Onboarding Resources
As a new UCSD employee within our area, there are several items to be informed about in order to be fully set up. We have compiled all onboarding resources for employees to refer to and ensure they are well informed regarding mandatory trainings, payroll, and university requirements.
Background Checks
Background checks are required for all new university hires. Individuals are not allowed to start their new position until all applicable background clearances are received. Please keep note that the departments are responsible for the cost of background checks.
For all career, contract, and limited appointments, a background check via Live Scan must be conducted. Consumer Report may be used for any new hires that are out-of-state at the time of onboarding.
Effective October 30, 2023, UC San Diego Central HR requires a pre-employment background check for all incoming student employment positions via Consumer Reports. This information will be added to all upcoming Handshake postings.
For all career, contract, and limited appointments, a background check via Live Scan must be conducted. Consumer Report may be used for any new hires that are out-of-state at the time of onboarding.
Effective October 30, 2023, UC San Diego Central HR requires a pre-employment background check for all incoming student employment positions via Consumer Reports. This information will be added to all upcoming Handshake postings.
UC Path Setup
UCPath is the system in which you will manage your employee data (e.g., contact information, earning statements, set up direct deposit, etc.). When you have a moment, you should log in via the instructions below, and verify that your information is correct and update any necessary information. You will be able to log in using your Active Directory and/or Business System ID’s.
Establish your Employee Self-Service Portal in UC Path
The UCPath online self-service portal will provide you with 24/7 access to your HR and Payroll information from your desktop, laptop, tablet or mobile phone.
- Login to ucpath.universityofcalifornia.edu.
- Select University of California, San Diego from the location list
- Enter your UCSD email address and password to login (from Step 1)
- Verification & Security Questions
From the homepage, scroll down to the two drop-down menus next to each other: Personal Information and Income and Taxes. Please complete the following forms under the Personal Information and Income and Taxes drop-down menus:
A) Personal Information
- Personal Information Summary
- Employee Disclosures
- Patent Acknowledgement
B) Income and Taxes
- Direct Deposit
- CA State W-4 (DE-4)
- Federal Withholding (W-4)
COVID-19 Vaccination
In accordance with the UC COVID-19 vaccine mandate, the University of California requires, with few exceptions, that all students, faculty, and staff be vaccinated against the COVID-19 virus.
Please be sure to follow the Documentation Process. You must follow this particular process to ensure that the vaccination status is not only recorded, but that you also consent within MyChart to that information being shared with the University.
For exceptions or deferrals, please click here. You will be considered compliant with policy even if a decision is still pending.
If you have trouble reporting your vaccination status, after reviewing the instructions in the Documentation Process, please contact the UC Vaccine Mandate Responsible Office at SDVaxRO@health.ucsd.edu for assistance.
Training
The trainings below are required for employees who work in Student Affairs.
- General Compliance Briefing: UC Ethical Values and Conduct
- UC Sexual Violence and Sexual Harassment Prevention Training for Staff
- UC Cyber Security Awareness Fundamentals
- FERPA - Confidentiality of Student Records and Privacy Rights
- CANRA – California Mandated Reporter*
- Clery Act Training for Campus Security Authorities (CSAs)
- Safety Orientation: Injury illness Prevention
- UC Abusive Conduct in the Workplace
All trainings can also be searched in the UC Learning Center. These trainings are mandatory.
*Only those positions deemed mandated reporters are required to complete this course. Almost all positions within Student Affairs are mandated reporters under CANRA. If you are unsure whether or not this applies to you, please connect with your assigned HR Analyst.
Timekeeping/EcoTime
The system used to track employee timesheets is EcoTime.
To review a how-to guide on reporting hours and exceptions, please review the resources below.
Non-Exempt/Hourly Employees
Retroactive Timesheet Entry (Non-Exempt)
Exempt/Monthly Employees
Retroactive Timesheet Entry (Exempt)
A recorded training is also available here and titled “Employee Training: Bi-Weekly and Monthly”. This is not required training, but serves a resource should you need it.
Forms
Work Location Form
All employees are required to complete a Work Location Form (and to update this form should their assigned work location change). You can complete this form here: Work Location Tool
Flexible Work Arrangements
If your position is eligible for flexible work arrangements (hybrid, remote, alternate schedule), please review the policy and complete the appropriate forms here: Flexible Work Arrangements
I-9 Employment Verification
All new hires are required to under the I9 process, which verifies employment within the US. This must be done in person. The HR team has scheduled weekly in-person sessions for completion of the I9. Please review the schedule below along with the designated HR Representative:
Wed 3/13 – 9 am – 11:30 am – Renaudo
Wed 3/20 – 9 am – 11:30 am – Lawrence
Wed 3/27 - 9 am - 11:30 am - Renaudo
Wed 4/3 - 9 am - 11:30 am - Fairoza
Wed 4/10 - 9 am - 11:30 am - Jessica