Frequently Asked Questions - HCM

This page is a list of all frequently asked questions for the HCM section. The questions are grouped into different categories. Please click on the appropriate topic to view questions and answers for that section.

Federal Definition of Applicant

Why is race/ethnicity data currently gathered from applicants and employees?

The University of California uses race/ethnicity data in the statistical evaluation of employment and contracting policies to ensure compliance with its own employment policies and with federal and state regulations (including Proposition 209) regarding equal employment opportunity for all employees, including applicants. As a federal contractor, UC is further required to establish and maintain an affirmative action program that includes good faith efforts to ensure that women and minorities can compete for jobs on equal footing with other applicants and employees. Affirmative action programs require employers to collect data to identify and analyze potential problems in the participation and utilization of women and minorities in their work force.

How is race/ethnicity data currently gathered from applicants and employees?

At UC Berkeley, all applicants are asked to voluntarily provide their race/ethnicity and gender immediately after submitting their application online. Once hired, employees are asked to use the Demographic Data Transmittal Form to voluntarily provide their race/ethnicity, disability status, and veteran status. Race or ethnicity is not assigned or visually identified or recorded if an employee declines to state his or her race or ethnicity.

How is race/ethnicity data from applicants and employees currently used?

In the recruitment and selection process, applicant race/ethnicity information is presented in an aggregated (summarized) format to help recruiters and hiring managers assess the total applicant pool and determine whether good faith efforts in inclusive outreach have been successful, given affirmative action recruitment goals. Recruiters and those involved in the selection do not have access to the race/ethnicity of individual applicants. Department staff involved in the selection and hiring process are not allowed to provide any preference to applicants on the basis of race, ethnicity, color, national origin, or sex, according to both state and federal compliance requirements.

Similarly, decisions about personnel actions for employees (including but not limited to salary increases, promotion, transfer, and termination) cannot be made on the basis of race, ethnicity, color, national origin, or sex. This data is confidential and used only for limited purposes. Affirmative action analysts in Human Resources use aggregated race/ethnicity information to monitor for possible discrimination in employment practices.

Does the regulation apply to all recruiting, selections, and hiring at the University?

Yes, our status as a federal contractor and related obligations extend to all divisions and departments of the University of California, not just to the faculty and departments who receive federal contracts funding.

What are the consequences of not fulfilling the requirements of this regulation?

The Office of Federal Contracts and Compliance (OFCCP) monitors compliance of federal contractors and conducts audits. Penalties for non-compliance can range from fines after an on-site audit to loss of all federal contracts. OFCCP collected approximately $45 million for 14,761 American workers in fiscal year 2005.

Why does this new regulation apply to the University of California, Berkeley?

As a federal contractor, the University of California is required to establish and maintain an affirmative action program that includes good faith efforts to ensure that women and minorities can compete for jobs on equal footing with other applicants and employees. Proposition 209, approved by the majority of Californians who voted in November 1996, banned the use of race, religion, sex, color, ethnicity, or national origin as criteria in its employment practices. However the proposition permits “action which must be taken to establish or maintain eligibility for any federal program, where ineligibility would result in loss of federal funds to the state.” Since the University of California is a federal contractor, it is required to maintain an affirmative action program to retain eligibility for federal funds.

What is the Interview Data Form (IDF)? When should the IDF be completed? When will I be asked for the completed IDF?

The Interview Data Form (IDF) is the final step in the process of closing a recruitment. The IDF documents the interview process and demonstrates the legal basis for making your hiring decision, ensuring uniform review standards were applied to all candidates interviewed.

The hiring department is the office of record for the completed IDF. It is important to keep this document in an accessible place so that the IDF can be made available upon request; e.g., a request from an applicant who was interviewed. The IDF may also be used as documentation in official proceedings regarding employee complaints and grievances, in Unfair Labor Practice cases, EEOC/DFEH complaints, and other legal actions.

What are the deselection reasons in TAM?

These deselection reasons are most likely to be used during the select for interview stage:

  • Minimally Qualified
  • Not Minimally Qualified
  • SPC-Not Minimally Qualified

These deselection reasons are most likely to be used during the interview, offer, and eligibility checking stages:

  • Accepted Another (non UCB) Job
  • Failed to Show Up at Interview
  • Ineligible - Employment Cond
  • Lacks Required Credentials
  • Minimally Qualified
  • Misrepresentation
  • Offer Rejected
  • Other Hired - Outstnding Cnd
  • Selected for Other UCB Position
  • SPC-Refused Offer
  • Unable to Contact
  • Withdrawn

These deselection reasons are applied by the system:

  • MinimallyQualified-OtherHired
  • Requisition Cancelled

What is the scope of the new regulation?

The regulation extends beyond just providing a new definition of applicant in the internet era. The regulation created new obligations for applicant tracking record-keeping, instructs employers when and how to consider employment tests, directs employers to document the use of resume databases, and statistical analysis of applicant flow data.

For more information, see OFCCP’s Internet Applicant FAQs and the new regulation.

How does our current business practice and processes for hiring managers and TAM originators meet the requirements?

Our staff recruitment processes and the TAM (Talent Acquisition Manager) system are set up to fulfill the applicant tracking requirements of the regulation.

We ask that hiring managers review their selection procedures and ensure that every applicant's status is recorded accurately and completely in the TAM system. This may require close coordination and communication with the departmental TAM originators. For example, the hiring manager should provide the originator with a list of all applicants with deselection reason after the applicants have been reviewed and interview candidates are selected so that the originator can update the deselection or interview status completely and on a timely basis.

Hiring managers are also reminded that they need to complete and sign the Interview Data Form (IDF), attach the required paperwork (published minimum qualifications for the job, selection criteria, and interview questions), and file. [Note: This will shift to an online Interview Evaluation section in TAM when that is completed. Information will be sent out when it is ready.]

Position Management

Where can I find more information about Position Management?

For more information regarding the Position Management Roster, FAQs, training, and support, please visit our Position Management page.

When adding a new position, should I create a new position or increase the headcount of an existing position?

The Position Management module in HCM includes functionality to manage and track positions in a new way. For instance, positions can have multiple headcount. That is, when multiple roles share the same position attributes, a department may choose to hire multiple people into the same position. This increases the position’s headcount. This can be an easier way to manage a large number of positions, by consolidating them into one row of data.

The multiple headcount method of adding a new position requires that every employee within the position must share an identical set of Position Data. If one employee in a multiple headcount position needs its Position Data edited, a new position must be created and the existing position's headcount must be lowered. To simplify position data changes, some departments will choose to maintain a single position for every job.

At conversion, all positions will be created at a 1:1 ratio. Every job in HCM and vacancy in PRT will receive its own position. The one exception is undergraduate students whose jobs will be converted as multiple headcount positions due to their similarity within departments and high turnover rates.

Ultimately, this is a decision each department can make – either as a general rule for all positions or as a specific decision for each position.

When funding for a position changes, do I update the Position Chartstring(s) or the Job Chartstring(s)?

The Position Chartfield is considered the on-going chartstring, while the Job Chartstring is the chartstring that PPS uses for payroll. CalPlanning is going to pull incumbent data (the Job Chartstring) for positions that are filled, and it will pull Position Data if the position is vacant. Therefore, while a position is filled, update the Job Chartstring with any funding updates.

Instances when a department may review or edit Position Chartstring(s):

  • When a position becomes vacant
  • When your department is preparing for a data pull into CalPlanning
  • When there has been a significant shift in funding from unrestricted funds to restricted funds (or vice versa) and it is an on-going funding change

Are there clear guidelines on entering without salary (WOS) positions?

Academic jobs do not look different in HCM Position Management from any other jobs. All jobs, including WOS jobs, will need positions before an employee can be hired.

Should vacant non-faculty academic positions be handled differently than other vacant positions? How often can departments review their position rosters and inactivate stale positions?

Vacant non-faculty academic positions do not need to be handled any differently than other vacant positions. Faculty positions will be inactivated at separation and will not be vacant.

The Central Budget Office (CBO) will review the University's rosters to audit faculty positions to ensure data integrity. While the CBO recommends that departments audit their non-faculty academic position data on a monthly basis, it will be up to the departments’ discretion to decide how to audit these position rosters and how to inactivate positions that are no longer necessary.

Can academic positions be vacant and reused or should they always be inactivated at separation?

Non-faculty positions, especially those with high turnover, like postdocs, researchers, specialists, and lecturers, can be left vacant at separation and will be reused. It is important to review the Position Data before hiring a new employee into the position to ensure all the data has not changed from one appointment to another.

Which academic positions would be possible candidates for multiple headcount?

Though Position Management enables multiple headcount on any position, due to other processes (like reclassification), it is best that certain academic positions are always managed with single headcount.

Faculty Always single headcount
Non-Faculty Academic It is at the department's discretion to decide which of these positions will be multiple headcount and which will remain single headcount. Please review the related FAQ for more information regarding making this decision.

CalPlanning will automatically pool some non-faculty academic positions in HCP for budgeting purposes. It is possible that a department will manage these positions as multiple headcount positions depending on the department's needs. This chart of these positions will be published in December.

Were future-dated positions and job data changes converted into Position Management on December 1st?

No, future-dated positions were not created automatically in the conversion. Some departments submitted future-dated positions during the Data Collection exercise, and these positions were manually created for the departments.

Will Positions ever get deleted or inactivated?

Positions will not be deleted in order to maintain a historic record. However, it is possible that a position will be inactivated as business needs change. A position in HCM can only be inactivated when no employee currently holds that position. As with position creation and approval, a general business process is currently being developed with Central Human Resources. The process can vary depending on the departmental business process.

How are new Positions approved and created?

The Position Management Team along with Central Human Resources documented the position approval and position creation processes. The Future State Position Management Process Workflow Map is available on the Position Management website. It is possible that the approval process will vary depending on your departmental business process.

Will I (or my staff) be able to hire a person without knowing the Position number?

No. All hires, with the exception of contingent workers/affiliates, must be linked to an HCM position. The main job page cannot be saved without a position number.

Is anything changing in Job Data in HCM, and thus potentially impacting how an employee is paid?

No. Besides populating the position number, no HCM Job Data will be changed as a result of implementing Position Management. Current edits that exist on the job will continue to exist. Additionally, the interface to PPS will NOT be impacted by the introduction of Position Management.

When can I create a position?

Positions should be created after they have been approved. Though one of the greatest benefits of Position Management is that it can retain and manage vacant positions, only vacant positions that are approved and intended to be filled should be active in HCM.

What actions in HCM will be impacted by Position Management?

Many Human Resources processes in HCM will be impacted by Position Management, though, in a minimal way. Departments will still use Job Data and Person Data as they have been using them. Similarly, processes for approving positions, creating a job post in TAM, and recruiting will remain mostly unchanged. However, processes like hiring a person into a position and reclassifying a position will now also include Position Data. Other processes that will be impacted include (and are not limited to):

  • Managing hires – Processing a new hire through TAM
  • Updating payroll funding
  • Add an Academic POI (Person of Interest) as an Employment Instance
  • Rehire a Former Employee
  • Transfer an employee into a department