IT Hiring & Staffing Actions

Recruiting Guidelines & Practices

We have developed this comprehensive guide to help managers through the hiring process from writing the job description all the way through onboarding new staff. The guide has integrated diversity and inclusion best practices into each step of the process to help with our goal of achieving a more diverse campus IT workforce.

IT Staffing Actions

Please note that some minor HR action does not require the SAF or full approval process as noted below and can be submitted by the manager or the Department Budget Officer in charge of your unit.

Full list of all staffing actions and forms:

  1. Choose the "Required Action" and complete the corresponding documents and forms.
  2. Submit the request using the IT Staffing Action Form (SAF) to obtain internal approvals.
  3. Once internal approvals are given, the SAF Administrator submits a BRS ticket for processing. BRS will contact the preparer if additional information is needed.
Required ActionDescriptionRequired DocumentsSubmitted by

Affiliate Appointment - Extend or Renew

Use to extend or end affiliate appointments.

Affiliate Request - New Use to give non-employee access to systems within UC Berkeley.
  • Complete the Berkeley Regional Services Affiliate Powerform and once signed,  download a copy and forward it to bIT PPC
    Do not submit the form yourself to BRS. If this is for a contractor, ensure that there is an approved contract in place before submitting the Affiliate ID request.

Appointment Extension / Renewal

Use to extend a contract of employment, or extend limited or student appointment. Please note that limited appointments should not exceed 900 hours on a 12-month rolling period. Students are eligible to work for one semester after graduation.

Appointment Percentage Change

Use to increase or reduce appointment percentage.


Use to classify a new position or an existing position, if recruitment not following immediately. To classify a position to recruit, please use the Recruitment/Hire action type (below). There is an option to select "needs classification review" on the Staffing Action Form.

Classification Process for Non-Represented Positions

Classification Process for Represented Positions

Berkeley Job Builder

Leaves Use to notify the HR Center that an employee is taking leave (FMLA, pregnancy, disability, etc.).
  • Submit your request directly to the Leaves Coordinator using the Berkeley Regional Services (BRS) HR Service Hub. Once logged in, select Employee Changes>Leaves. You may add our Sr. HR Business Partner, Carole Salerno to the ticket. 
Reclassification Use to request a reclassification of an employee's position due to changes in job duties. Manager to SAF Administrator
Recruitment-Hire (For Career, Contract and Limited Appointments)

Use this form to recruit for a position that has been classified. Jobs will be posted on via Talent Acquisition Management.

Appointment Types:

Career Employee: Appointed at 50% or more for 1 year or longer; or conversion to career status when a limited position exceeded 1000 hours on pay status in a 12-month period.

Limited Hire: For temporary and project-focused operational needs. Department authority for limited hires up to 900 hours in a 12-month rolling year.

Contract: For non-represented PPSM titles only. Contract appointments to have definitive end date; employment contract provided by Employee Relations. Recruitment data to remain in TAM as system of record including pertinent EEO data.

Recruitment Phase:

Hire Phase:

Manager to SAF Administrator

Recruitment-Hire Student (Non-GSR)

Use to recruit and/or hire for a Student Assistant (Non-GSR).

Manager to

SAF Administrator

Rehire-Extend Retiree Use to request to rehire or extend a UC Berkeley retiree. Campus rehire retiree approval procedure must be completed before BRS can process.

Manager to

SAF Administrator

Salary Adjustment Use for any increase to base salary that is not part of the annual merit program or IST/OCIO annual compensation review. Manager to SAF Administrator
Separation Use to notify HR that an employee is leaving (whether they are leaving UC Berkeley completely, or moving to another department). Manager
Supervisor Change Use to change supervisor information on the employee’s job record. Department Budget Officer
Waiver of Recruitment - Hire

Use to obtain an exception to the recruitment policy, allowing a specific individual with unique skills to be hired without listing the position for open recruitment and advertisement. It is preferable to list all positions through the TAM system to allow equal access and opportunities for applicants.

Waiver of Recruitment

SAF Administrator