Policies & ProceduresINTRODUCTION
- Purpose of the Interim Staffing Program
- Employee Status
- Work Availability
- Placed on an assignment
- Mandatory Break in Service
- I.D. Badges
- Pay Rates
- Jury Duty
- Overtime Rates
- Pay Periods
- Holiday Pay
- Vacation Leave (V/L)
- Sick Leave (S/L)
- CORE Benefits
- Worker's Compensation
Purpose of the Interim Staffing Program
The primary goal of the Interim Staffing Program (IS) is to provide immediate, quality administrative and technical support services to UC San Francisco's departments. Departments utilize IS employees to complete special projects and to fill in for employees who are on vacation leave, sick leave, or during a recruitment period. A second goal is to provide the campus with a viable source of candidates for its career and casual positions.Employee Status
You are an employee IS and your immediate supervisor is the Staffing Analyst who assigns you to your present position. You are considered a "casual" employee. The definition of a casual employee is an employee working in a position that is established at any percentage of time, fixed or variable, for less than one year or is in a position at a fixed or variable percentage of time at less than 50% of full time (20 hours per week) regardless of the duration of the position.
Aside from specified qualifications, job orders are assigned based on an employee's availability for work. Employees are required to manage their profile online by updating their availability once a week to "Yes". If you are on assignement and have been advised by your department supervisor of a definite ending date, plaese call or email your IS Analyst with an update in order to advise us of your future availability
Because we cannot guarantee continuous employment, we recommend that you remain prepared for possible gaps between work assignments.
You will be given all necessary information for each assignment: department name and location, supervisor's name and telephone, departmental account-fund number, assignment start date and approximate end date and a job description. This would be the time to clarify any issues or bring up any questions you might have. Staffing Analysts are responsible for placing employees in appropriate positions. Accept only those assignments that you can perform and complete successfully.
Each assignment will vary in duration, for example, from one day to two months at any one location. Likewise, please note that job duties and requirements vary from assignment to assignment. An employee's administrative skills, work experience, performance evaluations at UCSF and availability to work are determining factors Staffing Analysts use when assigning new job orders to employees.
While you are on assignment, any time off (vacation leave or sick leave) must be approved in advance by the IS Staffing Analysts and the department supervisor. If you cannot report to your assignment because of illness, or if you know you are going to be late for work, you must notify both the Staffing Analyst and your department supervisor immediately.
In most instances, you will be working Monday through Friday, 8:00am-5:00pm, with an unpaid one-hour lunch break. If you work an 8-hour day you may be granted two 15-minute rest periods, one in the morning and one in the afternoon. Check with your departmental supervisor regarding lunch breaks and rest periods.
Mandatory Break in Service
Due to the maximum duration allowed for employment, notifications will be sent out during the 22nd month of consecutive employment for Analyst and above positions and the 34th month of consecutive employment for CUE employees. Notifications will be sent to the IS employee advising them of the approaching required break in service. Please note that time is counted whether or not the Interim employee is working with IS. If you take an outside assignment, whether career or temporary, and if it is to be longer than 120 days, please notify IS at that time so that this time off can be counted towards your break in service.
A break in service consists of a minimum of 120 calendar days of off pay status and a separation check is issued from the payroll department.
In accordance with the agreement between the University of California and the Coalition of University Employees (CUE) regarding the use of floaters in University interim staffing pools, Interim Staffing employees in job titles represented by CUE may only work in any one department, doing the same work, at the same title, for up to 1,500 hours. At 1,000 hours, you will be sent a notice with your required assignment end date. When your assignment ends, you may call in to IS to be reassigned to another department. During periods of unemployment, you are eligible to apply for Unemployment Insurance benefits and should contact the Employment Development Department, 3120 Mission Street, San Francisco, CA. 94110, or call (415) 557-1011 for further information. You may also register with other temporary services.
All UCSF employees are required to wear I.D. badges at all times. IS employees will be given badges for each new assignment. Interim Staffing badges are issued by IS staff only.
Work assignments will be at any one of our UCSF campus sites as well as off-campus locations:
UCSF Parnassus Campus, San Francisco General Hospital, Laurel Heights Campus, Veteran's Administration Medical Center, Buchanan Dental Clinics, Mission Center Building on Folsom Street, Facilities Management on 20th & Harrison Streets, 74 New Montgomery Street, 44 Montgomery Street, Mount Zion Medical Center, Executive Park, Oyster Point Boulevard in South San Francisco, and other areas of expansion.
Free shuttle bus services are available to most off-campus locations. IS employees interested in schedules and further information regarding transportation to and from the UCSF campus should call Transportation Services at (415) 476-1511 and your city transportation agencies.
All Job Orders are reviewed and assessed by IS Staffing Analysts. The degree of difficulty and the skills required to perform the job successfully will determine the rate of pay for the assignment. Based on an assessment of your qualifications, you will be assigned to jobs that match your skills and meet the requirements of the department. Since assignments vary in difficulty, your rate of pay may also vary. In addition, your work hours may vary. IS employees are paid at an hourly rate.
In order to be compensated for overtime, you must have permission first from your department supervisor to work overtime or your department supervisor requests that you work overtime. Remember that all overtime worked must have prior authorization. For any hours you worked beyond forty hours per week, you will be paid at time-and-a-half.
For accounting and payroll purposes, IS pay period begins on the 17th of the month and ends on the 16th of the following month. Salary checks are issued and automatic payroll deposits are made on the first of each month for work done in the previous IS pay period. Failure to submit your timesheet by the due date will result in a delayed paycheck. Timesheets are due at the HR Office no later than the 17th of each month.
Your checks and statements of payroll deposits will be mailed to you at your home address. Please notify IS immediately if you change your address. For questions regarding paychecks, please call (415) 476-4486.
An Interim Staffing employee may be eligible to use up to five days of accumulated sick leave per occurance when attendance is required due to the death of the employee's parent, spouse, children, brother, sister, grandparent, grandchildren, father-in-law, mother-in-law, son-in-law, daughter-in-law, brother-in-law, sister-in-law, or any other person related to the employee who is residing in the employees household. If sick leave is not available the employee may be able to use vacation leave. Please contact your IS Analyst in the event time is needed to be taken.
Temporary employees are not paid for jury duty.
In any pay period, when a holiday occurs, you may be eligible for holiday pay. Holiday hours are accrued in proportion to the number of hours worked in that pay period. In order to receive pay, the following criteria must be followed:
1. You must have worked at least 50% time (half of a full time schedule) during the pay period.
2. You must be on pay status the day before and the day after the holiday(s).
You may be eligible for paid vacation leave and sick leave, in accordance with the policies stated below. You accumulate vacation leave and sick leave for every IS pay period in which you work at least one-half of the total hours in the pay period--at least 50% time. Please note that no leave is earned for any pay period in which you work less than 50% time. Because you are a casual status employee, you are not eligible for enrollment in University insurance plans (health, dental, life), nor are you eligible for participation in the University retirement system. Medicare Hospital Insurance Tax will be deducted from your paycheck as required by law.
If you work 50% time or more in the pay period, you earn V/L in proportion to the number of hours worked during that pay period. For example, when you work 50% time, you will earn 5 hours V/L; 75% time earn 8 hours V/L, and 100% time earns 10 hours V/L. As a IS employee, you must work at least 50% time for six months before you are able to use any of your V/L. Working less than 50% time for any period after this period will not affect your accrued V/L hours. In addition, you cannot use V/L in the same pay period in which it is earned; e.g., you must wait until the November pay period to use any V/L earned in October. If you transfer out of the IS into another University position, all unused V/L hours transfer with you. If you separate from the University, you will be paid for all unused V/L hours.
Sick Leave (S/L)
Sick leave is earned every pay period in the same manner as Vacation leave--in proportion to the number of hours during the pay period. Therefore, when you work 50% time, you will earn 4 hours S/L, 75% time earns 6 hours S/L, and 100% time earns 8 hours S/L. There is no eligibility period for you to use S/L. As with V/L; however, you cannot use S/L in the same pay period in which it is earned. Sick leave is used only for a bona fide illness or injury, and you may be required to submit a doctor's statement.
With prior approval of your supervisor, S/L may also be used for medical and dental appointments. You cannot use S/L on a day you are not scheduled to work. If you transfer out of the IS into another University position, all unused S/L will transfer with you. If you leave the University, you will lose the S/L hours you have earned and will not be paid for them.
IS employees who average at least 17.5 hours per week of regular paid time may be eligible for the University's CORE package of health and welfare benefits after three months of employment. The CORE package consists of the following:
CORE major medical plan: This is a fee-for-service plan. You are responsible for the first $3,000.00 of covered medical expenses for yourself and each of your eligible dependents annually. Afterwards, the plan pays 80% of covered expenses.
University-paid CORE life insurance: Automatic enrollment in this plan provides $5,000.00 in term life insurance for you. Dependents may not be covered under this plan.
Accidental life and dismemberment insurance: This optional, employee-paid insurance provides protection for you and your family in case of accidental death or loss of limb, sight, speech, or hearing.
IS employees hired after October 19, 1992 will be subject to a 7.5% Defined Contribution Plan (DCP) Safe Harbor Savings and Medicare deduction from their earnings. DCP withholding may be reimbursed upon resignation from the IS.
Worker's Compensation for IS Employees: Worker's Compensation (WC) is available to all IS employees when they are injured while working on an assignment through the IS. All work related injuries must be reported to your departmental supervisor and the IS (476-4486) immediately. Upon reporting your injury a checklist will be sent to you to guide you through the WC process including where to report for immediate medical attention. A brochure titled FACTS ABOUT WORKER'S COMPENSATION" will accompany this Employee Policy and Procedures manual. Please refer to it for specific information about hour WC coverage.
Staffing Analysts at IS will review your job performance by obtaining performance evaluations from your departmental supervisors for each assignment. Typing, word processing, reception, filing, attendance, punctuality, attitude and communication skills are among the items employees are evaluated on. A scale ranging from excellent to unsatisfactory is used. Written comments may also be submitted. After the Staffing Analyst reviews the performance evaluation, it will be shared with the employee and recorded in the IMS database.
An Interim Staffing employee may be released from University employment due to lack of suitable work assignments, unsatisfactory performance or misconduct. As a casual employee, you may be released from employment at the sole discretion of the University.
If you are seeking a career or other casual positions at UCSF, go to http://ucsfhr.ucsf.edu/careers to view the most current job listings. If you have a specific job in mind, complete a job application specifying the related job number. For more information call the main Human Resources Office at 476-1645.
If you are offered a position, please contact your IS Staffing Analyst immediately. IS will need adequate time to arrange for your replacement. After contacting the Analyst, please give notice to your current departmental supervisor. IS employees are expected to give a minimum two week's notice. Please submit your final timesheet as soon as possible; delays in doing so will delay your transfer/promotion process.
The IS Operations Manager, Staffing Analysts, and (IS) Assistants would like to be of assistance to you should you have any questions. This booklet has been a general explanation of your terms and conditions of employment with IS. This is not meant to replace the University of California's policies & procedures.
Please call IS to clarify any situations that may arise for you in the course of employment.
Once again, congratulations and welcome to Interim Staffing!