and end dates. The distribution
begin and end dates must match the dates of the appointment.
5. Enter the Skill Bank participant’s current step and salary
rate, which must be identical to that which is currently on record in the
home department.
6. Enter OTS in the dos code field.
Comments
At the Comments screen, indicate that the appointment is for a UCSD
Staff Skill Bank participant. Enter the appointment begin and end
dates and the name of the Skill Bank participant’s supervisor contacted.
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