Dual Appointments - UC Berkeley Local Procedures

Dual Appointments - UC Berkeley Local Procedures

NOTE:

Dual appointments are rare; they are only permitted on an exception basis, provided that all the required criteria are met, including approvals coordinated through Central HR Policy and Practice.

Dual appointments (on the Berkeley campus) occur when a staff employee who holds a staff position and:

  1. Takes on additional time in the employee's home department, but in a different job than the employee's primary appointment; or
  2. Takes on an additional appointment in another department or classification[1];

The result in appointments will total more than 100% time. Part-time staff appointments that total more than 100% may also be permitted.

The second appointment may also be an academic appointment[2].

If approved, a staff employee may be permitted to receive an additional appointment for work in another department, or in a different classification in the same department. This policy does not apply where a staff employee wants to teach a regularly scheduled University Extension (UNEX) course, or Summer Sessions course, provided the teaching and related duties are performed exclusively outside of the employee's regularly scheduled work hours.

I. Related Policies

  1. Personnel Policies for Staff Members (PPSM): Employees not covered by a collective bargaining agreement:
  2. Contract Articles: Employees covered by a collective bargaining agreement.

II. Criteria

Full time staff members may receive an additional appointment for work in another department or in a different class in the same department, provided that each of the following criteria are considered (before a dual appointment action is approved):

  • The additional appointment will not exceed a total of twelve (12) calendar months. If dual appointments are necessary beyond the initial twelve month approval period, a new Request for Dual Appointment Form must be completed;
  • The employee's current supervisor and unit head and the requesting supervisor and unit head agree to the dual appointment arrangement.
  • The employee's position is in the Professional & Support Staff personnel group;
  • There is a legitimate business reason to approve dual employment, such as the employee has special skills or qualifications to perform the work; 
  • The additional appointment is at the same location as the employee’s full-time appointment and consists of duties that are different from the employee’s primary job;
  • The additional appointment does not exceed 20 percent;
  • The duration of the additional appointment does not exceed twelve calendar months; 
  • The time worked in the additional appointment will not have a negative impact on the employee’s performance; and 
  • The employee’s full-time department head agrees to the arrangement. 

III. Compensation for Dual Appointment

PPSM 30 (L) provides that an employee who is appointed at 100% time shall not receive additional compensation for any work that is related to the employee's appointment, except for overtime earned by non-exempt employees, payments for teaching regularly scheduled University Extension courses, Summer Sessions courses, and administrative stipends.

The work schedule should be coordinated between the employee's two departments to ensure that the employee is compensated for the correct number of hours at the appropriate rate of pay.

  1. Payment for Exempt Staff when the Additional Appointment is Exempt: Both appointments should be paid at the same time every pay period for the duration of the dual appointment.
  2. Payment for Exempt Staff when the Additional Appointment is Non-Exempt: If an employee works full time (100%) in a classification that is exempt from overtime and works additional hours in a classification that is non-exempt and subject to overtime, no overtime will be paid as long as the additional hours worked in the non-exempt classification do not exceed 20% of the total hours worked per week. If the additional hours worked in the non-exempt classification exceed 20% of the total hours worked in the workweek, all additional hours worked in the non-exempt classification are paid at the overtime rate.
  3. Payment for Non-Exempt Staff when the Additional Appointment is Exempt: When an employee works full time in a classification subject to overtime and the additional appointment is exempt from overtime, the time worked in the additional appointment is subject to compensation at the overtime rate.
  4. Payment for Non-Exempt Staff when the Additional Appointment is Non-Exempt: When an employee works full time in a classification that is subject to overtime and then works additional hours, all hours worked in excess of 40 hours per week will be paid at the overtime rate. Both the department in which the non-exempt employee works full time and the department requesting the dual appointment may be responsible for paying overtime depending on when the employee works over 40 hours per week.
  5. Payment for Staff Teaching a Course in UC Summer Sessions: When an exempt or non-exempt employee teaches a course in Summer Sessions, he or she will receive 1/9th of the amount of his/her appropriate level on the lecturer scale as determined by the employee’s academic department and the terms of the collective bargaining agreement or the Academic Personnel Manual, as appropriate. Summer Sessions will pay the employee 1/9th of their salary at that scale over the length of the Summer Sessions course. Employees are only eligible to teach one Summer Sessions course at a time. The hiring department should consult with their Human Resources representative before hiring an employee who will hold exempt and non-exempt positions simultaneously.

IV. Process

The Hiring Manager should consider whether there is a need to complete a Dual Appointment Request Form if the selected candidate is a current UC Berkeley employee. Consider other options, including the possibility of temporarily allowing the employee to reduce the percentage of time in his/her current position. If the Hiring Manager determines that dual appointments are necessary, he/she should ensure that all the criteria outlined in Section IV of the policy are met.

Prior to creating a dual appointment, departments should consult with Central HR Compensation.

The Hiring Manager consults with the employee's current unit head to reach an agreement on dual appointment. If an agreement is reached, the Hiring Manager should prepare a Dual Appointment Request Form that summarizes the agreement. Both unit heads, supervisors, and the employee must sign the request form. The Hiring Manager should then forward the completed request form to AskERU@berkeley.edu.

V. Approvals and Review

The employee's current supervisor and unit head, and the requesting supervisor and unit head are authorized to approve dual appointment actions after fully reviewing and addressing the criteria listed in Section IV of this policy. Each supervisor and unit head must agree to and approve the dual appointment action.

After the form is submitted to Central HR Policy and Practice for its review:

  • Central HR Policy and Practice will coordinate approval with Central HR Compensation, and review by Academic Personnel (if applicable).
  • Central HR Policy and Practice will notify the submitting departments upon completion.

 



[1] Sometimes the employee is shared across more than one unit

[2] The academic appointment should have a percentage