online hire requestsssall.berkeley.edu/sites/ssall.berkeley.edu/files/ehire user guide.pdf · if...

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Online Hire requests Find the task you want to complete in the table of contents below and follow the instructions on the associated page.

How to make an online Summer Sessions Hire Request ...................................................... 1 Select new hiring request, or search for previous requests .............................................. 1 Request hiring a faculty member or instructor ..................................................................... 2

Travel Study Programs hiring ............................................................................................. 5 Request hiring GSI or hourly .................................................................................................. 6 Upload a PDF of a signed Agreement Letter ....................................................................... 8 Uploading hire paperwork ....................................................................................................... 9

What the hire does ..................................................................................................................... 10 View hire request status, and requests .................................................................................. 11

View my requests ................................................................................................................... 12 View missing hire requests ................................................................................................... 12 View hire requests organized by course sections ............................................................. 13

How to make an online Summer Sessions Hire Request

Email Summer Sessions HR at [email protected] to request access to the Summer Sessions hire request system. Please review the Hiring Procedures at: http://ssall.berkeley.edu/departments/summer-hiring

Once authorized by Summer Sessions HR, to request a Summer Sessions hire you would access https://mysummer.berkeley.edu/ss.php.

If you had not previously CalNet authenticated in that browser within the last 10 hours, you would get prompted to do so.

When returned to ss.php after authentication, you would see links that your role(s) allowed using e.g.

Select new hiring request, or search for previous requests

If you clicked Select a hiring request to edit, or add a new hiring request, or view status, you would see a display such as the example shown below:

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The system limits the departments displayed in the selection criteria pulldown to those affiliated with you by Summer Sessions HR.

You may either generate a new hire request by using the link for the type of hire, or using the form to View hire requests, selecting one and clicking the Clone link near the bottom of the hire request. If you clone a request, the system will fill in the hire information, and let you select the courses involved this time before Save.

Request hiring a faculty member or instructor If you select Enter information about a new instructor or lecturer hire request, you would see a page such as the example shown below, with your name, email, and phone(s) pre-filled.

If you have affiliations set up for multiple departments, you will need to select the department first and click Show courses so we can list the right set of classes, as shown below:

On the hire form, you may update your phone and email information, and provide an email for your backup that will get cc’d on emails sent to the hire e.g. when the hire uploads a signed Agreement Letter, if a hire request gets cancelled, or an offer gets noted as refused. If you want to list more than one person as a backup, please separate the emails with a comma e.g. [email protected], [email protected]

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Once you’ve created or opened a hire request with a backup email specified within a given browser session, when you add another hire request within that same browser session, the backup email will get pre-filled.

If the hire’s current appointment has an indefinite end date, you may leave End date current appointment mm/dd/yyyy as 00/00/0000. Make this field the end date of the person's present appointment, not the appointment you're asking Summer Sessions to set up. We’re trying to figure out whether the end date you enter means the person will be a re-hire because the current appointment ends before the start date of the first Summer session the person will work. So, either leave that as 00/00/0000 for someone who has an ongoing appointment, or fill it in with the actual end date of the current (not future) appointment. Use 00/00/0000 who does not have any current appointment.

You may Save many times. You no longer need to upload a screen shot of current appointment information as the application now lets Summer Sessions verify this information.

If there’s no overlap between the person’s current appointment and the start of the first session the person will work for Summer Sessions, please be sure to terminate that appointment in time for Summer Sessions to work with the person’s hire in HCM.

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For that department, the course-section-section pulldown would list each currently available option, for selection as shown in the example below. Email [email protected] re missing courses/sections/sessions.

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You could work on the request, Saving hire information and updating salary totals, until you clicked Send hire request to Summer Sessions. For an instructor, the FTE would get limited to no more than .22 per session (except for Session B with .28), or .33 total for the term in this hire request. You may leave birth date as 00/00/0000 until after an offer’s accepted if you prefer.

You could add more courses to teach by clicking Add another course, which would save your work, and re-display the page with another set of course information to complete.

Once sent to Summer Sessions, you will see a view only version of the form from the status report, unless Summer Sessions sends it back to you for revision. You will be able to upload PDFs with either version of the form, and see generated Agreement Letters, or Revised Agreement Letters.

If Summer Sessions does need to add a Comment and send the request back to you, you should receive and email alerting you to check on the request for this reason.

A cancelled or declined by hire request will also generate an alerting email to the requestor and backup(s).

You should get an email once the hire uploads the signed letter explaining the key next step for you to take (see Uploading Hire paperwork section below).

Summer Abroad / Global Internship Program Hiring

If the faculty member, instructor, or GSI will be supporting a Summer Abroad or Global Internship program, put a Comment to that effect. Enter .11 FTE for the effort. Summer Sessions HR will work with Berkeley Study Abroad to hand generate an Agreement Letter, and get these signed at the orientation session. Summer Sessions HR will then upload the signed Agreement Letter, which will generate an email to you alerting you to possible needed hiring paperwork.

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Request hiring GSI or hourly If on the Select criteria page, you clicked Enter information about a new GSI hire request, or Enter information about an hourly hire request, you would see pages similar to, but slightly different page from the instructor hire request page. See partial examples below.

On the hire form, you may update your phone and email information, and provide an email for your backup that will get cc’d on emails sent to the hire e.g. when the hire uploads a signed Agreement Letter, if a hire request gets cancelled, or an offer gets noted as refused. If you want to list more than one person as a backup, please separate the emails with a comma e.g. [email protected], [email protected]

If the hire’s current appointment has an indefinite end date, you may leave End date current appointment mm/dd/yyyy as 00/00/0000. Make this field the end date of the person's present appointment, not the appointment you're asking Summer Sessions to set up. We’re trying to figure out whether the end date you enter means the person will be a re-hire because the current appointment ends before the start date of the first Summer session the person will work. So, either leave that as 00/00/0000 for someone who has an ongoing appointment, or not appointment or fill it in with the actual end date of the current (not future) appointment.

Note added fields e.g. SID, and different course/salary information. For GSIs, unless the GSI is an Acting Instructor, or is being grandfathered in for a course taught in 2007, enter the Hours the GSI will work on each course each session, and the hourly rate.

Only if you intend to hire the GSI as an Acting Instructor, or the GSI taught this course in 2007, would you supply FTE instead. In this case, the system will fill in the relevant annual salary.

You may Save your work multiple times. When ready, click Send hire request to Summer Sessions.

Once sent to Summer Sessions, you will see a view only version of the form from the status report, unless Summer Sessions sends it back to you for revision. You will be able to upload PDFs with either version of the form, and see generated Agreement Letters, or Revised Agreement Letters. . If Summer Sessions does need to add a Comment and send the request back to you, you should receive and email alerting you to check on the request for this reason.

For a GSI or hourly hire, the total hours may not come to more than 40 hrs/week times the number of weeks in the session(s) for which hired.

You should get an email once the hire uploads the signed letter explaining the key next step for you to take (see Uploading Hire paperwork section below).

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The Hourly request form resembles the GSI form, except that you should enter the percentage time and hourly rate in the Salary information section, as in the partial example below.

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Upload a PDF of a signed Agreement Letter

If you have a hire who could not follow the instructions in the Agreement Letter to upload a signed agreement letter at https:mysummer.berkeley.edu/hire/loginHire.php

please make a PDF of the signed form called Signed_Agreement_Letter_2014-MM-DD-hh-mm.pdf where MM = two digit month DD = two digit day hh = two digit hour e.g. 08 for 8 am, 14 for 2 pm mm = two digit minutes

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corresponding to the approximate time of scan. Here’s an example - not for your time/date - Signed_Agreement_Letter_2014-04-14-10-46.pdf

Then, please go to https://mysummer.berkeley.edu/ss.php and authenticate. Click Select a hire request to edit, add a new hire request, or view status Select your department, and click button View hire requests.

For each hire for whom you have a signed PDF with a file name as above, click the hire's name. Scroll to page bottom of the hire request, and use the Browse/Upload PDF buttons to upload the PDF. Then, click Upload signed Letter.

The confirming email you should get about the uploaded signed letter contains next steps.

Thanks for your help keeping the process moving as fast as possible. It slows hiring down if people email signed letter PDFs to Summer Session to upload.

Uploading hire paperwork When you receive an email alerting you a hire has uploaded a signed Agreement Letter (or a staff person has done so) please follow its directions:

Please login to https://mysummer.berkeley.edu/ss.php, click Select a hire request to edit, add a new hire request, or view status, click View hire requests with signed letters than need either forms uploaded or verify overlapping appointment.

Please click on the person’s name.

Check the summer appointment start date in the HR system. If there is an existing Active appointment that overlaps with the start date of the summer appointment, DO NOT TERMINATE the active appointment until the summer appointment is added.

Check the employee's Visa Status. If it has expired or will expire during the appointment, upload a PDF of the updated information with the packet and the necessary back up documents.

For a new/rehire, have the employee fill out New Hire/Rehire forms.

Make a PDF of the necessary payroll forms. Please make a separate PDF for the I-9 (if needed) so we may delete it once processed and avoid retaining sensitive data any longer than required. Upload the PDF(s) into that hire request for Summer Sessions.

Include the supporting documents for non-citizen employees.

Click the 'Uploaded hire paperwork (or current appointment overlaps 1st session start) button in the new system, per User Guide. This signals Summer Sessions to complete the hiring work.

If you have questions, please refer to the Summer Hiring page at http://ssall.berkeley.edu/departments/summer-hiring

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Please use your judgment and knowledge of needed forms to decide what to upload for Summer Sessions to complete the hire.

What the hire does The emailed Agreement Letter tells the hire to go to https:mysummer.berkeley.ed/hire/loginHire.php and enter name and email, then Login as in the example below.

The hire should then see a page, similar to the example below, where the hire may update his or her email and phone and Save, view the Letters sent, and upload a signed PDF, assumed to be a signed Agreement Letter. The hire may only view PDFs with the string ‘Agreement_Letter’ as part of the file name, to keep other PDFs that HR may upload confidential.

Doing this upload sets the “date signed letter uploaded” field for this hire request, which means the hiring department can proceed to upload hire paperwork if required.

The requestor and backup will get sent an email when the hire uploads a PDF (hopefully, of the signed Agreement Letter.

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View hire request status, and requests

On the Hire Request – Select criteria page, select a department and a year, then click View hire requests. You may also select an optional session, if you want to only view requests that have at least one section in the selected session. By default, you’ll get requests from any session in the selected year.

You should see a list of department hire requests, sorted by name of requested hire, with the dates that each has:

- been last saved

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- been sent to Summer Sessions - been sent back for department changes needed (if done) - had the Agreement Letter emailed or mailed - had the Agreement Letter electronically signed (where applicable) or the signed hardcopy

uploaded - had the needed portions of the hiring paperwork uploaded as a PDF by you, or was

clicked by you to indicate a concurrent appointment - had the hire entered into HCM - had the employment terminated - refused an Agreement Letter - had a hire request cancelled e.g. due to insufficient enrollments

as in the test example below.

Clicking on the name of a hire would display an editable version of the hire request if it has not yet been sent to Summer Sessions, or has been sent back for changes, and a view-only version of that hire request otherwise. Once the Letter has been signed, please complete hire paperwork if needed, and upload a PDF of it. Or, click the button to indicate a concurrent appointment with first session taught.

View my requests If you just want a quick look at all your requests for the current year, on the Hire request – Select Criteria page, click the link View my hire requests for this year.

View missing hire requests If you’d like to know which course sections still need to have a hire request, under the heading Missing hire requests, select a department, enter a year, and optionally, select a session before clicking List sections missing hires.

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If your criteria result in data, you should see a list of each of the uncovered department, course, section, and course title combinations.1

View hire requests organized by course sections If you’d like to see a list of courses that have linked hire requests, use the form near the bottom of the Hire request – select criteria page to select a department, enter a year, and optionally, select a session before clicking List course sections with hire requests. If your criteria result in data, you should see a list of the department abbreviation, course, section, session, course title, and hire name for each section. This report makes it easy to spot multiple GSIs assigned to the same section, for example.

1 Cross listed courses will show as having a missing hire today. Enhancement planned to fix this. NS.

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