Employment Resources

Hiring New Staff / Filling a Position

All HR actions require prior approval from your unit manager or director. Please refer to the ITS Hiring Toolkit for step-by-step hiring instructions.

Instructions for Employee Action Requests (EAR):

All employee action requests must go through the ITS Classification Review Committee (CRC).

Below is the process:

  • Director briefs VC IT and BRM director on proposed action, completing the ITS Classification Review Committee Briefing Template.
  • Director (and relevant manager/supervisor) works with Laurie Swan to complete reclassification packet.  Packet includes Employee Action Request (EAR) form, both old and new job descriptions (in Career Tracks template and set to Track Changes) and org chart. Laurie will log and send finalized packet to CRC mailing list.
  • If needed, director/manager/supervisor schedules preliminary meeting with Assistant Compensation Manager (Maria Gonzalez-Ivens) to brief her on particular request.
  • Maria will contact Laurie to schedule CRC meeting as needed, including Maria (and relevant supervisor/manager if needed)
  • Committee meets, reviews request and comes to a recommendation.
  • Maria communicates outcomes to relevant Director, VC IT and BRM Director
  • Director presents outcomes/decisions to SMT
    • Compensation is determined between the VC IT, relevant Director, BRM and SHR
  • Approved packet is submitted to SHR/Compensation with salary recommendation via Laurie Swan

Hiring Student Employees

To hire a student, follow these instructions:

      1. Obtain supervisor approval

      2. Obtain FOAPAL from your budget analyst 

      3. Contact Stephanie Sullivan, Staff HR, to obtain a user ID and password for the Employee Request System.

      4. Go to the Career Center web site to initiate the hiring process 

Please contact Stephanie Sullivan for more information on how to hire a student employee.

Hiring a Temporary Employee

There are a number of UC contracted providers of temporary staffing services.

To request a temporary employee from any of these agencies, follow these instructions.

      1. Obtain approval from your supervisor and director (temporary staffing must have Senior Management Team consent)

      2. Go to Procurement’s Temporary Staffing site and follow the steps.

      3. Notify Laurie Swan once you have submitted the Staffing Request Form. She will then submit the purchase requisition to the staffing agency.

The provider will work with you to find the candidate best suited for the position.


Upon notification from Staff HR that an employee has been hired, Laurie Swan will send an email notice to the supervisor and other key ITS personnel who facilitate the onboarding process. Please see the Supervisor Onboarding Check List (PDF) for actions required by the hiring supervisor.


Upon notification from Staff HR that an employee is separating, Laurie Swan will send out an email notice to the supervisor and key ITS personnel who facilitate the offboarding process. The supervisor is required to review, complete and sign the Supervisor Separation Checklist (PDF) and send to Laurie Swan at ITS Scotts Valley within 10 days after the employee’s separation.

The checklist may also be used when an employee’s role changes. For example, if an employee moves from one ITS unit to another, such that if in the departing unit they held responsibilities, accounts, keys, passwords, etc. that they will not be taking to their new unit.

Google Apps Offboarding

Click here to learn about Google Apps offboarding recommendations for someone who is leaving UCSC or changing positions.


Telecommuting is the relocation of an employee’s work site either to her/his home or to another closer-to-home work site provided by the university. It is an assignment that a department may choose to make available to an employee when a mutually beneficial situation exists.

Please complete the ITS Telecommuting Agreement. Make a copy for yourself and send the original to Laurie Swan at mailstop: ITS Delaware.

For more in depth information about Staff HR procedures, forms, and information, please visit the Staff HR website.