UCOP has reinstated position control, a process of executive review for all staff, temporary and contract positions at UC Office of the President. All proposals to temporarily or permanently fill a new position, to refill an existing position or to hire a career, limited, floater or contract appointment require approval by the Department head, Division head, and Executive Vice President - Business Operations before the position is opened for recruitment.
Also subject to position control are contract-to-career conversion waivers and extensions of contract and temporary (TOPS) appointments. Note that these requests are only required to go through the mission and budget alignment review of the two-step review process as described below.
Position control applies to all OP departments and divisions, including the Officers of the Regents and OP employees in the Division of Agriculture and Natural Resources.
The system of record for these requests is the Transaction Approval Management System (TAMS).
Two-Step Review Process
Redundancy and Space Review (paper-based) - All proposals must first be reviewed by the OP Operations Units to determine whether sufficient resources exist, whether the position overlaps with an existing function, and whether sufficient space is allocated. Departments must complete the Redundancy and Space Review form and consult with the appropriate OP Operations Units contact for review and approval. All reviews and approvals should be documented.
|OPERATIONS UNIT||POINT OF CONTACT|
|OP Budget||Donna Jones, Director|
|Business Resource Center (BRC)||Amal Smith, Director|
|Building and Administrative Service Center (BASC)||
Pamela Madison, Space and Relocation Manager
|Communications||Yem Ling Fong, Production/Business Operations Manager|
|Local Human Resources||John Fox, Executive Director|
|Information Technology Services (ITS)||Shirley Bittlingmeier, Client Services Manager|
|Purchasing/Procurement||Billy McV, UCOP Senior Buyer|
|Institutional Research||Rosemary Chengson, Coordinator|
Mission and Budget Alignment Review (TAMS-based) - After receiving approvals from the OP Operations Units, all proposals must then be entered into TAMS for review and approval by Department and Division Heads and the OP Budget Office. The Department and Division Heads will determine whether the work of the position aligns with the mission of the Division and the Office of the President. The OP Budget Office will determine whether the unit possesses sufficient budget to support the salary, benefits and associated organizational expenses. Departments must attach all supporting documents from the Redundancy and Space Review process.
Roles and Responsibilities
|Workflow action||Who is responsible?|
|Consult with Local HR and develop Position Description using Career Tracks template.||Department Hiring Manager|
|Review for potential redundancy with OP Operations Units.||Hiring manager consults with OP Operations Units contacts. Review should be documented and attached to TAMS request.|
|Review for space availability and document review.||Hiring Manager consults with BASC Director. Review should be documented and attached to TAMS request.|
|Input into TAMS.||Department Preparer|
|Review for alignment with Division and UCOP Mission.||
|Review for budget alignment.||OP Budget Office|
|Final review||EVP Business Operations|
|Begin Recruitment and Onboarding process.||Hiring Manager contacts HR Business and Associate Business Partners to begin recruitment and onboarding.|