AS Internal Affairs / Operations Updates

August 4, 2020
1. As we continue to fulfill our responsibilities within ongoing COVID-19 realities, it is important for all staff to work closely with their supervisors to discuss workload issues. In addition, as we are approaching the annual evaluation time period, all staff should develop a self assessment plan of their work over the past year, and submit them to supervisors as soon as schedules allow so there is plenty of time to edit/discuss with everyone’s respective supervisor. After receiving self assessments, supervisors will need to schedule evaluations in order to meet deadlines.
 
For those new to the evaluation process, or those needing a refresher, UCSB Human Resources provides general guidelines and the Employee Self-Assessment Form on its Current Employees – Performance Evaluations webpage located at this link: https://www.hr.ucsb.edu/current-employees/managing-my-performance/performance-evaluations.
 
2. AS Admin is in need of sending materials to all staff members and to facilitate this, is requesting updated mailing address info from each of you. Please send your current mailing address information (including zip code) to your manager as soon as possible. Managers – please follow up with each of your staff to ensure you have a complete list of mailing addresses and email them to Anjum by this Friday, August 7th.
 
3. In addition t0 the mailing address request, Lili has asked that any staff members who have moved in the past year or are new to the department please complete the Emergency Contact form to update their information. This is department-specific to AS and does not replace the need to update information in UCPath. Please see Lili’s August 3rd email message for the related Google Form link.
 
4. The Gateway procurement portal will be unavailable this Thursday, August 6th, from 12:01am – 6:00am due to campus IT conducting a core router installation process. So any of you early risers planning to place a Gateway order that early morning, please revise your plans accordingly.
 
5. Sean recently posted a helpful reminder in the Slack General channel to be sure to check your junk email folder stating that while Google is pretty good about sorting thru and separating the spam from important messages, it isn’t perfect. So please check in case something legitimate is hiding in that folder.
 
6. If you have held on to a campus parking permit but do not foresee the need to retain it (or pay for it) for the upcoming Fall quarter, you can cancel your permit remotely by completing a Permit Refund Form located on the Transportation & Parking Services Parking Permit Cancellation webpage at this link: https://www.tps.ucsb.edu/news/parking-permit-cancellation. To complete the request, you will need to include a photo of your permit cut in half to show it has been destroyed (the form will allow you to add an attachment).
 
 
7. The campus Employee Engagement Workgroup continues to sponsor the “Did You Know” series of messages to highlight campus programs and activities that are available to UCSB staff. The announcement will be sent biweekly throughout the academic year. The messages are archived and available on the Staff Assembly website at: http://www.staffassembly.ucsb.edu/did-you-know.
 
8. The campus Library announced in a July 29th email that they are now offering pickup and mail delivery services for students, faculty, and staff to access Library materials. Should a need for research materials arise, you can find instructions for requesting materials on the Library website here: https://www.library.ucsb.edu/news/pickup-and-mailing.
 
9. REMINDER: per last week’s request, we are asking supervisors to review the UCSB Temporary Remote Work Agreement documents for each staff member they supervise and update the schedule information as needed and as it pertains to both work days/hours as well as whether each day reflects a remote or an on-campus work location. If an indicated schedule is current, then there is no need to provide an update. For those needing updates, supervisors can provide those details in an email message (please email copying Marisela, Ed, and Lili).
 
The department also needs workspace inventory updated in two areas. For all furniture or equipment (including computers) transferred from on-campus workspaces or ordered specifically for remote work spaces, supervisors please coordinate with each of your staff the completion of a UCSB Receipt of University Equipment worksheet located on the campus HR website at this link: https://www.hr.ucsb.edu/sites/www.hr.ucsb.edu/files/forms/Receipt_of_University_Equipment_Form.docx. (please email copying Marisela, Ed, and Lili).
 
In addition, Sean has requested that all remote computer equipment inventory be updated for each staff member at this link: https://staff.as.ucsb.edu/relocated-equipment/. Each staff member should complete this individually if you have not already done so.
 
Please complete these updates by this Friday, August 7th.
 
10. REMINDER: Please assign your Gateway shopping carts to your manager for order approval / finalization. If you do not see your manager listed as a shopping cart assignment option, please contact Ed. 
 
11. REMINDER: face masks continue to be available in packs of 10 in AS Admin for all career and student staff. Pick up remains available Mondays thru Thursdays from 12pm until 2pm, first with advanced approval from Marisela (send her a request) and advanced notice of intended pick up day/time to Anjum (via Slack or email). Please wait for confirmation from Anjum before going to AS Admin for pick up.
July 28, 2020
1. With the ongoing need to maintain our remote work locations, the department is in need of keeping related staff work schedules and workspace equipment inventory information current. To accomplish this, we are asking supervisors to review the UCSB Temporary Remote Work Agreement documents for each staff member they supervise and update the schedule information as needed and as it pertains to both work days/hours as well as whether each day reflects a remote or an on-campus work location. If an indicated schedule is current, then there is no need to provide an update. For those needing updates, supervisors can provide those details in an email message rather than sending in a new document (please email copying Marisela, Ed, and Lili).
 
The department also needs workspace inventory updated in two areas. For all furniture or equipment (including computers) transferred from on-campus workspaces or ordered specifically for remote work spaces, supervisors please coordinate with each of your staff the completion of a UCSB Receipt of University Equipment worksheet located on the campus HR website at this link: https://www.hr.ucsb.edu/sites/www.hr.ucsb.edu/files/forms/Receipt_of_University_Equipment_Form.docx. (please email copying Marisela, Ed, and Lili).
 
In addition, Sean has requested that all remote computer equipment inventory be updated for each staff member at this link: https://staff.as.ucsb.edu/relocated-equipment/. Each staff member should complete this individually if you have not already done so.
 
Please complete these updates by Friday, August 7th. Going forward, we will need to update these documents every quarter, including the UCSB Temporary Remote Work Agreement form for each staff member.
 
2. Associated Students has received 10,000 thermometers for distribution amongst the local community (not exclusively to students). These were purchased by a collective fund of the 2019-2020 Executive Officers and as part of a larger order (and a resulting great price) with two other campus departments – Student Health and Health & Wellness. Plans are being finalized for the first distribution of 3,000 taking place soon in Isla Vista through the Pardall Center.
 
3. The AS IT team is in the process of implementing new computer equipment management software. In addition to helping the IT team manage the large number of computers in the department, the software should also improve help ticket responses. Part of the implementation process is to ‘enroll’ all AS computer devices into the software database. To do so, Oscar will soon be reaching out to each staff member to facilitate individual enrollments, so please make yourself available once he contacts you.
 
4. In an email message this morning (7/28), Campus HR and the Office of the President announced a temporary change in the UC’s Absence from Work Policy. The change will allow eligible policy-covered (non-represented) staff to use accrued sick leave if they are unable to work or telework because their children are not able to physically attend their school or place of care due to COVID-19 precautions. The change is effective 7/1/2020 through 12/31/2020. The full article is posted on UCNet at: https://ucnet.universityofcalifornia.edu/news/2020/07/eligible-staff-may-now-use-accrued-sick-leave-for-child-care-reasons-due-to-covid-19.html.
 
5. In a July 24th email message, the UCPath Center announced the implementation of a new phone system that will allow remote UCPath Center representatives to support UC employee calls. This service will begin on Monday, July, 27th at 8:00am. Specific information from the message includes:
 
  • The UCPath phone number is (855) 982-7284.
  • Business hours are 8 a.m.- 5 p.m., Monday-Friday starting July 27, excluding UC holidays.
  • Representatives will ask callers to authenticate with their eight-digit date of birth and last four digits of their social security number.
  • To ensure the UCPath Center addresses employee questions or issues, callers must inform the UCPath associate if they are calling about an open inquiry.
 
6. Vice Chancellor Margaret Klawunn provided a Division update in a July, 23rd email message. Of particular note was a request to complete a brief survey on how each staff member is currently doing (survey can be found here: survey). In addition, the Vice Chancellor announced an upcoming webinar scheduled for August 14th from 3pm – 4pm where information will be shared on University planning and a check in on some Division work. Please keep a look out for an invitation that will be sent soon.
 
7. Campus Career Services announced a virtual career fair for Fall hiring of students to on-campus positions in a July 24th email. Registration for on-campus departments/organizations will be free and will be available beginning on August 7th. The virtual job fair is scheduled for September 29th from 10:00am until 12:00pm. Please see the message for more details or contact Career Services with questions at careerevents@sa.ucsb.edu.
 
8. Campus Procurement announced in a July 21st email message that the University has prohibited the sale, procurement, and distribution of packing foam. This went into effect January 1, 2020 and is being announced again as a continuing effort for the campus to meet its Zero Waste goal. Please see the message for more details or you can visit the UC Sustainable Procurement page for more information at this link: UC Sustainable Procurement.
 
9. REMINDER: the Employee Satisfaction & Retention committee has requested that AS career staff complete a ‘pulse check’ survey that is meant to gauge how staff feel about their work/life balance, roles and responsibilities, supervisor relationship, and more. The survey is anonymous and has a deadline of tomorrow, Wednesday July 29th. If you have not already done so, you can complete the survey at this link: https://asucsb.qualtrics.com/jfe/form/SV_5BWMvu9oAFNxT8N.
 
10. REMINDER: face masks continue to be available in packs of 10 in AS Admin for all career and student staff. Pick up remains available Mondays thru Thursdays from 12pm until 2pm, first with advanced approval from Marisela (send her a request) and advanced notice of intended pick up day/time to Anjum (via Slack or email). Please wait for confirmation from Anjum before going to AS Admin for pick up.
July 21, 2020
1. We are still in need of responses with the COVID-19 Work Survey. This survey is critical for providing a clear understanding of the hard work, challenges, and adaptations that have taken place in the department to date as a result of COVID-19. If you have not already taken the survey PLEASE do so by this Friday, July 24th – we need to have full participation. If you have already taken the survey, you are invited to do so again should you have additional information to add. In either case, please do not anonymize your responses. Again, this is an effort to create clarity and bring to light the great work you all are doing despite the challenging impacts of the COVID-19 crisis. The survey can be found here: https://asucsb.qualtrics.com/jfe/form/SV_9QPAI7j4O0i24OF.
 
2. AS Finance and Budget continues to transition responsibilities from Cindy to Anjum including workflow steps for Gateway orders. This, coupled with a number of new career staff additions to the department over the last few months, is prompting an update on the Gateway orders workflow process. While there will be a review on this in an upcoming Staff meeting, in the interim, please feel free to contact Ed, Cindy, or Anjum if you have any questions with a Gateway order. As usual, you should assign your Gateway shopping carts to your manager for order approval / finalization. If you have previously been assigning carts to Cindy, please make the adjustment to your manager. 
 
3. Chancellor Yang provided a new update focused on COVID-19 budget impacts. Given the ongoing fluid situation of the crisis, UCOP and individual campuses continue to develop plans to mitigate financial impacts and reduce costs by developing a  range of financial scenarios. The UC is also pursuing Federal stimulus support to help offset budget shortfalls. You can view message details here: https://chancellor.ucsb.edu/memos/2020-07-17-covid-19-update-addressing-budget-impacts.
 
4. Campus HR announced in a July 15th email that a new paid family leave benefit for UC faculty and staff has been recommended by the UC’s Council of Chancellors. Supported by President Napolitano and systemwide HR, the benefit provides eight weeks of leave at 70% of wages for UC faculty and staff who need time off to care for a seriously ill family member or bond with a new child. The benefit is scheduled to become effective July 1, 2021. Further details can be found at: https://ucnet.universityofcalifornia.edu/news/2020/07/new-paid-family-leave-benefit-approved-for-uc-faculty-and-staff.html
 
5. The UCPath Center announced in a July 14th email that Google has begun releasing updates to the Google Chrome browser. This update may affect access to UCPath applications when using Google Chrome. Should you encounter the error message when logging on to a UCPath application, the following action is recommended:
 
a. Retry the UCPath application by manually entering the URL (example: ucpath.universityofcalifornia.edu) into the web browser or using your browser history
b. Navigating again to the URL will allow access to the application after the failed attempt.
 
If the error message persists (after taking the above action), contact UCPath at https://ucpath.universityofcalifornia.edu and click on “Ask UCPath Center” to submit an inquiry.
 
6. Student Affairs provided an update on information and resources to support undocumented students in a July 21st email. Included in this message are details on a series of webinars hosted by the UC Immigrant Legal Services Center’s attorneys, presenting information on first-time DACA applications and any relevant updates on DACA at the time of the webinars. Webinars are scheduled for:
 
Thursday, July 23 at 6:00pm
Friday, July 24 at 12:00pm
Monday, July 27 at 11:30am
 
You can join a webinar at the following link: https://bit.ly/uc-firsttimedaca
 
7. In a Thursday, July 16th Slack message (Staff channel), Sean requested that each staff member who has moved any piece of computer equipment to their remote work location to please update the related inventory location information. Please log in at this link to complete your individual update: https://staff.as.ucsb.edu/relocated-equipment/.
 
8. REMINDER: if you are in need of freshening up your assortment of Zoom backgrounds, check out the great selection on the AS website at https://www.as.ucsb.edu/virtual-background-for-zoom/.
 
9. REMINDER: as was previously reported, the AS Authorized Signers process for requisitions has been moved online. There are still a number of staff that need to update their signatures for the new fiscal year AS Requisitions approvals for their respective areas. Please take time to log in at https://signers.as.ucsb.edu/ and complete the update process if you have not already done so. Please also follow up with those students needing to do the same in any groups you advise.
 
10. REMINDER: Lili is currently out of the office until Monday, July 27th. For HR matters please contact Marisela at marselam@as.ucsb.edu. For student staff new hires, I-9’s or other non-payroll questions, please contact Katherine at katherinek@as.ucsb.edu. For UCPath, Kronos and payroll inquiries, Lili will respond upon her return. Please be sure to approve time cards by next Monday the 27th for payroll and to minimize the impact on Lili for follow-up on her return.
 
11. REMINDER: face masks are available in packs of 10 in AS Admin for all career and student staff. Distribution will be done through the AS Admin office Mondays thru Thursdays from 12pm until 2pm. Please submit an email request in advance to Marisela. Once you have her approval, please provide advanced notice to Anjum (Slack message or email) with day and time (within previously mentioned open hours) that you or a student staff member will be coming by to pick up the face mask pack. A signature will be required to acknowledge pick up.
 
12. REMINDER: As we approach the end of another month, please send any COVID-19 related expenses you incurred this month to your manager. Managers – please consolidate and send Ed any related updates you receive from your area staff so we can include the costs in the monthly report to the Division.
July 14, 2020
1. As was mentioned in last week’s update, the department has received face masks for distribution to all career and student staff members. Distribution (in packs of 10) will be done through AS Admin, Monday thru Thursdays from 12pm until 2pm. Please submit an email request for the masks in advance to Marisela. Once you have her approval, please provide advanced notice to Anjum (Slack message or email) with day and time (within previously mentioned open hours) that you or a student staff member will be coming by to pick up the face mask pack. A signature will be required to acknowledge pick up.
 
2. Regarding this Fall, if the Campus continues with hybrid instruction plans, Residence Life will be conducting an extended move in schedule and students will begin moving in to the residence halls beginning on September 11th. Move ins will continue over the next 17 days from that date. For those of us who do programming at the beginning of a normal academic year, we may want to consider offering programs earlier to capture some of the students who will be on campus a full 2 weeks before the beginning of Fall quarter.
 
3. A bit of good news from Campus HR – rehire and extension requests for retirees no longer need to go through the temporary Job Opening Review process that was set up during the current hiring pause. The previous, less time-intensive process is now back in place. While specific to only one category of staffing, it is none-the-less welcome and indicates that HR processes are still being reviewed and improved where possible.
 
4. Campus HR announced in a July 9th email that a temporary increase to the vacation accrual maximum for policy-covered staff has been implemented. This is in response to increased workloads and travel restrictions due to COVID-19 and will allow policy-covered (non-represented) staff to exceed the vacation accrual maximum through December 31, 2020. The full notice is posted on UCnet at: https://ucnet.universityofcalifornia.edu/news/2020/07/unable-to-use-your-vacation-accruals-due-to-covid-19.html.
 
5. Please note that the AS Cashiers & Ticket Office is currently open on Wednesdays from 11am to 1pm for deposits processing only.
 
6.  The Gateway portal will be unavailable beginning this Friday, July 17th at 6pm until Sunday, July 19th at 9am for a version upgrade. You will not be able to place orders or access any information on the site during this time.
 
7. As was announced on July 8th, the UC has a new President – Dr. Michael V. Drake. You can read the full announcement and background details on Dr. Drake here: Read Dr. Drake’s full bio here.
 
8. In a July 8th email, the campus Chief Information Security Officer, Sam Horowitz, provided warning that a COVID-19 contact tracing program scam is emerging. In essence, legitimate services will not ask for money or personal information, or ask you to download or click on anything. Please see Sam’s message for further details.
 
9. Given the additional stresses we as staff are experiencing as a result of COVID-19 impacts, the UC issued a reminder that there are numerous mental health resources available to staff. A summary of those resources can be found here: Here is a roundup of UC mental health resources.
 
10. CORRECTION: the AS Food Bank is currently open for food distribution during summer on Wednesdays and Fridays from 10am – 2pm or until food runs out (distribution hours were incorrectly indicated last week as until 3pm).
 
11. REMINDER: as was mentioned in a previous update, the AS Authorized Signers process for requisitions has been moved online. If you have not already done so, please take time to log in at https://signers.as.ucsb.edu/ and complete the update process so you can approve/sign AS Requisitions (this needs to be updated every fiscal year). Please also follow up with those students needing to do the same in the groups you advise.
 
12. REMINDER: the second of two recently announced UCPath outages is this Friday at 10pm until 6am on Monday, July 20th. During these times, neither employees nor functional users will have access to the system.
July 7, 2020
1. The department just received face masks for staff and would like to coordinate distribution to all career and student staff members. This will be done so in packs of 10 from AS Admin for personal use now and throughout the upcoming academic year. Please schedule in advance with Anjum a day/time to pick up your mask pack during a future planned visit to campus. For those out of the area, please inquire with Anjum to arrange the pack to be mailed.
 
2. Shortly after we all transitioned to remote work locations, all supervisors were asked to create work plans with their staff and to engage with regular check-ins and updates to those plans. To reiterate, this is an ongoing expectation. Should this not be current in any areas, supervisors should reengage by making sure that there are two-week work plans in place for each staff member. Work plans should clearly address daily responsibilities including specific assignments, any professional development, and any approved time-off. Again, these work plans should be renewed or updated regularly.
 
3. It is becoming apparent that both staff and students are increasingly in need of returning to AS physical spaces. Given this, it is vital that we establish clear expectations, rules, and oversight plans for the safe use of staff and student spaces within COVID-19 limitations. Please take the time now to review and discuss what makes sense for keeping people consistently safe in each of your areas.
 
4. Should you not have already seen JudyAnn’s Slack post, she is requesting that all staff review their AS website profile information for accuracy at https://www.as.ucsb.edu/about/staff/. If your profile needs updating, please use the form located at the following link: https://staff.as.ucsb.edu/staff-profile-update/ (since most fields are mandatory, if you are only updating one field, put ‘xx’ in the others so you can submit).
 
5. As was mentioned at last week’s staff meeting, previous AS Internal Affairs / Operations Updates are archived for reference on the AS website under the Staff options at this link: https://www.as.ucsb.edu/about/staff/as-internal-affairs-operations-updates/. These are being made available for everyone to access and to also share with student employees and student leadership. In particular, it’s important to refer to them to demonstrate how many decisions have been centralized by University Administration and we are simply reflecting them to each other and compliance is expected (e.g. freeze on salaries for all, students included).
 
6.  If you are planning to place a Gateway order from Office Depot to be shipped to a remote work location, please consider ordering from Amazon instead as remote shipments from Office Depot have been experiencing issues as of late. Please also turn in to AS Admin the shipping labels for any orders shipped directly to private homes.
 
7. In case you were not aware, the UCSB Staff Assembly distributes a weekly newsletter known as the Gaucho Voice Staff Edition, that provides UCSB staff access to information about staff-related opportunities, events, and issues. Distribution is voluntary, so to be added to the list, send an email to ets-gvse@ucsb.edu. In addition to receiving information, there may be an opportunity for AS staff to contribute. If you have a topic that may be of interest to the campus staff community, please let us know.
 
8. The AS Food Bank is distributing food this summer on Wednesdays and Fridays from 10am – 3pm or until food runs out.
 
9. In a July 1st email, the Office of Financial Aid and Scholarships announced the launch of ScholarshipUniversal, a new online ‘hub’ for students to apply for both UCSB specific and external scholarships. Students can log in with their UCSB NetID and password at ucsb.scholarshipuniverse.com. More can be learned about the platform at https://www.finaid.ucsb.edu/scholarships/scholarship-universe.
 
10. Per their July 6th email, the Academic and Staff Assistance Program (ASAP) is holding a new wellness workshop (Living from a Place of Compassion for Ourselves and Others) next Wednesday, July 15th at 12:00pm to 12:50pm. The workshop will go over the various ways we can increase compassion for ourselves and others. RSVP at: asap@hr.ucsb.edu.
 
11. EXTENDED: the deadline for completing the COVID-19 Work Survey has been extended until this Friday, July 10th. If you have not already done so, please complete this important survey here: https://asucsb.qualtrics.com/jfe/form/SV_9QPAI7j4O0i24OF.
 
12. Reminder: with the retirement of Lynn Corrigan, if you have any FlexCard questions, Vaughn Boyle will be handling them until further notice. You can send FlexCard messages to him at flexcard@bfs.uscb.edu.
 
13. Reminder: if you or a group that you advise need to use the AS Concert – Lecture Agreement templates you will need an assigned document number. Please contact Ed as a first step to request a document number. Failure to do so could delay the processing of your agreement.
 
14. Reminder: the second of two recently announced UCPath outages is coming up at the end of next week beginning at 10pm on Friday, July 17th until 6am on Monday, July 20th. During these times, neither employees nor functional users will have access to the system.
 
June 30, 2020
 
1. As you likely know from her email message (and wonderful family picture!) from this morning, today is Coraline’s last day with AS and the University. We thank Coralline for all of her contributions, and we certainly will miss her and wish her and her family the best. We also welcome Lili as the Interim Assistant Director for Human Resources. Please feel free to reach out to Lili, Marisela, or Ed with any HR related questions.
 
2. The new online AS Requisition form for the 2020-2021 fiscal year is now available on the AS Requisition Forms web page which can be found and downloaded here: https://www.as.ucsb.edu/requisition-form/. If you have any outstanding requisitions for the 2019-2020 fiscal year (which ends today), please send an email describing the situation to AS Admin at: requisitions@as.ucsb.edu
 
3. In a June, 26th email, Sean requested that everyone review a list of Slack accounts that have not been accessed for at least the past 30 days in order to determine which of these can be deleted as inactive. If you have not already done so, please review his message for the list link and process for reporting on any accounts you are familiar with.
 
4. Chancellor Yang provided an update on recent COVID-19 cases and related reporting information in a June, 27th email. That message can be found here: https://chancellor.ucsb.edu/memos/2020-06-27-campus-covid-19-case-notifications. Please review it if you have not already done so.
 
5. Beginning tomorrow (July, 1st), all AS Concert – Lecture Agreement templates will require the addition of an assigned document number. If you, or a group that you advise, are in need of using the template, you will need to contact Ed as a first step to request a document number. Failure to do so could delay the processing of your agreement.
 
6. For those of you who are FlexCard holders or have had interactions with Campus Procurement regarding FlexCard issues, you likely have crossed paths with the long-time FlexCard Coordinator, Lynn Corrigan (and likely enjoyed her “Happy Day!” Greeting!). Lynn has just retired from the University and until her replacement is established, her supervisor, Vaughn Boyle, will be handling any FlexCard questions and issues. You can send FlexCard messages to him at flexcard@bfs.uscb.edu.
 
7. Reminder: please complete by this Thursday, July 2nd the COVID-19 Work Survey. A related email message was sent on 6/18. The survey can be found here: https://asucsb.qualtrics.com/jfe/form/SV_9QPAI7j4O0i24OF.
 
8. Reminder: the second of two recently announced UCPath outages will take place at 10pm on Friday, July 17th until 6am on Monday, July 20th. During these times, neither employees nor functional users will have access to the system.
 
9. Reminder: the new fiscal year begins tomorrow, July 1st., so please feel free to place any supplies orders that you have been holding beginning tomorrow.
 
10. Reminder: this Friday is the official Campus day off for the July 4th holiday so please take that time to relax, recharge, and avoid the temptation to log on to your computer to work.
 
 
Once again, thank you all for your hard work. Hope everyone has a great holiday weekend. As usual, please send any questions concerning the above to Ed or Marisela.
June 25, 2020
1. Campus Human Resources announced today in a related email the introduction of a new performance evaluation form and process for all policy-covered staff for fiscal year 2020-21. The new design of the form and process supports a performance development approach for staff and moves away from an annual look-back process. Related information will soon be posted on the Human Resources website, and Human Resources will follow up with additional communications within the next couple of weeks. As it turns out, input on the redesign was provided by a number of workgroup members from across campus including our own Anjum Fitch.
 
2. To help facilitate new and ongoing professional development and trainings for staff with content focused on racial justice, there is a new Slack channel (profdev-racial_justice) where related professional development/training opportunities and conversations will be posted. Staff are all invited to post possible professional development opportunities for one another. If you choose to participate in any of these opportunities during work hours, please first receive agreement from your supervisor. Also, this new approach does not take the place of the Professional Development Committee – but is intended to supplement its work. While the channel is just now beginning, please be sure to check in regularly for related professional development opportunities.
 
3. In a 6/18 message, Chancellor Yang outlined potential Fall quarter plans for a variety of campus areas and services (the message can be found here: https://chancellor.ucsb.edu/memos/2020-06-18-covid-19-update-fall-planning). In essence, while details will continue to be worked on this summer, there remains a number of external uncertainties that require the need to be flexible, including the possibility of conditions forcing another rapid transition to fully remote instruction and work. Despite the ongoing fluid situation, we will work collaboratively over the next few weeks to develop our own departmental plan in response to the campus-wide guidelines.
 
4. ASAP has created a new confidential therapy group to help support and heal communities of color. The group is open to staff and faculty of all backgrounds and identities and will begin meeting today, Thursday, June 25th. Space is limited. Please see the related email from 6/22 for schedule and RSVP details.
 
5. Two offline periods of UCPath will occur in June and July. During these times, neither employees nor functional users will have access to the system. These two upcoming outages are:
– 8pm on Friday, June 26th until 6am on Monday, June 29th
– 10pm on Friday, July 17th until 6am on Monday, July 20th
 
6. Campus Design, Facilities & Safety Services just announced that there will be a campus wide power outage beginning at 9pm on Saturday, September 19th with an unspecific estimate that campus should be fully operational by the afternoon of Sunday, September 20th. Hopefully with this advanced notice, there will be enough time to prepare affected department equipment despite our remote work situations. Please see a related email sent 6/23 for more information.
 
7. The rescheduled 2020 AS Awards Ceremony was successfully completed last Monday via Zoom. Despite internet connection issues with one of the presenters (me!), the rest of the Awards presentation team quickly adapted and picked up the necessary elements. A big thank you to all who made this happen, with particular thanks to Chelsea and Sean for all of the coordination, artwork, and technical expertise that were critical for this virtual presentation.
 
8. Reminder: please complete by Thursday, July 2nd the COVID-19 Work Survey. A related email message was sent on 6/18. The survey can be found here: https://asucsb.qualtrics.com/jfe/form/SV_9QPAI7j4O0i24OF.
 
9. Reminder: this week’s Staff Meeting has been postponed by one week. You should have received an updated calendar invite for next Thursday, 7/2 at 1:00pm, with the recurring meetings adjusted for every other week.
 
10. Reminder: as we are nearing the end of another month, please update your managers with any COVID-19 costs you have incurred for June. Managers – please forward these to Ed for your respective areas. 
 
11. Reminder: after a week off, the AS Food Bank has resumed distributions this week for Summer.
 
12. Reminder: the fiscal year ends next Tuesday (June 30), so please continue holding off on placing any supplies orders until next week Wednesday, July 1st. 
 
June 16, 2020
Thank you all for another week of remote work as we transition out of Spring quarter and into virtual summer sessions. The following is this week’s Operations Update summary:
 
1. In an effort to account for all of the work that Associated Students has done and continues to do during the COVID-19 crisis, we are asking that all staff members complete a related Work Survey. As we have all experienced this past quarter–we have all transitioned our work and the resiliency of our students and student entities. Given this, we are very much interested in collecting and honoring the effort it has taken to transition to remote work.  Therefore we are seeking your cooperation in documenting what you and your students have crafted as a new method of communication; and of work by responding to the survey. A document link will be sent in a separate message soon. Please keep an eye out for it and be sure to complete the form and turn it in to your supervisor by Thursday, July 2nd.
 
2. Due to a scheduling conflict, next week’s Managers Meeting (Monday, 6/22) and Staff Meeting (Thursday, 6/25), will be postponed by one week. The rescheduled Staff Meeting will be on Thursday, 7/2 at 1:00pm, and the Managers Meeting will be that Monday, 6/29 at 2:00pm. 
 
3. The AS Authorized Signers process for requisitions has been moved online. While it has not been released to students/student groups yet, it is available for you as staff to test logging in and completing for your new fiscal year requisition approvals. Since the new fiscal year begins soon on July 1st, please take time to log in at https://signers.as.ucsb.edu/
 
4. New authorized signers workshops for AS Requisitions approvals will be scheduled after the new fiscal year begins on 7/1. Please keep an eye out for a future related message from Cindy and Anjum.
 
5. The CSO Summer Bike Abatement will begin on Tuesday, June 30th and is scheduled to be completed by Thursday, July 30th. The abatement will be conducted around Residence Halls, Apartments, and Dining Commons. All bicycles that are not affixed with an official HDAE/Conference & Hospitality Services tag will be considered abandoned and subject to impound. Additional information can be found in a related 6/10 email message.
 
6. The Division announced late last week that the modified review process for new hire exceptions to the hiring freeze continues to be a work in progress and heavily impacted by continued uncertainty with the current system-wide budget shortfall. More information/updates should come in the next couple of weeks.
 
7. As a follow up to a previous message, Campus Design, Facilities & Safety Services has finished testing the quality of water in numerous campus buildings in order to re-commission those that have been unoccupied for the last few months. Close to 40 buildings were tested and all fortunately tested negative for bacteria. You can see the list of buildings tested in the related email message sent on June, 11.
 
8. Please update your area information, and/or help with that of any student groups you advise, on the AS Summer Status web page for anything that is different this summer that you were or were not providing during spring quarter. You can access the web page at this link: https://www.as.ucsb.edu/spring-quarter-status/
 
9. Reminder: please continue to update your managers with any COVID-19 costs as you incur them, as well as any that you anticipate in any given month. Managers – please forward these to Ed for your respective areas near the end of each month as these need to be reported monthly to the Division.
 
10. Reminder: the AS Food Bank will be closed this week for Spring Break and will resume distributions next week on June 22nd.
 
11. Reminder: the AS Awards Celebration has been rescheduled for Monday, June 22nd at 3:00pm. An additional updated invitation will be sent this week with an updated Zoom link that will require registration.
 
12. Reminder: the UCPath Center has issued an Unplanned Maintenance Notice for Saturday, June 20th. UCPath will be unavailable that day between 12:00am and 6:00am.
 
13. Reminder: the fiscal year-end is rapidly approaching (June 30), and to help facilitate related closing processes, please hold off on placing any supplies orders until July 1st.
 
14. Reminder: as mentioned last week, please evaluate and communicate to your manager and the AS IT team anything you need to facilitate your consistent video conferencing participation. Again, the department will support your needs, including related equipment and any needs for an increase in internet bandwidth.  
 
 
Once again, thank you and please send any questions concerning the above to Ed or Marisela.
June 9, 2020
As we continue to navigate this very challenging year, your hard work and dedication is recognized and greatly appreciated. The following is this week’s Operations Update summary:
 
1. With the fiscal year-end rapidly approaching (June 30), it is important to minimize financial activity as much as possible to allow closing processes to be completed. To help facilitate this, please hold off on placing any supplies orders until July 1st. In addition, student loans processing will stop this Friday, June 12th, and will resume on July 1st. Also, any remaining AS requisitions that need to be applied to this fiscal year will not be accepted after Monday, June 15th.
 
If you are planning to submit any requisitions prior to July 1st, please be cognizant of the budget year you want an expenditure to go against. In other words, if you are turning anything in that should be accounted for in the next budget year (2020 – 2021), please clearly indicate this (and again, please submit any current budget year requisitions by next Monday).
 
2. If you have not already read it, the 2020 – 2021 AS Student Executives have created a formal statement against police brutality that is posted on the AS website home page. The statement is a downloadable PDF that can be found at: https://www.as.ucsb.edu/exec-statement-against-police-brutality/
 
3. The AS IT team will soon be releasing helpful new FAQ’s. Included in this will be updated details for completing online AS Requisitions. In addition, new FAQ’s for Zoom meetings will soon be sent by email and will be posted at a later date on the AS website help page. Please keep a lookout for these upcoming resources.
 
4. The Division of Student Affairs is requesting that each department continue to provide monthly updates on COVID-19 related expenditures. To help facilitate this, please update your managers with any such costs as you insure them, as well as any that you anticipate in any given month. Managers will then be asked to forward these to Ed for their respective areas near the end of each month and until Division notice that this request is ended.
 
5. The AS Food Bank will be closed next week for Spring Break and as the campus transitions to summer sessions. It will resume distributions the following week on June 22nd.
 
6. Regarding upcoming evaluations, please take a moment and develop a proposed professional development plan with your supervisor. As always, we encourage everyone to identify opportunities for themselves and propose which skills you would like to enhance over the next year. In addition, we commit to providing support in an enhanced way.
 
7. The UCPath Center has issued an Unplanned Maintenance Notice for Saturday, June 20th. UCPath will be unavailable that day between 12:00am and 6:00am.
 
8. The AS Transfer Student Alliance is holding an online graduation ceremony this Saturday, June 13th from 5:30pm – 6:30pm. If you are interested in attending, you can RSVP on the TSA graduation ceremony webpage at: https://transferstudentalliance.as.ucsb.edu/2019/04/09/rsvp-to-our-2019-annual-transfer-graduation/.
 
9. Reminder: the AS Awards Celebration has been rescheduled for Monday, June 22nd at 3:00pm. An updated invitation will be sent and posted in the coming days.
 
10. Reminder: the last of ASAP’s COVID-19 coping skills discussion group session is this Thursday, June 11 at 2pm – 3pm. Zoom link:  https://ucsb.zoom.us/j/93478699668?pwd=d0JTemRPUnBpandEMkxER2M2YTZSdz09; RSVP at: asap@hr.ucsb.edu
 
11. Reminder: as outlined in last week’s update message, we are asking that each student supervisor please put together a brief summary of their respective student staff hiring/staffing plans that they and their supervisors are moving forward with, and send them to the Director in each unit. Again, this is simply a request to have related information readily available for UC and campus information requests. Please forward this information by this Friday, June 12th.
 
12. Reminder: since we are now heavily reliant on video conferencing for remote work meetings, please evaluate and communicate to your manager and the AS IT team anything you need to facilitate your consistent participation. It is important and expected that we repair or expand our video conferencing capabilities as this communication method is being extended. As a department, we will support each others needs, including related equipment as well as any needs for an increase in internet bandwidth.  
 
 
Once again, thank you and please send any questions concerning the above to Ed or Marisela.
June 2, 2020
Thank you all for your continued work and support of students through the continuing and new challenges we have been experiencing this year. The following is this week’s Operations Update summary:
 
1. Regarding summer student staffing needs, we are requesting that each student supervisor please put together a brief summary of their respective student staff hiring plans that they and their supervisors are moving forward with, and send them to the Director in each unit. To be clear, this is not a request for making approvals of those needs as that is for each of you and your immediate supervisors to determine, but rather a communication request prompted by the continued fluidity of UC staffing guidelines. We as a department simply need to be prepared to provide related information to the Division, campus, and UCOP as requests are received. It would be helpful if you can forward that information by Friday, June 12th.
 
2. The Student Affairs Spring Divisional Meeting/Webinar is scheduled for this Thursday, June 4th from 9:30am – 11:00am. You should have received a calendar invite email with the corresponding Zoom link on 5/22. All staff are expected to attend.
 
3. For professional development funding needs, the WebDev team has created a new related form that is located on the AS Staff Resources webpage. The site’s login page is located here: https://staff.as.ucsb.edu/wp-login.php?redirect_to=/
 
4. Associated Students is in the process of securing a second order of facial masks for distribution to students. In order to cost-effectively secure an additional large quantity of quality masks, AS is adding its order quantity (3,300 units) to a large Student Affairs order. The mask that Student Affairs selected includes the UCSB logo and an image of it is below for your reference. Distribution locations to students will be similar to the first round which includes campus residential living spaces, AS Food Bank, Pardall Center, IV Food Co-op, and possibly the clinic.
 
An additional bulk order will be purchased for staff in the next few weeks for when we are expected to return to campus. These will likely be the same logo’d design. However, if staff collectively prefer a different design, then prices will differ and more research would need to be conducted since we secured this latest purchase with the help of the campus.
 
 
5. In a 5/20 email, campus Design, Facilities & Safety Services confirmed that a number of campus buildings have developed water safety issues due to non-circulation during this unoccupied period. However, measures are being taken to correct this issue before affected buildings are re-occupied. Fortunately, these buildings do not share water circulation with other campus buildings and structures. Any related questions can be sent to Renee Bahl, Associate Vice Chancellor for Design, Facilities & Safety Services (renee.bahl@ucsb.edu).
 
6. In a 5/20 email, Campus HR forwarded a letter from President Janet Napolitano that formally announced a system-wide pay freeze for policy-covered (non-represented) employees. A corresponding letter to the UC community is posted on UCnet at: https://ucnet.universityofcalifornia.edu/news/2020/05/president-napolitano-announces-systemwide-pay-freeze-for-policy-covered-employees.html
 
As Coraline outlined in her follow-up email message on 5/21, the pay freeze also applies to policy covered (non-unionized) student employees.
 
7. The Santa Barbara Community Environmental Council is hosting a free online webinar, Electric Vehicles 101 – All Your Questions Answered, this Thursday, June 4th at 12:00pm – 12:45pm. This webinar provides information to help you decide which electric vehicle may be right for you including available incentives. Additional details were provided in a 5/20 email. The webinar reservation link is: https://us02web.zoom.us/webinar/register/WN_VFHlAeoiQ02CW9VbHyxQtQ
 
8. Reminder: as you likely know, the AS Awards Ceremony has been postponed. It was a tough decision to make, and not taken lightly. None of the previous decisions made regarding awards will be changed. The Ceremony is tentatively rescheduled for Monday, June 22nd. Time will be determined at a later date and communicated with an updated invitation.
 
9. Reminder: the Academic and Staff Assistant Program (ASAP) has two remaining COVID-19 coping skills discussion group sessions. As previously mentioned, these sessions are meant to help maintain our psychological well-being and connect with colleagues as we follow stay-at-home orders. Remaining meeting times include the following:
 
Thursday, June 4 at 2pm – 3pm
Thursday, June 11 at 2pm – 3pm
 
 
10. Reminder: all outstanding AS requisitions, including any from AS groups you advise, need to be completed and turned in no later than this Friday, June 5th so they can be processed against 2019-2020 budgets.
 
 
Thank you again and as usual, please send any questions concerning the above to Ed or Marisela.
May 19, 2020
Hope everyone is doing well and staying safe. The following is this week’s Operations Update summary:
 
1. The AS Emergency Loans online application form is now live on the AS Emergency Loans webpage at https://www.as.ucsb.edu/resources/emergency-loans/. Click on the indicated link to begin the application process.
 
2. The AS Awards celebration is scheduled for Monday, June 1st at 7:00pm via Zoom. If you are able, it would be great to have staff join the event to help celebrate the work and accomplishments of students, particularly given the current COVID-19 related challenges.
 
3. With regards to the Awards celebration content, if you advise any AS groups, please have them submit to Sean as soon as possible any photos/videos of the group, events, meetings (Zoom), individual remote workspaces, or of anything else exciting from this academic year. Please upload images/video to this link: https://www.dropbox.com/request/HOjazl4grh1uc1g4eApa.
 
4. The Campus Chief Information Security Officer, Sam Horowitz, issued a recent Ransomeware Readiness Plan message on 5/18 which outlines a growing related threat and quick response process should you discover a ransomeware attack on your computer/device. Please review the message and keep for reference, but keep in mind an additional step for AS devices is to immediately inform our own department’s IT team. You can submit an AS Technical Support Helpdesk ticket at this link: https://help.as.ucsb.edu/?page=sign-in&redirect_to=https%3A%2F%2Fhelp.as.ucsb.edu%2F%3Fdc%3D1589919351&dc=1589919351
 
5. The Chancellor provided another status update on 5/14 regarding return to campus plans. In essence, the University and Campus are planning for a number of possible scenarios but a decision on which direction to take for Fall quarter is likely a ways off. In the interim, it would be helpful for all of us to begin contemplating how we could best operate under the message’s outlined options. Please be prepared for more discussion on this topic within our respective unit meetings.
 
6. The Division released in a 5/15 email results from a Spring 2020 Undergraduate Remote Learning Survey that includes “…a wealth of information about changes to students’ living environments, experience, and student service utilization.” This information may be helpful when determining future student support programs. The survey results can be found here: results and resources. Please also see the original email message for additional information. 
 
7. The Academic and Staff Assistant Program (ASAP) continues with its COVID-19 coping skills discussion group to help maintain our psychological well-being and connect with colleagues as we follow stay-at-home orders. Remaining meeting times include the following:
 
Thursday, May 21 at 2pm – 3pm
Thursday, May 28 at 2pm – 3pm
Thursday, June 4 at 2pm – 3pm
Thursday, June 11 at 2pm – 3pm
 
 
ASAP is also creating new resources that can be accessed remotely on their YouTube channel at: UCSB ASAP
 
8. In a 5/15 email, the campus Employee Engagement Workgroup announced sponsoring a “Did You Know” series of announcements highlighting campus programs and activities that are available to UCSB staff. These announcements will be sent biweekly throughout the academic year, so keep an eye out for this useful information.
 
9. Reminder: with the department’s fiscal year end coming up, please have all outstanding requisitions, including any from AS groups you advise, completed and turned in no later than Friday, June 5th so they can be processed against 2019-2020 budgets.
 
10. Reminder: the second of two UCPath outages has been shortened by one day and begins this Friday on May 22 at 10pm and ends Wednesday, May 27 at 12pm. Once again, transaction requests and other change requests will not be processed until after the system is available. 
 
 
Thank you and as usual, please send any questions concerning the above to Ed or Marisela.
 
May 12, 2020
With yet another week of remote work having flown by, we thank you again for your efforts fulfilling responsibilities and guiding students through this unusual Spring Quarter.  
 
The following is this week’s Operations Update summary:
 
1. The AS Emergency Loans online form and process is close to being released and is undergoing final review/testing. If you are approached by any students waiting to apply, please let them know that the form should be available on the AS Emergency Loans webpage soon.
 
2. As remote work continues, there is a need to convert a number of manual documents/forms to an online format, including those that only see limited or seasonal use. If you have any such seasonal forms in your area that will be coming up for use where it would be helpful to be made available online, please submit a Web Development (WebDev) request now to ensure enough time for an online conversion. You can find the WebDev request form at: https://www.as.ucsb.edu/resources/internal-assistance/web-development/.
 
3. The department’s fiscal year end is rapidly approaching (June 30th) and one of the related needs is to complete processing of all open transactions against current budgets for audit and reporting purposes. To help facilitate this, please have all outstanding requisitions, including any from AS groups you advise, completed and turned in no later than Friday, June 5th so they can be processed against 2019-2020 budgets.
 
4. In case you missed the May 5th email message, the campus has now made it official that all Summer Sessions courses and programs will be moved to remote delivery (the previous decision was limited to June and July sessions A,C,D, and E). More information can be found on the Summer Sessions website here: website.
 
5. As an update, Student Affairs (SA) has recently communicated that while there remain numerous questions surrounding a possible ‘hybrid’ re-opening of campus for Fall quarter, formulating the related answers and operational plans have a ways to go before being introduced. SA has confirmed, though, that the campus, Student Health, and the County Public Health Department are working hard to develop these.
 
6. The previously announced masks distribution for students is progressing. In Isla Vista, EVPLA is coordinating distribution partnerships with the IV Food Co-op, the IV Clinic, and the Pardall Center, with anticipation that distributions will begin with at least one of these locations this week.
 
7. UCSB Professional and Continuing Education is offering a wide variety of individual professional courses and certificate programs online. Additional information was provided in a May 5th email or you can visit their website here: https://professional.ucsb.edu/?utm_source=dlist&utm_medium=mail&utm_campaign=unex
 
8. The AS Awards virtual celebration is tentatively scheduled for Monday, June 1st at 5:30pm. If you advise any AS groups that may have a meeting conflict with this day/time that can’t be changed, please let Ed, Chelsea, or Diana know by this Wednesday at noon. 
 
9. Reminder: the AS Employee Satisfaction & Retention Team is holding its first Zoom Happy Hour for all AS career staff this Thursday, May 14th at 5pm. You should have received a message and calendar invite with the corresponding Zoom link from Lili on 5/8. 
 
10. Reminder: the second of two UCPath outages begins a week from this Friday on May 22 at 10pm until Thursday, May 28 at 8am. Once again, transaction requests and other change requests will not be processed until after the system is available. 
 
 
Please continue to stay safe. As usual, please send any questions concerning the above to Ed or Marisela.
May 5, 2020
As we continue to remotely fulfill responsibilities and unexpected needs this Spring Quarter, please know that your constant, and reliable work for our students, particularly under these current challenging circumstances, is greatly appreciated. 
 
The following is this week’s Operations Update summary:
 
1. The AS Requisition form is now available online from the Associated Students website Home page at https://www.as.ucsb.edu/requisition-form/. Please be sure to read the accompanying instructions carefully as the process for in-person requisitions has been adjusted in places to accommodate completion and submission of the form remotely.
 
2. Requests for rollover funds from the 2019-2020 fiscal year to the 2020-2021 fiscal year are due this Friday, May 8th. The form to request a rollover is on the Finance & Business Committee website and can be found at this link: https://asfb.as.ucsb.edu/rollover-requests/.
 
Cindy has provided additional information, including those entities that receive an automatic rollover, in her April 29th email. Please feel free to contact her with additional related questions.
 
3. The Gateway procurement portal will be down for maintenance and unavailable this Saturday, May 9th from 3:00pm until 11:00pm.
 
4. Per a recent email message on May 4th from campus HR, the Office of the President clarified previously issued guidance pertaining to COVID-19 related leaves. The revised guidance includes that Emergency Paid Sick Leave (EPSL) may now be taken in blocks, rather than limited to a two-week block. All updated COVID-19 paid leave guidance can be found at the following link: at COVID-19 Related Leaves and Job Protections Guidance for Policy-Covered and Represented Staff Employees, reissued May 4, 2020
 
5. Please note that a small change has been made to the Paid Administrative Leave form (accessed from the AS website Home page). The form requests that individuals completing the form now provide their personal UCSB email address.
 
6. Materials/information discussed at last week’s SA Divisional meeting is now available in a Google Drive folder at this link: Google Drive folder. The information includes a recording of the Zoom meeting, poll results, and a word cloud made from the self-care tips shared at the end of the meeting.
 
7. As announced at last week’s Divisional meeting, the campus is anticipating the implementation of a ‘hybrid’ Fall Quarter where some components of instruction and services will move back to campus. While details are unavailable at this time, and may not be for a while longer, there was a request to begin evaluating what aspects of work should be considered as necessary and possible for moving back to campus in the Fall, and what should and can remain remote.
 
8. Reminder: per a previously released campus Administration request, please be sure to wear a face mask if you need to be on campus. Of course, should you be working alone in your campus office, you do not need to keep the face mask on.
 
9. Reminder: the deadline for submitting AS Awards nominations has been extended to this Friday, May 8th. If you have not already done so, please send in your nominations as soon as possible.
 
10. Reminder: the second of two UCPath outages begins later this month on Friday, May 22 at 10pm until Thursday, May 28 at 8am. As with the first outage, transaction requests and other change requests will not be processed until after the system is available so please plan accordingly. 
 
 
Thank you again for another week of remote work. As usual, please send any questions concerning the above to Ed or Marisela.
April 28, 2020
The following is this week’s Operations Update summary:
 
1. The Division is holding an all-staff webinar this Thursday, April 30, from 2pm – 3pm to provide updates on COVID-19 related updates. You should have received an invitation on 4/24. Since this overlaps with our scheduled AS Staff Meeting, we will hold a shorter Zoom Staff meeting from 1pm to 2pm, and then join the Division meeting for the second hour.
 
2. The Division has issued corrective information regarding student unemployment benefits. It now appears that student employees may be eligible for unemployment benefits under the CARES Act. While the outcome of individual unemployment applications is an unknown, it may no be worth student effort to apply in those instances where they do not have other work or benefits options.
 
3. As you likely have seen, on 4/24 the Campus issued a staff hiring pause message stating that effective immediately, the campus is implementing a ‘Position Management Program’ for staff positions. While a brief overview was introduced of an intention to review hiring needs, details and potential impacts are not yet known. We will follow up on this once more information becomes available.
 
4. Associated Students has committed funding to and is in the process of procuring 5,000 reusable cloth face masks for distribution to undergraduate students in residential living locations on and off campus. Distribution logistics to get these masks to students are currently being worked on with the AS Food Bank and the EVPLA office.
 
With respect to essential protective supplies for staff and areas within the department (i.e. cleaning/disinfectant supplies and masks), we would like to establish a centralized current inventory status of these items for the department. Please provide to your managers what you currently have on hand in your respective areas, what you have on order but have not yet received, and anything you have had difficulty sourcing and need help with. Managers – please consolidate this information and forward to Ed as soon as possible.
 
5. A new pandemic coping skills resource discussion group is being started through the Academic and Staff Assistance Program (ASAP) to learn new coping skills, find ways to maintain psychological well-being, and connect with campus colleagues. There are currently six weekly Zoom meetings planned with the first scheduled for Thursday, May 7 at 2:00pm – 3:00pm. The Zoom meeting link is: https://ucsb.zoom.us/j/93478699668?pwd=d0JTemRPUnBpandEMkxER2M2YTZSdz09
 
6. Student Affairs has created a Student Wellbeing website to help support students as they meet the current challenges and changes created by the COVID-19 situation. The website is https://wellbeing.ucsb.edu. When your schedule allows, please take a look at the site as it may be helpful to be familiar with the resources being offered should you find the need to refer a student there.
 
Also, should you encounter a student in distress or have concern about a student, you can create a distressed student referral at the following link: https://ucsb-advocate.symplicity.com/care_report/index.php/pid336577 
 
7. The first online AS Requisition form is close to completion. Most technical issues have been resolved and the form is under AS audit firm review. The form with corresponding instructions will be released shortly after the review is completed.
 
8. The Summer 2020 New Student Orientation Program has been officially moved to an online-only format. Details will be posted on the Orientation website (orientation.sa.ucsb.edu) in the coming weeks. Departments that have traditionally held a workshop or informational sessions during in-person orientation will continue to be able to do so in the online version.
 
9. AS Elections have concluded successfully including a very well attended elections results webinar that attracted 350 attendees last Thursday night. A big thank you to the entire AS elections team as they creatively adapted to facilitating the elections process in our new virtual world.
 
10. Reminder: the deadline for submitting AS Awards nominations is this Friday, May 1st. Please help us recognize the accomplishments and work of students by sending in your nominations this week.
 
11. Reminder: the first of two UCPath outages begins this Wednesday at 10pm and lasts through Tuesday, 5/5 at 8am. Access to UCPath with be unavailable during this outage. 
 
 
Be well and thank you for your continued work this past week. As usual, please send any questions concerning the above to Ed or Marisela.
April 21, 2020
The following is this week’s Operations Update summary:
 
1. You may have noticed that the online AS application form for Paid Administrative Leave (PAL) was recently suspended temporarily as the UC and Campus HR had issued updated guidelines on how PAL can be applied. We have since had answers provided to questions raised by these new guidelines. Going forward, all full-time staff must claim PAL in increments of 8 hours. All part-time staff, i.e. student staff, must claim PAL in increments equal to the percentage to full-time that their total available PAL hours were calculated on. For example, a part-time student staff member who typically works 25% of a full-time schedule, must claim PAL in increments of 2 hours (based on 25% of a full-time 8 hour work day). The online leave form should be reinstated soon with the addition of the new guidelines.
 
2. The campus has issued updated guidance on the use of cloth face coverings while working on campus. This updated guidance strongly encourages the use of face coverings for all UCSB personnel who must come to campus to perform essential services. This guidance is in accordance with the recommendations issued by the Centers for Disease Control (CDC), the California Department of Public Health, and Santa Barbara County Public Health officials. Additional related information can be found in a 4/17/2020 email message from Garry Mac Pherson (Vice Chancellor, Administrative Services).
 
3. Another friendly reminder to please send in your student nominations for AS Awards. The deadline is May 1st which is rapidly approaching and your submissions are great needed.
 
4. Access cards are still available for students and staff during the University Center closure by sending an email to ucen-access@ucsb.edu requesting the card. For staff, include a picture (jpeg) of the person needing a card plus a recharge form with the account # to be charged and the card will be sent via campus mail.
 
5. The Work-Study Unit of the Office of Financial Aid & Scholarships has created an information page regarding the use of work-study for student employees during the COVID-19 response. It can be found on the Office of Financial Aid & Scholarships website and it will store all previous and new campus communications about the program. The webpage link is: https://www.finaid.ucsb.edu/work-study-and-covid-19-information
 
6. If you are advising a student group that is interested in holding a virtual event that requires the use of the AS Concert-Lecture Agreement template, please contact Ed directly as a first step to discuss its use as a number of updates have been confirmed for creating related agreements using the template. 
 
7. Work continues on developing online AS forms and related processes. Emergency Loans and EOP Grants forms should be online shortly with an updated AS Requisitions form soon after.
 
 
8. AS elections are currently under way with online voting until Thursday at 4pm. You can see the current voter turnout results on the AS website home page in the 2020 Spring Elections box.
 
9. Reminder: the first of two UCPath outages is rapidly approaching. UCPath will be unavailable for any access while UC San Diego and UC San Francisco transition to UCPath during these outages. These dates are:
 
10pm Wednesday, April 29th until 8am Tuesday, May 5th
10pm Friday, May 22nd until 8am Thursday, May 28th
 
10. Reminder: please be sure to visit the “guidance and ongoing updates” section of the AS website for the latest on campus and UC COVID-19 information.
 
 
Hope everyone is doing well and thank you all for another week of adapting to remote work life. Please send any questions concerning the above to Ed or Marisela.
 
April 14, 2020
The following is this week’s Operations Update summary:
 
1. UCOP and Campus HR have confirmed that the annual performance evaluations deadline has been suspended until Fall. However, self-evaluations should still be completed this Spring quarter given that the evaluation period does not change and it is best to complete this while related knowledge is still fresh. This is also a good time to review training module requirements and professional development goals, and complete any of those that are outstanding.
 
2. The UC recently sent out a message providing COVID-19 related updates (UCnetwork) which included a link to the latest COVID-19 news for employees coming out of UCOP That link for ongoing updates is current systemwide employee information
 
3. The AS Awards season is upon us and your nominations are critical to the Department’s ability to recognize students for their work. Please take the time to review the nominations request message sent by Chelsea (see her message from 4/7) and submit your nominations through the included link.
 
4. The COVID-19 Administrative Leave Form and instructions are located on the AS Website at https://www.as.ucsb.edu/spring-quarter-status/leave-request/. Please note that Administrative Leave is provided by the UC and not the Department. Leave hours limits are calculated and applicable on an individual basis only, and granted on the qualifying requirements provided by the University. These guidelines apply to both student staff and career staff.
 
5. AS Administration continues to operate daily from 9am – 4pm. However, the office is closed to any foot traffic. Coordination of needs is being conducted through messaging and phone calls (805-893-3374).
 
6. AS Requisitions and checks continue to be processed while the Department operates remotely. A small snapshot of the requisitions and checks that have been processed recently include:
 
– 74 Requisitions
– 138 Honoraria Checks
– 55 TBL Payroll Checks
– 36 Disability Transportation Program Checks
– 26 CFF Grant Checks
– 21 EOP Grant Checks
 
In addition to the above, there are many checks waiting to be mailed but are in need of mailing address information. If you are aware of any students waiting for a check from AS Admin, please encourage them to go to the AS website, click on the “Where’s My Check” box (on the Home page or Resources tab), and select the appropriate category from the drop down menu. Checks will be mailed shortly after receiving this information.
 
While an online AS Requisitions process is nearing completion, please continue to submit any needed requisitions manually (mail, scanned copies/email (mail original receipts), drop-off under Admin door).  
 
7. The AS Finance and Business Committee has updated information and forms available for student groups looking for cancelled event refunds/rollovers, as well as groups looking to request funds for the remainder of the academic year. This information can be found on the AS website Home page at the ’Spring Quarter Status’ link (https://www.as.ucsb.edu/spring-quarter-status/) and under the Finance and Business Committee section.
 
 
8. The AS Food Bank is continuing food distributions for students with pre-packaged bags since the usual ’shopping’ is not feasible under the current COVID-19 restrictions. Distribution days are currently Wednesdays and Fridays, 10am -3pm (or until food runs out). Please refer any food insecure students needing assistance to the contact information on the AS Food Bank webpage at https://foodbank.as.ucsb.edu/.
 
9. If you did not see yesterday’s message from Chancellor Yang, all UCSB Summer Sessions courses scheduled to begin in June and July (sessions A, C, D, and E) will be moved to remote instruction. It is also likely that the courses scheduled for August (sessions B, F, and G) will also be moved to remote instruction, but formal confirmation is still pending.
 
10. With AS elections campaigning now being conducted remotely, candidates are presenting themselves and their platforms via YouTube videos which can be viewed at: https://www.youtube.com/channel/UCdEPlugnpLECkUMPnL0ASXg/videos
 
11. For your Zoom meeting enjoyment, the Creative Media Unit has created some fun virtual backgrounds that you can use for your virtual meeting presence. You can find these on the AS website at: https://www.as.ucsb.edu/virtual-background-for-zoom/
 
 
As always, please send any questions concerning the above to Ed or Marisela. Thank you for your continued hard work and flexibility with all of the ongoing changes to our work lives.
April 7, 2020
The following includes both a summary of update responses on a number of topics from the Division (item number 1), while our usual internal weekly Ops update begins withe item number 2:
 
1. Student Affairs has sent a few updates regarding questions recently submitted by division departments. Some of those questions and responses are as follows:
 
Q. Will more administrative leave be granted given the pandemic will be going longer than expected?
A. This is being discussed at the systemwide level but no decision has been made.
 
Q. Can employees cash out vacation now or get an emergency loan from the university? 
A. Neither option is being discussed at this time.
 
Q. Will there be any incentives for the option of early retirement? 
A. Although UC has utilized this kind of strategy in past economic downturns, this option is unlikely at this particular time.
 
Q. Should I approve a request to use administrative leave for the entire quarter? 
A. Approval for administrative leave should be done on a  biweekly or monthly basis, similar to the timing of timecard approvals.
 
Q. How do we calculate administrative leave for an employee on ERIT? 
A. Even though employees on ERIT receive full benefits, Administrative Leave for employees on ERIT should be pro-rated for the amount of time they are usually scheduled to work.
 
Q. Does the age of an employee’s child make any difference as to whether they are eligible for administrative leave? 
A. No, if someone has children at home who are in pre-school and/or secondary school, they are eligible for administrative leave.
 
In addition, the following are a number of other miscellaneous Division Admin updates:
 
a) We are doing everything possible to identify work for student employees. For many student positions, this is challenging to sustain for the entire quarter. It would be good to continue to brainstorm work that students can perform      and/or collaborate with each other to trade best practices or creative ideas.
 
b) Students are eligible for administrative leave under the same conditions as career employees. Most students work part-time so the available hours for administrative leave are pro-rated which is consistent with career employees.
 
(AS note: internally, we have been waiting for this confirming reply from the Division before being able to move forward with the internal AS Leave Request Form. Now that we have just received it, you will be able to freely  distribute/use the form shortly as it will soon be accessible on the AS website. You may recall that the form has been completed by JudyAnn, and she provided a link to it this morning on the Slack Staff channel. The link to the form is   https://www.as.ucsb.edu/spring-quarter-status/leave-request/. Feel free to take a look if you have not already done so. Again, you should see the form active on the website shortly.)
 
c) The Department of Education is allowing students on work study to secure additional funding to continue their education even if they have exhausted their annual allocation. Check the FA website and contact Financial Aid for with           specific questions.
 
d) Keep in mind that the Basic Needs team is working hard to make sure that students have adequate food and housing. If students are struggling financially refer them to the Financial Crisis Team for assistance:        http://food.ucsb.edu/about/committees/financial-crisis-response-team
 
e) HR is requesting that departments be flexible about start dates for new employees. On-boarding paperwork will take more time than usual and new employee orientations are being offered online.
 
f) UCPath and UCRAYS (retirement) are no longer providing phone service. They are responding to email and service requests. UCRAYS is a paper based system and employees who are planning on retiring in June need to upload     necessary documents by mid-May in order to receive a retirement check by August 1. Please see the memo from Lisa Romero about UCRAYS:  https://www.hr.ucsb.edu/memos/2020/important-changes-retirement-process
 
g) If you have staff who are concerned about their personal finances and they are in the process of paying back their student loans, the link below will be a valuable resource. Borrowers have until October 1 to pause payments with no     penalty. No interest will accrue and the skipped payments will still count for programs like the Public Service Loan Forgiveness program https://ticas.org/covid-resources-for-student-loan-borrowers/
 
 
2. If you are in need of using the AS Concert – Lecture Agreement template, please facilitate the signing process by first having the person you want to contract with (supplier/artist) sign the template, scan and email it back to you. The template will then need to be forwarded to Marisela for her approval signature. Please also have the supplier/artist mail their signed original copy to AS Admin. As usual, the Agreement will need to be submitted with the usual required documents including an AS Requisition.
 
3. As you may have heard, Zoom’s recent expanded use has also made it a bigger target with would-be hackers. It is therefore important that you ensure Zoom is updated on your computer. Oscar has provided helpful guidance for doing so on April 3rd on the Slack Staff channel.
 
4. If you are in need of facilitating a remote presentation via Zoom, you will likely need to set up a webinar and not a Zoom meeting. Zoom webinars allow for a greater number of attendees and allow the facilitator more control over attendee interaction. Regular accounts cannot host webinars so you will have to request it as an add-on, but please only do so if you need to host a large event. Sean provided some additional information on April 2nd in the Slack Staff channel.
 
5. Where’s my Check? If you haven’t already noticed, Sean’s team has added a very helpful e-form on the AS website home page for students who need to request a check from AS Admin. If you receive any related questions from students, please refer them to this site rather than to Cindy or Anjum. Please also take a look at the request form if you have not already done so.
 
6. While still a couple of weeks away, please be aware that the UCPath system will be down and unavailable at the end of the month (April 29th @10pm – May 5th @ 8am) as well as near the end of May (May 22nd @ 10pm – May 28th @ 8am). These outages will likely affect payroll approval dates and any new hire processing so please plan accordingly.
 
7. A new learning opportunity for staff/students was introduced this morning: Gender Recognition Act Module (a course that provides information on new state legislation that established a third gender category (nonbinary) and guidance on what actions UCSB employees can take to create a more welcoming campus for nonbinary people). The course can be located in the UCSB Learning Center.
 
8. Reminder: If you are advising  an AS student group, please be sure to send any corresponding operational or services updates to JudyAnn that should be posted on the AS website. Also please be sure to do the same for any relevant services updates in your area.
 
 
9. Reminder: If you need additional equipment to conduct your work in your remote location, please inform and coordinate your needs first with your supervisor. If you are supervising others with these needs, please forward a list of such items to Sean if they are computer/electronic equipment, and to Ed if furniture or other equipment needs. For each item, please indicate what the item is, who it is for, whether it is an item moved from a campus work location or if it was ordered (please provide cost), and if ordered, please provide a receipt copy or Gateway PO number.  Again, we need to centralize tracking of remote work equipment as the items will need to return to campus when remote assignments end.
 
While some of you have already been reaching out with questions, please feel free to message Ed or Marisela if you have any questions concerning these updates. If we do not immediately have an answer for you, we will help locate one as best we can. Please understand that with the rapid changes we are all experiencing, there may be periods when an answer is not yet able to be fully confirmed. Despite urgent needs, there can be numerous campus and internal considerations that need to be solved before we can implement plans or tools. In such cases, please be assured that we are working through those requirements as quickly as possible, and we will provide as much status information as we can as we receive it.
 
Once again, thank you all for continuing to adapt to the on-going fluid COVID-19 situation.
March 31, 2020
The following is this week’s operations update summary:
 
1. As we continue to settle into our remote work locations, you may find a need for additional equipment, connections, or other supplies to facilitate your work. In all such cases, whether it is something existing that you need to move from your on-campus work space or something that you need to order, please communicate these first with your supervisor. We need to track any additional expenses incurred, such as expanded internet bandwidth needs, as well as maintain a centralized inventory of equipment being used in remote work locations. Please keep in mind that any equipment/supplies you bring from campus to your remote work location will eventually need to return to your campus workspace once remote work ends.
 
2. We are scheduled for a virtual Staff Meeting again this Thursday at 1:00pm. Be sure to prepare your creative video backgrounds if you are so inclined!
 
3. If you are not familiar with the Shoreline engagement platform, please take a few moments before this week’s Staff meeting to to login and take a look as it will be a discussion topic. The division is asking that we use this platform as one of our means for communicating to students this quarter. The link is https://shoreline.ucsb.ed/. 
 
4. Regarding the remote requisitions process draft that Cindy and Anjum shared in last week’s update message, they are still finalizing the related elements and will be providing an update at this week’s Staff meeting.
 
5. If you are a Gateway user, please be sure to read the messaging provided on the Gateway Home Page/Dashboard for user updates.
 
6. Clarifying questions concerning the application of COVID-19 administrative leave have been sent to the Division. Answers will be shared as soon as a response is received.
 
7. Several training / professional development opportunities are upcoming from RCSGD as they are facilitating the following five zoom Queer Trans Identities and Experiences seminars. These seminars are an introduction to LGBTQ terminology, pronouns, and LGBTQ resources. Open to staff, faculty, graduate students, and student staff:
 
Queer & Trans 101 Seminar
Tuesday, April 7th 12pm – 2pm
Monday May 4th 10am – 12pm
 
Trans 101 Seminar
Thursday, April 30th 2pm – 4pm
Thursday May 21st 11:30am – 1:30pm
 
UndocuQueer and UndocuTrans Seminar
Tuesday, April 2nd 1pm – 4pm
(Must complete Queer and Trans 101 in order to attend this seminar)
 
Registration and more information on the individual seminars: http://rcsgd.sa.ucsb.edu/education
 
 
8. Reminder: if there are any outstanding Temporary Telecommute – Remote Work Agreement forms needing completion for any of your supervised staff, please complete per last week’s update message and send in as soon as possible (copy Marisela, Coraline, and Ed).
 
 
As we are all experiencing, the COVID-19 situation continues to necessitate changes to our work and processes. Thank you for your continued patience and flexibility with these impacts.
March 25, 2020
The following is the second of our weekly operations update summary:
 
1. AS Requisitions: Cindy and Anjum have been working on a modified workflow to facilitate remote processing. The current draft of that process is attached for your reference, and you will notice that it contains a few ’next steps’ notes that are still being worked on. Cindy and Anjum will update all of us once it is ready to be implemented.In the mean time, please familiarize yourself with the draft so the process can be implemented quickly once complete. As this is put into practice, we may discover a need for modifications in which case those updates will be communicated to you.
 
2. On-campus work: any staff member (career or student) needing to be on campus regularly for part of their work schedule, must first notify Marisela and receive her formal approval for an exception to remote work before proceeding. Brief, one-time campus visits to gather materials or supplies do not currently require this but in such cases, please inform your supervisor prior to doing so. In either case, please update the recently created Remote Work Calendar of your work location.
 
3. Facilitating student group meetings: for student groups that you advise which are continuing to meet remotely, please ensure these 4 points are covered for every meeting:
a) A written agenda of discussion topics
b) Publicly post the time/virtual place the meeting will take place
c) Designate a minute taker to take meeting minutes
d) Provide information on how to reference posted minutes/ask questions as relevant
 
4. If you have encountered any questions from students regarding turning in iClickers from last quarter, please instruct them to mail it to AS Admin (with their name and contact info) as both the Cashiers & Ticket Office and AS Admin are closed to walk-in traffic.
 
5. UCPath Center reminder: Center staff are working remotely and are not accepting any phone calls. If you need support, please do so by messaging through the UCPath Online portal.
 
6. Per yesterday’s message from Gary Mac Pherson (Vice Chancellor for Administrative Services), all campus buildings, including Cheadle Hall, will remain locked. Only those with pre-authorized keys/access cards will have entry access. Please see his message for additional details.
 
7. Reminder: please provide update info regarding your area’s services/availability that needs communicating to the campus community to JudyAnn. She will continue to update the AS website with relevant information that you provide her.
 
8. Reminder: please continue to forward any contracts/agreements that may need postponement or cancellation to Ed and Marisela for review and assistance.
 
9. Reminder: all Temporary Telecommute – Remote Work Agreement forms should be completed for career and student staff and turned in to Marisela. Please expedite if any are outstanding.
 
10. Reminder: please make contact with your supervisor daily/per work shift. Also be sure to update work plans as needed with your supervisor and to clock in and out daily on Kronos.
 
 
Once again, thank you all for your work and flexibility as we continue to navigate our new work realities.
March 17, 2020

Good Afternoon,

In an effort to keep everyone updated on current topics related to the department’s internal affairs and operations, I will be compiling and sending out a summary of related information and comments from managers every Tuesday. Hopefully this will prove to be helpful as we manage our collective remote work endeavors. The first of these update summaries is below:

1. Thank you for all of your concerns regarding your work and that of your students.

2. Regarding your work plans, please make sure to update weekly, and daily as needed, and in collaboration with your supervisor.

3. We are all technology dependent and this seems to be a good thing —as it pertains to this crisis. please continue to assess your needs and communicate them to your supervisor.

4. Please make contact with your supervisor daily; and per work shift. You can centralize this via Slack.

5. Please use the Temporary Telecommute – Remote Work Agreement form for student staff in the same manner that it is used for career staff (located on the campus HR website > Employment tab) .

6. Managers will continue to meet every Monday afternoon in advance of these Tuesday updates. Relevant information from those meetings will be included.

7. Reminder: we will be holding our first remote staff meeting this Thursday at 1:00pm via Zoom. It would be helpful to confirm that you have Zoom ready on your computer. You will also be able to call into the meeting (using a phone number in the upcoming meeting invite) should Zoom or your connection not cooperate with a stable connection. Please be prepared to discuss work projects and training ideas that student employees could accomplish remotely.

Thank you all for your work, patience, and flexibility during this unprecedented time.