ASE/GSR Hiring Improvements

Project Completed

Problem Statement

The current ASE/GSR hiring process lacks transparency, consistency, accountability, compliance, clear escalation paths, and alignment between academic policies and hiring practices, which contribute to delays in timely pay for ASE/GSRs and potentially impact Fee Remissions.

Business Case

We must improve the hiring process to ensure ASE/GSRs are paid timely and accurately. 

Objectives

  • Reduce late and inaccurate pay for ASE/GSRs

  • Establish accountability and escalation paths

  • Document processes and compliance policies, and ensure accessibility to documentation for impacted stakeholders

  • Facilitate education and knowledge transfer of consistent information, e.g. administrative hiring processes/requirements and academic hiring processes/requirements

  • Disseminate consistent and clear communications on timelines, expectations, and repercussions to impacted stakeholders, including students

Success Metrics

  • Reduce number of off-cycle payments

Project Leaders

  • Sponsors: Heather Archer, Lisa Garcia-Bedolla, Eugene Whitlock
  • Project Managers: Anne Ho and Isabel Nguyen
  • Process Lead: Anne Ho

For more information on this project, contact:

Prior Accomplishments

Project accomplishments from prior months are noted here.

DateAccomplishments
Jun 2021
Mar 2021
  • Employee & Labor Relations published formal announcement about revised ASE Appointment Notification Letter Templates; the announcement was shared to GSAO and AP networks.
  • Presented at GSAO Special Meeting to provide overview of Smartsheet changes and project updates.
Feb 2021
  • New AY21-22 ASE/GSR Smartsheets to enter new hire/rehire appointments were created and reflect improvements based on feedback from campus departments and BRS staff. A summary of the Smartsheet changes is posted on the BRS website.
Nov 2020
  • ASE Appointment Notification Letter Template and Supplemental Letter Template have been revised to reflect required terms of the UC-UAW contract, improve clarity and readability for hiring units and ASEs, and include new and updated information and resources for ASEs. The templates are available on the Labor Relations website. 
Oct-Dec 2020
  • Created survey in October 2020 to collect feedback on ways the ASE/GSR hiring process can be improved. Responses will be used to identify and prioritize solutions to implement for Spring 2021 hiring and beyond. 
  • In October, opened survey to CAOs and department managers. Received 31 responses from individuals representing 24 academic departments.
  • In November 2020, started evaluating feedback from October survey distributed to CAOs and department managers. Priority improvement areas include: onboarding process, processing times, late pay, and international hires. Areas with high level of satisfaction include: Smartsheet, people (i.e. teams or individuals providing good service), communications, templates, and remote onboarding. 

Risk/Issue History

Project risks and issues that have been resolved or closed are noted here. 

DateRisk/Issue
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