AS Internal Affairs / Operations Updates

The following weekly updates were established at the beginning of the COVID-19 pandemic as a means of keeping Associated Students staff informed in the midst of rapidly changing and often incomplete or conflicting messaging from outside of the department, particularly as staff moved to remote work locations. While COVID-19 restrictions have relaxed and work site locations are returning to campus, the updates continue to be distributed given the realized benefits of summarizing and clarifying campus-wide and internal communications. In addition to department staff, they are made available here as an additional resource to students and the campus community.

July 26, 2022

Hard to believe, but with the last week of July upon us, August will soon bring a gradual increase in activity as Fall Quarter approaches. In the meantime, and as with recent summer updates, this week’s follows with a number of on-going reminders. As always, thank you all for your hard work and flexibility:

1. Once again, Covid-19 “BA.5” cases are increasing around Santa Barbara County. The Santa Barbara County Public Health Department continues to confirm this in its Covid-19 Weekly Summaries (https://sbcdashboard.info/), with its latest report confirming that Santa Barbara County communities have increased from a medium to high level according to CDC guidelines. As with recent reminders, while current campus masking protocol continues to be a strong recommendation and not a mandate, this renewed increase in cases should reinforce the importance of masking. Again, while not mandated, masking is strongly recommended for all staff, students, and visitors in all AS and campus indoor spaces.

2. As a reminder, we are scheduled for a Staff meeting this Thursday, July 28th at the usual time of 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

3. UCSB Enterprise Technology Services (ETS) announced by email today that the ongoing move to Multi Factor Authentication (MFA) to enhance security for campus applications continues with the next implementation applied to Google Workspace (e.g. Gmail, Drive, Docs). MFA log-in requirements for the related applications will begin Tuesday, August 23rd. If you are already registered for MFA, you do not need to do anything additional. If you have not yet enrolled a device for MFA, please see information and instructions at this link: https://www.it.ucsb.edu/mfa. Please also see the original email message for additional information.

4. The campus Office of Event Management and Protocol announced via email earlier today that the 2022 Parents and Family Weekend is scheduled this Fall Quarter for Friday November 4th and Saturday November 5th. This is a campus event that will provide an opportunity for UCSB parents and families to spend the weekend with their students while immersing themselves in the campus community. Traffic and parking will experience an impact unless changing Covid-19 protocols prevent the in-person event. More information will be released as the event dates approach.

5. The Academic and Staff Assistance Program (ASAP) announced in a July 25th email message a new workshop (Finding Emotional Balance through Breath and Sound Series) that focuses on finding stillness through breath and sound meditation to improve psychological well-being. This 40-minute in-person workshop will be held on the Commencement Lawn (Faculty Club Lawn) on Wednesday, August 3rd at 12:10pm to 12:50pm. RSVP here: https://forms.gle/bervWZEUDN8Jy9HU6 and bring a blanket or mat to sit or lay on if you choose to attend.

6. The Campus Staff Engagement Workgroup (SEW) announced in a July 19th email message that it is looking for testimonials to share about why you work at UCSB. The purpose is to address staff engagement and retention while providing the campus community with the opportunity to connect through storytelling. To participate, please access the related Google form here: https://forms.gle/d1wmUTDWBhG5FMLT8.

7. As a reminder regarding procurement, as with all campus departments, orders for supplies and services, and engagements requiring contracts/agreements, require AS to place orders through the campus procurement system, Gateway (yes, there are campus-issued FlexCards that are part of the campus procurement system and tightly controlled under a limited category matrix; the delegated AS Concert-Lecture Agreement is also a narrow application). Please contact Ed if you need clarification on any of this or have any related questions. 

8. REMINDER: The UCSB Covid-19 Response Team announced via a July 15th email message that it is expanding its Covid-19 Early Detection Testing and Monitoring Program to include staff, faculty, researchers, and instructors. Each week, the program solicits to a small subset of the campus community via an email invitation asking recipients to provide related data. While participation is not required, if you receive an invitation, your response is extremely helpful to the mitigation of public health/Covid-19 challenges. Please see the original email message for additional details.

9. REMINDER: To help clarify and address questions surrounding recent covered services legislation and policy restrictions, Campus Employee & Labor Relations, Procurement, and Talent Acquisition will be hosting a monthly “Contracting Out Office Hours” to answer questions concerning contracting out for covered services. The first of these is scheduled for tomorrow, Wednesday, July 27th at 10:00am. The meeting is virtual via Zoom at this link: https://ucsb.zoom.us/j/84472142658 (passcode 940560).

10. REMINDER: Oscar announced via an email message on July 6th that it is time for AS staff members to evaluate their electronic hardware/software needs by assessing if current equipment is serving its intended purpose or if it is impeding workflow. Any related replacement/new equipment requests may require supervisor approval, so please discuss any such needs first. Please then submit equipment requests by the deadline of this Friday, July 29th using the form and instructions at this link:https://www.as.ucsb.edu/computer-request-form/.

11. REMINDER: The current campus masking policy highly encourages all staff, faculty, students and visitors to continue wearing masks for the safety of all within all campus indoor spaces. Feel free to post signage in work spaces informing visitors of this strong preference within AS spaces. Policy details and related information is available on the UCSB Covid-19 Response Team webpage located here: https://info.ia.ucsb.edu/click/be2nag/vlhcsn/b2swlz.

12. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. The Division of Student Affairs continues to hold the release of any updated process.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

For any staff member seeking a permanent change in their work agreement (independent of the emergency pandemic agreements) there is a formal process and related agreement form that must be followed, completed and approved. This begins with proposed changes and decisions discussed and agreed upon by supervisor and employee, as well as department and divisional leadership prior to submitting an agreement form. A fillable PDF of the UCSB Remote/Hybrid Work Agreement form can be found at this link: https://www.hr.ucsb.edu/sites/default/files/docs/Flexible%20Work/Remote-Hybrid%20Work%20Agreement%20(fillable).pdf, which, along with other related information and forms, can be found on the UCSB Human Resources Flexible Work Arrangements webpage: https://www.hr.ucsb.edu/flexible-work-arrangements. Please keep in mind that some proposed instances may also require a change in a job description or a reclassification or a reduction in work hours. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

13. REMINDER: The current Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/. Please note that adherence to ongoing campus COVID-19 mitigation strategies is critical to maintaining a safe work environment including the strong recommendation to wear a face covering in campus-controlled facilities and events, washing hands, etc.

Please also note that while students, staff, and faculty are no longer required to complete a Daily COVID-19 Symptoms Survey, campus visitors must utilize the single use COVID-19 Screening Survey for clearance. Designated as the On Demand Screening Survey, visitors can access it here:  On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.

July 19, 2022

Hope everyone’s week is going well. As with the previous Update, this week’s follows with a number of on-going reminders, and as always, thank you all for your hard work and flexibility:

1. As reported last week, Covid-19 cases are increasing around the country, many due to exposure to a new variant referred to as “BA.5”. The Santa Barbara County Public Health Department continues to confirm this in its Covid-19 Weekly Summaries (https://sbcdashboard.info/). While current campus masking protocol continues to be a strong recommendation and not a mandate, this increase in cases should reinforce the importance of masking. Again, while not mandated, masking is strongly recommended for all staff, students, and visitors in all AS and campus indoor spaces.

2. The UCSB Covid-19 Response Team announced via a July 15th email message that it is expanding its Covid-19 Early Detection Testing and Monitoring Program to include staff, faculty, researchers, and instructors. Each week, the program solicits to a small subset of the campus community via an email invitation asking recipients to provide related data. While participation is not required, if you receive an invitation, your response is extremely helpful to the mitigation of public health/Covid-19 challenges. Please see the original email message for additional details.

3. The Chancellor’s Staff Advisory Council (CSAC) distributed an email message on July 15th announcing that it is seeking nominations for career staff members to serve on the 20-member committee beginning September, 2022 for a three year term. The council actively researches and identifies UCSB staff matters and reports these matters directly to the Chancellor. The nomination form is located here: https://forms.gle/viVBfCEaYUeQfMkaA and needs to be submitted by July 29th. Please see the original email message for details.

4. Via a July 18th email message, The Academic and Staff Assistance Program (ASAP) confirmed the introduction of the new National Suicide & Crisis Lifeline phone number, reached by simply dialing ‘988’. The number has been in service since July 16th, and when a person calls, texts, or chats through 988, they are connected to trained counselors who listen, provide support, and direct the caller to the appropriate resources depending on the circumstances for mental health crisis or any type of emotional distress. Please see the email message for additional information.

5. The UCSB Policy Coordinator, Becky Steiger, announced via a July 18th email message a revised UC Clery Act – Campus Safety and Security Reporting Policy. This Policy is issued with interim status and is scheduled for a full review in the Fall of 2022. Please familiarize yourself with the revised interim policy which is attached to the original email message.

6. REMINDER: To help clarify and address questions surrounding recent covered services legislation and policy restrictions, Campus Employee & Labor Relations, Procurement, and Talent Acquisition will be hosting a monthly “Contracting Out Office Hours” to answer questions concerning contracting out for covered services. The first of these is scheduled for Wednesday, July 27th at 10:00am. The meeting is virtual via Zoom at this link: https://ucsb.zoom.us/j/84472142658 (passcode 940560).

7. REMINDER: Oscar announced via an email message on July 6th that it is time for AS staff members to evaluate their electronic hardware/software needs by assessing if current equipment is serving its intended purpose or if it is impeding workflow. Any related replacement/new equipment requests may require supervisor approval, so please discuss any such needs first. Please then submit equipment requests by the deadline of Friday, July 29th using the form and instructions at this link:https://www.as.ucsb.edu/computer-request-form/.

8. REMINDER: There is one remaining Authorized Signers Workshop currently scheduled for this Thursday, July 21st at 12:00pm. As with the previous recent workshops, this one will also be presented by Adam Majcher, the incoming Chair of AS Finance and Business and a sitting AS senator. All workshops are virtual and available at this Zoom meeting link: https://ucsb.zoom.us/j/7333648505.

9. REMINDER: The current campus masking policy highly encourages all staff, faculty, students and visitors to continue wearing masks for the safety of all within all campus indoor spaces. Feel free to post signage in work spaces informing visitors of this strong preference within AS spaces. Policy details and related information is available on the UCSB Covid-19 Response Team webpage located here: https://info.ia.ucsb.edu/click/be2nag/vlhcsn/b2swlz.

10. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. The Division of Student Affairs continues to hold the release of any updated process.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

For any staff member seeking a permanent change in their work agreement (independent of the emergency pandemic agreements) there is a formal process and related agreement form that must be followed, completed and approved. This begins with proposed changes and decisions discussed and agreed upon by supervisor and employee, as well as department and divisional leadership prior to submitting an agreement form. A fillable PDF of the UCSB Remote/Hybrid Work Agreement form can be found at this link: https://www.hr.ucsb.edu/sites/default/files/docs/Flexible%20Work/Remote-Hybrid%20Work%20Agreement%20(fillable).pdf, which, along with other related information and forms, can be found on the UCSB Human Resources Flexible Work Arrangements webpage: https://www.hr.ucsb.edu/flexible-work-arrangements. Please keep in mind that some proposed instances may also require a change in a job description or a reclassification or a reduction in work hours. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

11. REMINDER: The current Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/. Please note that adherence to ongoing campus COVID-19 mitigation strategies is critical to maintaining a safe work environment including the strong recommendation to wear a face covering in campus-controlled facilities and events, washing hands, etc.

Please also note that while students, staff, and faculty are no longer required to complete a Daily COVID-19 Symptoms Survey, campus visitors must utilize the single use COVID-19 Screening Survey for clearance. Designated as the On Demand Screening Survey, visitors can access it here:  On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.

July 13, 2022

1. As you may be aware, there are recent reports of Covid-19 cases increasing around the country, many due to exposure to a new Omicron variant commonly referred to as “BA.5”. The Santa Barbara County Public Health Department confirms in its latest Covid-19 Weekly Summary that “There continues to be a high level of virus transmission in the community” (the complete summary is located at this link: https://sbcdashboard.info/). While current campus masking protocol continues to be a strong recommendation and not a mandate, the realization of this increase in cases should reinforce the importance of doing so. Again, while not mandated, masking is strongly recommended for all staff, students, and visitors in all AS and campus indoor spaces.

2. An email message was distributed on July 12th by Chuck Haines, Associate Chancellor, Finance and Resource Management, outlining state legislation (Article 5) and campus policy (Regents Policy 5402) requirements regarding the use of defined Covered Services and the related restrictions for contracting on campus with third parties for these services. A non-exhaustive list of affected services is provided. The legislation is meant to ensure that campus staffing resources are used for fulfilling related needs. While contracting exceptions for engaging with third-party providers are possible, they will only be considered under extreme circumstances.

In addition, the Associate Chancellor’s message includes recent state legal restrictions (SB820) making it illegal to contract for third-party services in state-funded buildings. Included in the message is a list of current campus buildings falling under this restriction. Any buildings receiving state funding in the future will be added to this list. Please note that no consideration is provided for exceptions under this law. Please see the Associate Chancellor’s message for details.

Campus Employee & Labor Relations, Procurement, and Talent Acquisition will be hosting a monthly “Contracting Out Office Hours” to answer questions concerning contracting out for covered services. The first of these is scheduled for Wednesday, July 27th at 10:00am. The meeting is virtual via Zoom at this link: https://ucsb.zoom.us/j/84472142658 (passcode 940560).

3. Oscar announced via an email message on July 6th that it is time for AS staff members to evaluate their electronic hardware/software needs by assessing if current equipment is serving its intended purpose or if it is impeding workflow. Any related replacement/new equipment requests may require supervisor approval, so please discuss any such needs first. Please then submit equipment requests by the deadline of Friday, July 29th using the form and instructions at this link: https://www.as.ucsb.edu/computer-request-form/.

4. Anjum recently confirmed via a July 5th message in the Slack Staff channel that AS requisition forms for the new 2022-2023 fiscal year are now available at this link: https://www.as.ucsb.edu/requisition-form/. Please use this form for all of your new requisition submissions.

5. Campus Administrative Services announced via a July 11th email message the upcoming City of Goleta Public Works San Jose Creek Bike Path project. The City is providing an opportunity for public comments on the project which must be submitted and received by noon on August 1st, 2022. The project map, description, and contact information for submitting comments are available at this link: https://www.cityofgoleta.org/Home/Components/News/News/13131/3875.

6. Student Affairs distributed a reminder email message on July, 11th regarding the Division’s Foundation Program which is a professional development opportunity for new Student Affairs staff members to help succeed in their positions as well as plan for long-term career growth. Division staff members with no more than 5 years of experience are invited to apply by the deadline on Friday, July 29th. The application is found at this link: https://forms.gle/Y3YHow5Mq9qCzYc77. Please see the email message for more information. 

7. Kat posted a reminder in the Staff Slack channel on Tuesday, July 5th that since we are now in the new 2022-2023 fiscal year, last fiscal year’s requisitions for printing at AS Publications have been liquidated. If you have not already done so, new requisitions for the current fiscal year need to be submitted prior to initiating a print job request at AS Publications.

8. REMINDER: Authorized Signers Workshops continue to be held with two more scheduled after today on the following dates and times:

Monday, July 18th at 12:00pm
Thursday, July 21st at 12:00pm

The workshops continue to be presented by Adam Majcher, the incoming Chair of AS Finance and Business and a sitting AS senator. All workshops are virtual and available at this Zoom meeting link: https://ucsb.zoom.us/j/7333648505.

9. REMINDER: The current campus masking policy highly encourages all staff, faculty, students and visitors to continue wearing masks for the safety of all within all campus indoor spaces. Feel free to post signage in work spaces informing visitors of this strong preference within AS spaces. Policy details and related information is available on the UCSB Covid-19 Response Team webpage located here: https://info.ia.ucsb.edu/click/be2nag/vlhcsn/b2swlz.

10. REMINDER: The deadline for submitting items to include in this fall’s Welcome Back Packets for Convocation is this Friday, July 15th. Please contact Ricky as soon as possible and prior to this date if your area or a student group you advise would like to contribute anything to the packets.

11. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. The Division of Student Affairs continues to hold the release of any updated process.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

For any staff member seeking a permanent change in their work agreement (independent of the emergency pandemic agreements) there is a formal process and related agreement form that must be followed, completed and approved. This begins with proposed changes and decisions discussed and agreed upon by supervisor and employee, as well as department and divisional leadership prior to submitting an agreement form. A fillable PDF of the UCSB Remote/Hybrid Work Agreement form can be found at this link: https://www.hr.ucsb.edu/sites/default/files/docs/Flexible%20Work/Remote-Hybrid%20Work%20Agreement%20(fillable).pdf, which, along with other related information and forms, can be found on the UCSB Human Resources Flexible Work Arrangements webpage: https://www.hr.ucsb.edu/flexible-work-arrangements. Please keep in mind that some proposed instances may also require a change in a job description or a reclassification or a reduction in work hours. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

12. REMINDER: The current Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

Please note that adherence to ongoing campus COVID-19 mitigation strategies is critical to maintaining a safe work environment including the strong recommendation to wear a face covering in campus-controlled facilities and events, washing hands, etc.

Please also note that while students, staff, and faculty are no longer required to complete a Daily COVID-19 Symptoms Survey, campus visitors must utilize the single use COVID-19 Screening Survey for clearance. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.

July 5, 2022

Hope everyone had an enjoyable and restful July 4th holiday. As mentioned in last week’s Update, this week continues to include a number of staff vacation absences, so please be sure to check the time-off calendar prior to trying to schedule meetings or collaborations. This week’s update follows, and as always, thank you all for your hard work and flexibility:

1. As a reminder, the previous Covid-19 campus events guidelines expired at the end of Spring Quarter and have been replaced with the California Department of Public Health Covid-19 guidelines for mega events, along with the continuing UC requirements that all visitors using campus facilities should be fully vaccinated against Covid-19 or have received a negative Covid-19 test result within 48 hours prior to their visit for a PCR test, or 24 hours prior to a rapid antigen home test. Please note that these guidelines continue to be subject to change dependent on evolving public health conditions.

The campus Covid-19 information pages (https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements) have been updated to reflect this change including at these links:

Guidelines for Campus Gatherings – https://www.ucsb.edu/COVID-19-information/small-group-outdoor-gatherings-guidelines

Covid-19 Interim Visitors Protocol – https://www.ucsb.edu/covid-19-information/return-to-campus-requirements/visitors-protocol

2. The previously announced authorized signers workshop scheduled for last Friday, July 1st was cancelled. In its place, additional workshops have been scheduled and are currently available on the following dates and times:

  • Wednesday, July 13th at 12:00pm and 5:00pm
  • Monday, July 18th at 12:00pm
  • Thursday, July 21st at 12:00pm

The workshops will continue to be presented by Adam Majcher, the incoming Chair of AS Finance and Business and a sitting AS senator. All workshops are virtual and available at this Zoom meeting link: https://ucsb.zoom.us/j/7333648505.

3. Kat posted in the Slack Staff channel today that with the start of the new fiscal year on July 1st, new 2022-2023 AS requisitions will need to be submitted in order to print at AS Publications. Please contact Kat with any related questions.

4. The campus Gateway procurement system will be offline this Saturday, July 9th from 5:00am until 11:00am for routine maintenance. Please plan accordingly if you require access during that time frame.

5. The Division of Student Affairs and UCSB Information Technology announced in an email message today that future UCSB applicants will be assigned perm numbers in an updated alphanumeric format (consisting of letters and numbers). The implementation process will begin later this summer with the first Access Cards reflecting these identifiers to be printed/distributed on or around March 27, 2023. No students currently or previously enrolled will be impacted by this effort, and all existing all-numeric perm numbers will continue to work. Please see the original message for additional information as well as at this link: 

https://sist.sa.ucsb.edu/perm-augmentation-project.

6. The campus Policy Coordinator, Becky Steiger, sent a request earlier today via email asking staff to provide comments on proposed updates to Title IX Regulations from the U.S. Department of Education. Input on the proposed rules must be received by 4:00pm on July 13th and submitted via a related survey found at this link: https://survey.alchemer.com/collab/6922132/2022-Title-IX-Regulations-Stakeholder-Survey. Please see the original message for additional details.

7. REMINDER: Campus Information Technology announced in a June 27th email message that the rollout of Multi-Factor Authentication (MFA) for login security to campus applications is continuing with DocuSign as the next implementation. On July 11, 2022 the DocuSign application will require you to log in using MFA. If you have already set up MFA for other applications, you do not need to do anything further. If you have not yet done so, please visit this link https://www.it.ucsb.edu/mfa to enroll your device in MFA. Please also see the original message for additional details.

8. REMINDER: Campus Human Resources announced in a June 22nd email message a one-hour financial workshop presented by Fidelity Investments tailored for staff, faculty, and academic employees concerned about the current state of the financial market and what it means for personal financial wellness. The workshop is titled Navigating Market Volatility and is scheduled for this Friday, July 8th at 11:00am. Please see the original message for registration instructions on Shoreline.

9. REMINDER: The current campus masking policy highly encourages all staff, faculty, students and visitors to continue wearing masks for the safety of all within all campus indoor spaces. Feel free to post signage in work spaces informing visitors of this strong preference within AS spaces. Policy details and related information is available on the UCSB Covid-19 Response Team webpage located here: https://info.ia.ucsb.edu/click/be2nag/vlhcsn/b2swlz.

10. REMINDER: The deadline for submitting items to include in this fall’s Welcome Back Packets for Convocation is Friday, July 15th. Please contact Ricky as soon as possible and prior to this date if your area or a student group you advise would like to contribute anything to the packets.

11. REMINDER: As campus Human Resources previously announced, the temporary change to vacation accrual maximums due to the pandemic has ended, and as of July 1st, policy-covered staff who are above their vacation accrual maximum will no longer accrue vacation time until they bring their vacation leave balance below their maximum. Of course, please be sure to speak to your supervisor prior to making any plans to bring your balance down. Additional information is available on UCnet here: https://ucnet.universityofcalifornia.edu/news/2022/05/remember-to-use-your-vacation-temporary-change-to-vacation-accrual-maximum-ends-june-30.html

For staff members who have exceeded their vacation accrual maximums and would like to defer taking that time, there is a multi-level approval process beginning with a staff member’s supervisor, and an extension to take vacation request form (Vacation Policy Request for Exception Form) that needs to be completed and submitted after initial request and approval discussions are completed. The form can be found on the UCSB Human Resources Forms webpage at this link: https://www.hr.ucsb.edu/sites/default/files/docs/forms/Vacation%20Policy%20Request%20for%20Exception%20Form.doc.

12. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. The Division of Student Affairs continues to hold the release of any updated process.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

For any staff member seeking a permanent change in their work agreement (independent of the emergency pandemic agreements) there is a formal process and related agreement form that must be followed, completed and approved. This begins with proposed changes and decisions discussed and agreed upon by supervisor and employee, as well as department and divisional leadership prior to submitting an agreement form. A fillable PDF of the UCSB Remote/Hybrid Work Agreement form can be found at this link: https://www.hr.ucsb.edu/sites/default/files/docs/Flexible%20Work/Remote-Hybrid%20Work%20Agreement%20(fillable).pdf, which, along with other related information and forms, can be found on the UCSB Human Resources Flexible Work Arrangements webpage: https://www.hr.ucsb.edu/flexible-work-arrangements. Please keep in mind that some proposed instances may also require a change in a job description or a reclassification or a reduction in work hours. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

13. REMINDER: The current Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/. Please note that adherence to ongoing campus COVID-19 mitigation strategies is critical to maintaining a safe work environment including the strong recommendation to wear a face covering in campus-controlled facilities and events, washing hands, etc.

Please also note that while students, staff, and faculty are no longer required to complete a Daily COVID-19 Symptoms Survey, campus visitors must utilize the single use COVID-19 Screening Survey for clearance. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.

June 28, 2022

It’s hard to believe that June is already coming to a close and with it the July 4th holiday is upon us next Monday. Please note that this holiday usually prompts a lot of vacation time off from staff members so be sure to check the time-off calendar for availability impacts to meeting/collaboration planning, particularly at the end of this week and beginning of next. This week’s update follows, and as always, thank you all for your hard work and flexibility:

1. The Division of Student Affairs and Campus Health Services recently provided updated Covid-19 guidance for campus events. The previous campus events guidelines expired at the end of Spring Quarter and have been replaced with the California Department of Public Health Covid-19 guidelines for mega events, along with the continuing UC requirements that all visitors using campus facilities should be fully vaccinated against Covid-19 or have received a negative Covid-19 test result within 48 hours prior to their visit for a PCR test, or 24 hours prior to a rapid antigen home test. Please note that these guidelines continue to be subject to change dependent on evolving public health conditions.

The campus Covid-19 information pages (https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements) have been updated to reflect this change including at these links:

Guidelines for Campus Gatherings – https://www.ucsb.edu/COVID-19-information/small-group-outdoor-gatherings-guidelines

Covid-19 Interim Visitors Protocol – https://www.ucsb.edu/covid-19-information/return-to-campus-requirements/visitors-protocol

2. Chancellor Yang distributed an email message on June 24th addressing the recent Supreme Court decision to overturn Roe v. Wade. In essence, the Chancellor, quoting UC President Drake’s message on the topic, which can be found at this link: https://www.universityofcalifornia.edu/press-room/uc-statement-dobbs-v-jackson-womens-health-organization-decision, affirms that the Court’s decision is antithetical to the UC’s mission and values, and also confirms that the UC is committed to the health and wellbeing of every member of the campus community, and the right for access to healthcare. Please see the Chancellor’s message for further details which can also be found at this link: https://chancellor.ucsb.edu/memos/2022-06-24-message-chancellor-yang.

3. In addition to the Chancellor’s message on Roe v. Wade, The Vice Chancellor of Student Affairs, Margaret Klawunn, sent a similar message to students and forwarded it to staff via email on June 27th. As with the Chancellor’s message, the Vice Chancellor confirms the campus and UC commitment to maintaining reproductive and sexual health services while also providing related programs and resources available to the campus community. Please see the Vice Chancellor’s original email message for details which can also be found at this link: https://t.e2ma.net/webview/8h9p7h/0e8277cc83053309136e61ec4179a360.

4. Also for your reference regarding Roe v. Wade, the statement below from Marvia Cunanan, AS External Vice President for Statewide Affairs (2022-2023), will be sent campus-wide to students:

To Our Campus Community:

On June 24, 2022, the Supreme Court of the United States of America overturned Roe v. Wade, ruling that abortion and its provision should be decided and litigated at the state level.

We acknowledge that this moment is incredibly scary and damaging to community members. We encourage everyone to find community, center joy, and if possible, provide support to our vulnerable community members who are most impacted by this news.

If you are in California and currently pursuing medical care and/or abortions, you are still able to pursue them. In California in particular, Section 123462 of the Health and Safety Code states that “every individual possesses a fundamental right of privacy with respect to personal reproductive decisions.” Governor Newsom has also affirmed California’s commitment to protecting access to reproductive care.

It is the official stance of the Office of the External Vice President for Statewide Affairs, along with the undersigned organizations, that we believe that abortion should be safe and legal for all communities and that it is solely up to the individual to decide their course of action. Moreover, we affirm our support and understanding of reproductive justice as a theoretical paradigm developed in the 1990s by Black feminists in Chicago. Reproductive Justice requires that we center those most vulnerable at this moment: the communities which already lack access to quality care that values their lives and honors their experiences. We must acknowledge the ways this SCOTUS decision harms people with uteruses that have historically been, and continue to be, disenfranchised via medical racism, transphobia, misogyny, ableism, and systemic inequality. It is exceedingly important to uplift these voices, as their experiences of bigotry and abuse at the hands of abortion providers — and subsequent loss of reproductive freedom — frequently go unheard. 

Everybody deserves the opportunity to decide how to care for themselves. Although abortion is still legal in California, there are financial and logistical barriers to abortion access for millions across the country. 

Abortion funds help people navigate these barriers, and do not check for documentation status to provide access to reproductive options. By donating to abortion funds, you can show solidarity and take action to protect community care. For information on the impact of abortion funds in particularly restrictive states, read this article.

According to Keep Our Clinics, independent clinics serve three out of every five patients in the US each year who have an abortion. Although they provide this essential service, they often don’t have the financial support, name recognition, and fundraising ability of national health centers or hospitals, or non-profits like Planned Parenthood. For a map of independent local clinics that you can support financially, as well as clinics that offer trans-centered programs, visit the Noise For Now map.

Community members can find a non-exhaustive list regarding reproductive health located both on-campus and in the local community below:

  • Reproductive Services at Student Health – offers free, readily available appointments with specialized clinicians to discuss birth control options, and assist with the initiation or continuation of various birth control methods
  • Planned Parenthood Santa Barbara – 518 Garden Street
  • 8k at Student Health for reproductive healthcare products such as emergency contraception, pregnancy tests, birth control, and more – no insurance needed, ask for coverage under the designated “Reproductive Justice Programming Money” 
  • Medication abortion available at Student Health – 100% covered by UC SHIP, and $10 out of pocket for student with GAP and waived insurance
  • Wellness Vending Machine – located on the second floor of the UCSB Library
  • PlanC – provides information on self-managed, at-home abortion pills
  • Find an abortion via the following website – https://www.abortionfinder.org/ 

Finally, please rest assured that as your External Vice President for Statewide Affairs, I am working diligently to ensure that the UC stands with and protects people who seek all forms of reproductive healthcare. UC Student Association has passed a Resolution in Opposition to the Leaked Supreme Court Opinion Repealing Roe v. Wade, and as outlined, we will work to improve access to abortion services within the UC and uplift reproductive justice everywhere. 

In Community,

Marvia Cunanan

A.S. External Vice President for Statewide Affairs (2022-2023), IG: @evpsaucsb

5. In lieu of a Staff Meeting this Thursday, June 30th, the department will be holding a staff BBQ at Goleta Beach from 3:00pm to 5:00pm. If you have not already done so, please let Marilyn know if you plan on attending.

6. Campus Information Technology announced in a June 27th email message that the rollout of Multi-Factor Authentication (MFA) for login security to campus applications is continuing with DocuSign as the next implementation. On July 11, 2022 the DocuSign application will require you to log in using MFA. If you have already set up MFA for other applications, you do not need to do anything further. If you have not yet done so, please visit this link https://www.it.ucsb.edu/mfa to enroll your device in MFA. Please also see the original message for additional details.

7. Campus Network and Communication Services announced in a June 21st email message that the National Suicide Prevention Hotline is now reachable on the campus phone system by using the dialing code 9-988. Please see the original email message for additional details.

8. Campus Human Resources announced in a June 22nd email message a one-hour financial workshop presented by Fidelity Investments tailored for staff, faculty, and academic employees concerned about the current state of the financial market and what it means for personal financial wellness. The workshop is titled Navigating Market Volatility and is scheduled for Friday, July 8th at 11:00am. Please see the original message for registration instructions on Shoreline.

9. REMINDER: The current campus masking policy highly encourages all staff, faculty, students and visitors to continue wearing masks for the safety of all within all campus indoor spaces. Feel free to post signage in work spaces informing visitors of this strong preference within AS spaces. Policy details and related information is available on the UCSB Covid-19 Response Team webpage located here: https://info.ia.ucsb.edu/click/be2nag/vlhcsn/b2swlz.

10. REMINDER: Ricky distributed an email on June 16th announcing that work on creating Welcome Back Packets for fall 2023 Convocation has begun. Please contact Ricky as soon as possible (the deadline for submitting items is Friday, July 15th) if your area or student organization you advise would like to contribute anything to the packets (e.g. flyers, keychains, lanyards, pens, etc.).

11. REMINDER: Kelsey confirmed in a June 17th Slack Staff channel message that the next authorized signer workshop will be offered by Adam Majcher, the incoming Chair of AS Finance and Business and a sitting senator, this Friday, July 1st at 12:00pm via Zoom. A Zoom meeting link will be provided prior to that date.

12. REMINDER: Campus Human Resources announced in a May 2nd email message that the temporary change to vacation accrual maximum put in place to accommodate vacation-related challenges during the pandemic, is scheduled to end this Thursday, June 30th, 2022. Starting July 1st, 2022, policy-covered staff who are above their vacation accrual maximum will no longer accrue vacation time until they bring their vacation leave balance below their maximum. Of course, please be sure to speak to your supervisor prior to making any plans to bring your balance down. Additional information is available on UCnet here: https://ucnet.universityofcalifornia.edu/news/2022/05/remember-to-use-your-vacation-temporary-change-to-vacation-accrual-maximum-ends-june-30.html

For staff members who have exceeded their vacation accrual maximums and would like to defer taking that time, there is a multi-level approval process beginning with a staff member’s supervisor, and an extension to take vacation request form (Vacation Policy Request for Exception Form) that needs to be completed and submitted after initial request and approval discussions are completed. The form can be found on the UCSB Human Resources Forms webpage at this link: https://www.hr.ucsb.edu/sites/default/files/docs/forms/Vacation%20Policy%20Request%20for%20Exception%20Form.doc.

13. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. The Division of Student Affairs continues to hold the release of any updated process.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

For any staff member seeking a permanent change in their work agreement (independent of the emergency pandemic agreements) there is a formal process and related agreement form that must be followed, completed and approved. This begins with proposed changes and decisions discussed and agreed upon by supervisor and employee, as well as department and divisional leadership prior to submitting an agreement form. A fillable PDF of the UCSB Remote/Hybrid Work Agreement form can be found at this link: https://www.hr.ucsb.edu/sites/default/files/docs/Flexible%20Work/Remote-Hybrid%20Work%20Agreement%20(fillable).pdf, which, along with other related information and forms, can be found on the UCSB Human Resources Flexible Work Arrangements webpage: https://www.hr.ucsb.edu/flexible-work-arrangements. Please keep in mind that some proposed instances may also require a change in a job description or a reclassification or a reduction in work hours. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

14. REMINDER: The current Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/. Please note that adherence to ongoing campus COVID-19 mitigation strategies is critical to maintaining a safe work environment including the strong recommendation to wear a face covering in campus-controlled facilities and events, washing hands, etc.

Please also note that while students, staff, and faculty are no longer required to complete a Daily COVID-19 Symptoms Survey, campus visitors must utilize the single use COVID-19 Screening Survey for clearance. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.

June 21, 2022

Hope everyone had a restful and reflective holiday weekend. As a reminder, we have another long holiday weekend approaching in less than two weeks (July 4th). And as with all additional time off beyond such holidays, please be sure to communicate to your supervisors as early as possible for vacation time-off approvals. This week’s update follows, and as always, thank you all for your hard work and flexibility:

1. As previously reported, the campus Covid-19 Response team updated the campus masking policy via a June 13th email message confirming the end of the previously reinstated masking mandate. Despite this change from a required protocol, staff and visitors to AS spaces are highly encouraged to continue wearing masks for the safety of all. Feel free to post signage in work spaces informing visitors of this strong preference. Policy details and related information is available on the Covid-19 Response Team webpage located here: https://info.ia.ucsb.edu/click/be2nag/vlhcsn/b2swlz.

2. Regarding payroll and HR, during Lili’s absence and Megan’s onboarding process, Anjum, Ed, and Marisela will continue to address timecard and other payroll issues. If any students find themselves in crisis or are experiencing financial issues due to a late or reduced paycheck, there are campus resources, such as the Financial Crisis Response Team (here: https://food.ucsb.edu/about/committees/financial-crisis-response-team) that can be accessed to support them in the interim. A few other related financial resources include: 

– AS Emergency Loans (https://www.as.ucsb.edu/resources/emergency-loans/)
– AS/EOP Grants (http://eop.sa.ucsb.edu/services/grant)
– Women’s Center Bridge over Troubled Waters Fund (http://wgse.sa.ucsb.edu/nontrad/women-s-center-bridge-over-troubled-waters-fund)
– Division of Student Affairs Emergency Loans and Grants Resources (http://www.sa.ucsb.edu/resources/student-financial-guide/resources/general-purpose-funding)

If you are a student staff supervisor, please apologize to any such affected student staff member, and please know and communicate that everyone is working as hard as possible to address whatever issue has emerged, and that the effort will not stop until they are appropriately compensated for their time. However, please keep in mind that given the sheer volume of end of the year workload due to related demands, response times are unfortunately delayed. If any career staff member needs to talk through any particular issues, please feel free to reach out to Ed to schedule an appointment to discuss possible process/procedures.

3. Ricky distributed an email on June 16th announcing that work on creating Welcome Back Packets for fall 2023 Convocation has begun. Please contact Ricky as soon as possible if your area or student organization you advise would like to contribute anything to the packets (e.g. flyers, keychains, lanyards, pens, etc.). This is a great marketing opportunity to establish awareness to a large portion of the campus community at the beginning of the 2022-2023 academic year.

4. Kelsey confirmed in a June 17th Slack Staff channel message that the next authorized signer workshop will be offered by Adam Majcher on Friday, July 1st at 12:00pm via Zoom. A Zoom meeting link will be provided prior to that date.

5. UCSB College of Letters and Science announced in a June 14th email message that there is a planned upcoming change to the campus Learning Management System currently known as GauchoSpace. The transition will take place during the 2022-2023 academic year with an estimated completion by the 2023-2024 academic year. Please see the original message for reasoning behind the change and additional related details.

6. The UCSB Vice Chancellor for Administrative Services, Garry Mac Pherson, distributed via email today, June 21st, the campus’ annual message about the California Whistleblower Protection Act. This policy provides multiple avenues for employees to bring forward concerns of potential employee misconduct. Please see the original email message for details and more information can be found here: http://www.ucop.edu/uc-whistleblower/index.html. Reports can be made through a web-based form here: http://universityofcalifornia.edu/hotline, or by calling 1-800-403-4744.

7. Chancellor Yang announced in a June 15th email message the appointment of Dr. Josh Bright as the campus’ new Associate Vice Chancellor for Information Technology and Chief Information Officer effective August 15, 2022. Please see the Chancellor’s announcement (here: https://chancellor.ucsb.edu/memos/2022-06-15-appointment-associate-vice-chancellor-information-technology-and-chief-information) for additional information and a summary of Dr. Bright’s background.

8. The Campus Human Resources Training and Development Unit announced in a June 17th email message the Dilling Yang Staff Scholarship Program. Effective July 1st, non-probationary career staff with a full-time equivalent salary of less than or equal to $5,870 per month are eligible to apply for scholarship awards for education, training, and other learning opportunities available at UCSB. The application form with guidelines is available at this link: https://www.hr.ucsb.edu/sites/default/files/docs/forms/Dilling_Yang_Scholarship_Application_Form_with_Guidelines_2022.pdf. Please see the original message for additional details.

9. REMINDER: Abandoned bicycle abatement at university residence halls, apartment complexes, and dining commons is currently underway and is scheduled to end this Friday, June 24th. All bicycles not affixed with a yellow registration tag will be impounded. Please see UCSB Police Chief Alex Yao’s June 8th email message for additional details and how to obtain a registration tag should one be needed.

10. REMINDER: Campus Human Resources announced in a May 2nd email message that the temporary change to vacation accrual maximum put in place to accommodate vacation-related challenges during the pandemic, is scheduled to end on June 30th, 2022. Starting July 1st, 2022, policy-covered staff who are above their vacation accrual maximum will no longer accrue vacation time until they bring their vacation leave balance below their maximum. Of course, please be sure to speak to your supervisor prior to making any plans to bring your balance down. Additional information is available on UCnet here: https://ucnet.universityofcalifornia.edu/news/2022/05/remember-to-use-your-vacation-temporary-change-to-vacation-accrual-maximum-ends-june-30.html

For staff members who have exceeded their vacation accrual maximums and would like to defer taking that time, there is a multi-level approval process beginning with a staff member’s supervisor, and an extension to take vacation request form (Vacation Policy Request for Exception Form) that needs to be completed and submitted after initial request and approval discussions are completed. The form can be found on the UCSB Human Resources Forms webpage at this link: https://www.hr.ucsb.edu/sites/default/files/docs/forms/Vacation%20Policy%20Request%20for%20Exception%20Form.doc.

11. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. The Division of Student Affairs continues to hold the release of any updated process.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

For any staff member seeking a permanent change in their work agreement (independent of the emergency pandemic agreements) there is a formal process and related agreement form that must be followed, completed and approved. This begins with proposed changes and decisions discussed and agreed upon by supervisor and employee, as well as department and divisional leadership prior to submitting an agreement form. A fillable PDF of the UCSB Remote/Hybrid Work Agreement form can be found at this link: https://www.hr.ucsb.edu/sites/default/files/docs/Flexible%20Work/Remote-Hybrid%20Work%20Agreement%20(fillable).pdf, which, along with other related information and forms, can be found on the UCSB Human Resources Flexible Work Arrangements webpage: https://www.hr.ucsb.edu/flexible-work-arrangements. Please keep in mind that some proposed instances may also require a change in a job description or a reclassification or a reduction in work hours. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

12. REMINDER: The current Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/. Please note that adherence to ongoing campus COVID-19 mitigation strategies is critical to maintaining a safe work environment including the strong recommendation to wear a face covering in campus-controlled facilities and events, washing hands, etc.

Please also note that while students, staff, and faculty are no longer required to complete a Daily COVID-19 Symptoms Survey, campus visitors must utilize the single use COVID-19 Screening Survey for clearance. Designated as the On Demand Screening Survey, visitors can access it here:  On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.

June 14, 2022

Congratulations to all on the successful conclusion, but certainly challenging, back to campus academic year. As we collectively look forward to a shift in focus to summer projects, please also be sure to communicate to your supervisors as early as possible for approval of any plans for summer vacation time-off. As usual, please be sure to post such approved vacation time on the department’s time-off calendar. This week’s update follows, and as always, thank you all for your hard work and flexibility:

1. The campus Covid-19 Response team updated the campus masking policy via a June 13th email message which confirms the end of the previously reinstated masking mandate beginning yesterday, June 13th. With the conclusion of Spring Quarter, masks are once again strongly recommended but no longer required in indoor spaces on campus. However, universal masking is still required in high-risk spaces such as healthcare facilities.

Despite this change from a required protocol, staff and visitors to AS spaces are highly encouraged to continue wearing masks for the safety of all.

Please see the original email message for additional policy details as well as the Covid-19 Response Team webpage located here: https://info.ia.ucsb.edu/click/be2nag/vlhcsn/b2swlz.

2. As a reminder, we are scheduled for a Staff Meeting this Thursday, June 16th at the usual time of 1:00pm – 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

3. For those of you in the role of supervising student staff or advising student leadership and student groups, you have likely been made aware of new student employment guidelines recently established by the UC Office of the President (UCOP). Initially, there was concern that these new guidelines would have a significant and challenging impact on the department, however, after expressing these concerns to campus Human Resources, they confirmed that the department can continue to operate as it has been with respect to student employment and compensation and prior to the release of the new UCOP guidelines. Should you require any additional information or have related questions, please reach out to Marisela, Ed, and Anjum. 

4. AS Business Enterprises has announced summer business hours for the following services:

  • Bike Shop: (during Summer sessions) Monday – Friday, 10:00am – 4:00pm
  • Cashiers & Ticket Office: Monday – Friday, 10:00am – 4:00pm
  • Food Bank: Monday, Wednesday, Thursday 10:00am – 6:00pm
  • Publications: Monday – Friday, 9:00am – 4:00pm

5. The UCSB Police Chief, Alex Yao, announced in a June 8th email message that abandoned bicycle abatement at university residence halls, apartment complexes, and dining commons will begin today, June 14th and is scheduled to end on Friday, June 24th. All bicycles not affixed with a yellow registration tag will be impounded. Please see the original message for additional details and how to obtain a registration tag should one be needed.

6. Campus Design and Construction Services announced the closure of the northern half of parking lot 3 (in front of AS Admin and Main) in a June 8th email message. This closure began yesterday, June 13th and runs through Friday, September 16th. The closure is to accommodate ongoing construction of the new Interactive Learning Pavillion. Please see the original message for a map of the closed area and additional details.

7. Facilities Management updated their previous Mesa Road closure messaging in a June 13th email message confirming that the related re-paving lane closures have been rescheduled to June 16th and 17th. Please see the original message for a map of the lane closure area and plan accordingly for delays if you require travel in that direction during those two rescheduled days.

8. The Division of Student Affairs announced in a June 10th email message the appointment of Katie Maynard to the position of Acting Director for the Campus Sustainability Program, which is moving its administrative location to the Division of Student Affairs this summer. Please see the original message for details on Katie’s extensive background at UCSB, as well as information on the sustainability program.

9. REMINDER: Campus Human Resources announced in a May 2nd email message that the temporary change to vacation accrual maximum put in place to accommodate vacation-related challenges during the pandemic, is scheduled to end on June 30th, 2022. Starting July 1st, 2022, policy-covered staff who are above their vacation accrual maximum will no longer accrue vacation time until they bring their vacation leave balance below their maximum. Of course, please be sure to speak to your supervisor prior to making any plans to bring your balance down. Additional information is available on UCnet here: https://ucnet.universityofcalifornia.edu/news/2022/05/remember-to-use-your-vacation-temporary-change-to-vacation-accrual-maximum-ends-june-30.html

For staff members who have exceeded their vacation accrual maximums and would like to defer taking that time, there is a multi-level approval process beginning with a staff member’s supervisor, and an extension to take vacation request form (Vacation Policy Request for Exception Form) that needs to be completed and submitted after initial request and approval discussions are completed. The form can be found on the UCSB Human Resources Forms webpage at this link: https://www.hr.ucsb.edu/sites/default/files/docs/forms/Vacation%20Policy%20Request%20for%20Exception%20Form.doc.

10. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. The Division of Student Affairs continues to hold the release of any updated process.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

For any staff member seeking a permanent change in their work agreement (independent of the emergency pandemic agreements) there is a formal process and related agreement form that must be followed, completed and approved. This begins with proposed changes and decisions discussed and agreed upon by supervisor and employee, as well as department and divisional leadership prior to submitting an agreement form. A fillable PDF of the UCSB Remote/Hybrid Work Agreement form can be found at this link: https://www.hr.ucsb.edu/sites/default/files/docs/Flexible%20Work/Remote-Hybrid%20Work%20Agreement%20(fillable).pdf, which, along with other related information and forms, can be found on the UCSB Human Resources Flexible Work Arrangements webpage: https://www.hr.ucsb.edu/flexible-work-arrangements. Please keep in mind that some proposed instances may also require a change in a job description or a reclassification or a reduction in work hours. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

11. REMINDER: The current Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/. Please note that adherence to ongoing campus COVID-19 mitigation strategies is critical to maintaining a safe work environment including the strong recommendation to wear a face covering in campus-controlled facilities and events, washing hands, etc.

Please also note that while students, staff, and faculty are no longer required to complete a Daily COVID-19 Symptoms Survey, campus visitors must utilize the single use COVID-19 Screening Survey for clearance. Designated as the On Demand Screening Survey, visitors can access it here:  On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.

June 7, 2022

With the end of the academic year upon us, please note that the end of this week will bring with it a lot of additional traffic to campus as both commencement and move-out activities take place across campus. Please plan accordingly should you be travelling to campus beginning this Friday or during the weekend. This week’s update follows, and as always, thank you all for your hard work and flexibility during this challenging academic year:

1. As a reminder, Chancellor Yang’s recent COVID-19 update email message (distributed on May 26th and can be found here: https://chancellor.ucsb.edu/memos/2022-05-26-covid-19-update-reinstating-campus-indoor-masking-requirement) which reinstates the previous campus indoor masking mandate policy, continues to be in effect through this Sunday, June 12th. This policy requires masking in all classrooms and other indoor campus shared spaces. Please note that the policy may be extended past this date. However, should that not prove to be the case, masking will remain as a strong recommendation for all staff, students, and visitors to practice in all AS spaces for the safety of all.

2. The campus COVID-19 Response Team announced via a June 6th email message that the campus COVID-19 Testing Clinic is relocating from Loma Pelona to Building 434, part of which is occupied by the AS Media Center. This relocation will become effective next Monday, June 13th. Testing at the new location continues to require a scheduled appointment which can be made at this link: https://info.ia.ucsb.edu/click/7u0y9f/vlhcsn/ftsljz. Please see the original email message for additional details.

3. Anjum distributed a follow-up email message on June 6th regarding outstanding 2021-2022 AS requisitions. While the official deadline for submitting AS requisitions for the current 2021-2022 fiscal year has past (June 6, 2022), Anjum is offering assistance for anyone unable to meet that deadline. However, those still in need of submitting must contact AS Admin as soon as possible in order to allow time to assist with and process anything still outstanding. Please bring your document in directly or contact AS Admin to schedule a Zoom or phone call at this link: requisitions@as.ucsb.edu.

4. With Commencement 2022 approaching this weekend, campus Transportation and Parking Services announced in its latest related email message on June 7th that campus traffic and parking will be heavily impacted beginning this Friday, June 10th through Sunday, June 12th. Please note that over 4,000 vehicles and over 10,000 participants are expected for the commencement ceremonies. Please see the original email message for related parking lot closures. You can also find additional information at this link: https://www.ucsb.edu/commencement/directions-parking.

5. In addition to commencement, summer move-out takes place at campus housing facilities later this week also beginning this Friday, June 10th through Sunday, June 12th. Please see the related June 6th email message from campus Transportation and Parking Services for details.

6. Campus Facilities Management announced in a June 6th email message that shortly after commencement and summer move-out activities, Mesa Road will be closed on Monday, June 13th and Tuesday, June 14th for paving repairs. One lane in each direction will be closed for a portion of Mesa Road during these dates. Please see the original message for details and an image of the affected area.

7. The University Center Access Desk provided an Access Card update message via a June 2nd email message confirming that staff and faculty who have been waiting for a replacement access card can now submit a request by following the process at this link: Access Card Request. Only staff and faculty who use their access card as a debit card for meals at campus dining operations and who were issued an access card prior to October 2020 should request a replacement card. All old and new access cards will continue to work for access to buildings. Please see the email message for additional details.

8. Congratulations to all award recipients (and the entire department!) for their contributions this academic year, which were recognized at last Wednesday’s AS Awards Celebration. Also a HUGE thank you to the awards planning committee who put together a great program while under an extremely tight schedule to get everything done, while also dealing with a last-minute change in format. If you were unable to attend, you can view Sean’s annual awards slideshow at this link: https://www.as.ucsb.edu/special/slideshow21-22/

9. The Academic and Staff Assistance Program (ASAP) announced through a June 6th email message a new workshop focused on finding emotional balance through breath and sound. This 40 minute experiential workshop is in-person on the Chemistry Lawn and is scheduled for next Wednesday, June 15th from 12:10pm to 12:50pm. If interested, please RSVP at this link: https://forms.gle/pRvF2YYQCDUxp8jF8.

10. REMINDER: Campus Human Resources announced in a May 2nd email message that the temporary change to vacation accrual maximum put in place to accommodate vacation-related challenges during the pandemic, is scheduled to end on June 30th, 2022. Starting July 1st, 2022, policy-covered staff who are above their vacation accrual maximum will no longer accrue vacation time until they bring their vacation leave balance below their maximum. Of course, please be sure to speak to your supervisor prior to making any plans to bring your balance down. Additional information is available on UCnet here: https://ucnet.universityofcalifornia.edu/news/2022/05/remember-to-use-your-vacation-temporary-change-to-vacation-accrual-maximum-ends-june-30.html

11. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. The Division of Student Affairs continues to hold the release of any updated process.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

12. REMINDER: The current Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/. Please note that adherence to ongoing campus COVID-19 mitigation strategies is critical to maintaining a safe work environment including the reinstated requirement to wear a face covering in campus-controlled facilities and events, washing hands, etc.

Please also note that while students, staff, and faculty are no longer required to complete a Daily COVID-19 Symptoms Survey, campus visitors must utilize the single use COVID-19 Screening Survey for clearance. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.

May 31, 2022

Hope everyone had a restful long holiday weekend. With the last few days of Spring quarter upon us, please be sure to take a moment out of your busy schedules to reflect and appreciate on all that you have done this past year to help facilitate a rewarding and successful few months of in-person college experience for students, many of whom have not yet had this opportunity until the beginning of this calendar year. This week’s update follows, and as always, thank you all for your continued hard work and flexibility during this particularly busy period:

1. As you may have read by now, Chancellor Yang distributed a COVID-19 update email message on May 26th reinstating the previous campus indoor masking policy. This policy requires masking in all classrooms and other indoor campus shared spaces effective as of last Friday, May 27th through June 12, 2022. Please see the Chancellor’s full email update for details which can also be found at this link: https://chancellor.ucsb.edu/memos/2022-05-26-covid-19-update-reinstating-campus-indoor-masking-requirement. In addition, and as was reported last Thursday, the AS Program Board has a large supply of surgical masks available should you need any for your area(s). Please contact Marilyn to coordinate pick up.

2. UCSB Student Health, Alcohol & Drug Program distributed an email message May 27th to provide notice of an alarming increase in the number of drug overdose cases involving accidental fentanyl exposure. Overdose prevention information and resources links are available on the UCSB Student Health Alcohol and Drug Program/Gauchos for Recovery website here: https://t.e2ma.net/click/2y389v/if3jgi5g/uk30p1f. Please see the original email message for additional details.

3. As a reminder, our employment with the University as career employees includes mandatory trainings that we are scheduled into and are required to complete. It is imperative that we prioritize completing such scheduled trainings as well as staying up to date by reading through updated policies. One of these policy areas is Title IX. Please take time to review related policies (here: https://titleix.ucsb.edu/policies-and-response-procedures/policies), and also take time to review the Title IX website (here: https://titleix.ucsb.edu/) for additional important information, including related resources and reporting instructions. 

4. The UCSB Academic and Staff Assistance Program (ASAP) distributed an email message earlier today in order to provide trauma support resources to staff and their families due to impacts from recent mass shooting events. Please see the original email message for resources links. In addition, ASAP psychologists are offering drop-in counselling this week beginning today through Friday, June 3rd. See the following link to see availability and to book a time: https://calendar.google.com/calendar/u/0/selfsched?sstoken=UUx2S09jOEgtd0NxfGRlZmF1bHR8MDYwY2IyOTFmN2RmN2NkNjQxNzQ0YzBkZTcyNDAxYTM.

5. For those of you placing Gateway orders, please note that the cutoff for current fiscal year 2021-2022 close for general Gateway requisitions is June 15th, and for contracts (i.e. signatures) the cutoff is this Thursday, June 2nd. Also, Gateway classes for August are now available for registration on the UC Learning Center here: https://learningcenter.ucsb.edu/.

6. Santa Barbara MTD is looking for additional community feedback regarding the development and investment in its bus system over the next 5 years. Please see their original email message from May 25th for details including links to the new survey and additional information.

7. REMINDER: Marisela distributed email messaging on May 19th confirming that a number of students had been diagnosed with COVID-19 infections in AS spaces on or around May 9, 11, 17 and 18. You may have had an exposure to these cases if you attended the same spaces/work/activities on these dates. You are therefore highly encouraged to test, mask, and not return to work spaces or activities if you are exhibiting symptoms. If needed, please confirm with your supervisor your work objectives/needs.

Please note that COVID-19 can develop 14 days after exposure, and tests are available from UCSB at no charge through weekday appointments scheduled through the UCSB Student Health Portal (https://studenthealthoc.sa.ucsb.edu/login_dualauthentication.aspx) and through at-home rapid testing which can be picked up per instructions at this link: https://studenthealth.sa.ucsb.edu/coronavirus/testing. Please see Marisela’s messages for additional helpful information.

8. REMINDER: All current fiscal year 2021-2022 requisitions are due no later than next Monday, June 6th. If you have an unusual reason for not being able to submit by this date, please reach out to Anjum or Cindy before June 4th. New requisitions submitted for the 2022-2023 fiscal year will not be processed until July 1st so please plan accordingly. Please also note that no exceptions will be made to these deadlines.

9. REMINDER: Campus Human Resources announced in a May 2nd email message that the temporary change to vacation accrual maximum put in place to accommodate vacation-related challenges during the pandemic, is scheduled to end on June 30th, 2022. Starting July 1st, 2022, policy-covered staff who are above their vacation accrual maximum will no longer accrue vacation time until they bring their vacation leave balance below their maximum. Of course, please be sure to speak to your supervisor prior to making any plans to bring your balance down. Additional information is available on UCnet here: https://ucnet.universityofcalifornia.edu/news/2022/05/remember-to-use-your-vacation-temporary-change-to-vacation-accrual-maximum-ends-june-30.html

10. REMINDER: The campus Community Service Organization (CSO) Safety Escort Service offers free safety escort services every day from 7:00am to 3:00am by calling (805) 893-2000. Please be sure to remind any students you encounter who express discomfort about walking campus alone that this service is available to them.

11. REMINDER: AS student leadership has established a Safe Transportation Task Force intended to assist students with safe vehicle rides to and from campus through a reimbursement process for rides (up to $12 per ride) through Uber, Lyft, Taxi services, etc. The application can be found at this link: tinyurl.com/safetransportation.

12. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. The Division of Student Affairs continues to hold the release of any updated process.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

13. REMINDER: The current Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/. Please note that adherence to ongoing campus COVID-19 mitigation strategies is critical to maintaining a safe work environment including the reinstated requirement to wear a face covering in campus-controlled facilities and events, washing hands, etc.

Please also note that while students, staff, and faculty are no longer required to complete a Daily COVID-19 Symptoms Survey, campus visitors must utilize the single use COVID-19 Screening Survey for clearance. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.

May 24, 2022

While Spring Quarter continues to wind down, please note that next Monday, May 30th is the Memorial Day holiday and therefore a short work week, so please plan work/meetings accordingly. Also, as a friendly reminder, a number of items that have come up recently, some summarized below, require speaking/planning with your supervisor as a first step, so please be sure to prioritize this when any such items require your attention. This week’s update follows, and as always, thank you all for your continued hard work and flexibility during this particularly busy period:

1. Marisela distributed email messaging on May 19th confirming that a number of students had been diagnosed with COVID-19 infections in AS spaces on or around May 9, 11, 17 and 18. You may have had an exposure to these cases if you attended same spaces/work/activities on these dates. You are therefore highly encouraged to test, mask, and not return to work spaces or activities if you are exhibiting symptoms. If needed, please confirm with your supervisor your work objectives/needs.

Please note that COVID-19 can develop 14 days after exposure, and tests are available from UCSB at no charge through weekday appointments scheduled through the UCSB Student Health Portal (https://studenthealthoc.sa.ucsb.edu/login_dualauthentication.aspx) and through at-home rapid testing which can be picked up per instructions at this link: https://studenthealth.sa.ucsb.edu/coronavirus/testing. Please see Marisela’s messages for additional helpful information.

2. As Anjum states in her May 19th email message, all current fiscal year 2021-2022 AS requisitions are due no later than Monday, June 6th. If you have an unusual reason for not being able to submit a current fiscal year requisition by this date, you will need to reach out to Anjum or Cindy before June 4th. New requisitions submitted for the 2022-2023 fiscal year will not be processed until July 1st so please plan accordingly. Please also note that no exceptions will be made to these deadlines or related policies communicated in the email message (please review for details).

3. The Student Affairs Division copied staff on an email message on May 20th that was distributed to all undergraduate students confirming the Division’s denouncement of recent hate-driven violence against a number of communities and to offer support opportunities. While related community support events have concluded, the message includes a number of important campus support resources. Please review the message to re-familiarize yourself with these if you have not already done so.

4. The 2022 AS Awards Celebration is quickly coming up, however, due to the recent COVID-19 exposures in AS spaces, in the interest of safety, the celebration has been moved to a virtual format similar to how it has been presented the last two years. As of now, the event date is scheduled for June 1st, however a number of details are still being worked out and once these are finalized, a formal update will be distributed. As a reminder, and regardless of format, while the majority of the awards are student-focused, the celebration is for the entire department including honoring both career and student staff members who are highly encouraged to attend.

5. Particularly relevant to AS staff engaged in activities/projects with UCSB Intercollegiate Athletics, Chancellor Yang distributed an email message on May 20th reminding staff that Kelly Barskey, Deputy Athletics Director, is currently serving as Interim Director of Athletics until the search for a new Director is concluded. You can view the Chancellor’s message here for details: https://chancellor.ucsb.edu/memos/2022-05-20-director-intercollegiate-athletics-search-advisory-committee.

6. Campus Design & Construction Services announced in a May 20th email message that this Thursday, May 26th, parking lot 3 (in front of the AS Admin/Main building) will be closed from 3:00am until 8:00am to accommodate a large construction crane being used to place equipment for the Interactive Learning Pavilion project. Please see the original message for details and an image of the affected parking lot.

7. Campus Surplus Sales/Furniture Services announced via email earlier today that Surplus Sales will be closed for a number of days due to staffing shortages and commencement ceremonies. These closure dates include: May 24th and 31st, June 7th, 14th, 21st, and 28th. Hours will resume on Tuesday, July 5th from 1:30pm – 4:00pm.

8. REMINDER: Campus Human Resources announced in a May 2nd email message that the temporary change to vacation accrual maximum put in place to accommodate vacation-related challenges during the pandemic, is scheduled to end on June 30th, 2022. Starting July 1st, 2022, policy-covered staff who are above their vacation accrual maximum will no longer accrue vacation time until they bring their vacation leave balance below their maximum. Of course, please be sure to speak to your supervisor prior to making any plans to bring your balance down. Additional information is available on UCnet here: https://ucnet.universityofcalifornia.edu/news/2022/05/remember-to-use-your-vacation-temporary-change-to-vacation-accrual-maximum-ends-june-30.html

9. REMINDER: The campus Community Service Organization (CSO) Safety Escort Service offers free safety escort services every day from 7:00am to 3:00am by calling (805) 893-2000. Please be sure to remind any students you encounter who express discomfort about walking campus alone that this service is available to them.

10. REMINDER: AS student leadership has established a Safe Transportation Task Force intended to assist students with safe vehicle rides to and from campus through a reimbursement process for rides (up to $12 per ride) through Uber, Lyft, Taxi services, etc. The application can be found at this link: tinyurl.com/safetransportation.

11. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. The Division of Student Affairs continues to hold the release of any updated process.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

12. REMINDER: The current Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/. Please note that adherence to ongoing campus COVID-19 mitigation strategies is critical to maintaining a safe work environment including the strong recommendation to wear a face covering in campus-controlled facilities and events, washing hands, etc.

Please also note that while students, staff, and faculty are no longer required to complete a Daily COVID-19 Symptoms Survey, campus visitors must utilize the single use COVID-19 Screening Survey for clearance. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.

May 17, 2022

As a very busy end of Spring Quarter continues to approach quickly, many of you are likely experiencing new challenges with completing in-person events and projects that have not been an issue over the last two years due to recent virtual/remote formats. If you haven’t already been doing so, please be sure to take note of related challenges that may require more detailed attention once things settle a bit this summer. This week’s update follows, and as always, thank you all for your continued hard work and flexibility during this particularly busy period:

1. The UCSB COVID-19 Response Team announced in a May 13th email message that the Daily COVID-19 Screening Survey is now discontinued as of this last Monday, May 16th. While this applies to all students, staff, and faculty, authorized campus visitors are still required to self-attest as to their current symptoms status prior to visiting campus through the On Demand Screening Survey located here: https://t.e2ma.net/click/beup6f/vlhcsn/jk8iaz.

Please note that all UC employees (including student employees) are required to evaluate their own symptoms daily prior to reporting to work. Those with COVID-19 symptoms should stay off campus and notify their respective supervisor. This and other related information continues to be posted on the Campus Covid-19 Information page located here: https://t.e2ma.net/click/beup6f/vlhcsn/f59iaz.
Please also note that while masking is no longer required in indoor spaces on campus, masks are strongly recommended. This is particularly encouraged for AS work spaces where, while not mandatory per the updated policy, staff are urged to continue wearing masks for the safety of all.

2. As Spring Quarter winds down, so does the current fiscal year, officially on June 30th. However, in order for AS Admin to process and close a high volume of requisitions before this date, you are asked to please submit all current open AS requisitions that need to be posted in the current fiscal year no later than Saturday, June 4th.

3. As a reminder, we are scheduled for a Staff Meeting this Thursday, May 19th at the usual time of 1:00pm – 3:00pm via zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

4. As you have likely seen from email and Slack messaging from JudyAnn last week and this week, the 2022 AS Awards Celebration is scheduled for Wednesday, June 1st at 5:00pm in Corwin Pavilion. This year will be a refreshing return to an in-person celebration (complete with food!) after the last two years of virtual celebrations. While the majority of the awards are student-focused, the celebration is for the entire department including honoring both career and student staff members who are highly encouraged to attend.

If you have not already done so, please be sure to submit your awards nominations by 8:00am, next Monday, May 23rd at this link. Please also see Sean’s May 10th email outlining submission details for photos and videos of activities and events over the past year from all areas of AS. Please submit these by Monday, May 23rd at this dropbox: https://www.dropbox.com/request/08W0De7UN06kxhg4Sl8M.

5. Chancellor Yang distributed an email message on May 16th reaffirming the UCSB Policy on Sexual Violence and Sexual Harassment. The Chancellor’s message confirms UCSB’s commitment to maintaining and enhancing a safe campus community. To this end, the Chancellor included revisions to the policy which are included in his message. Please take time to review the email if you have not already done so. You can also find it here: https://chancellor.ucsb.edu/memos/2022-05-16-reaffirmation-uc-santa-barbara-policy-sexual-violence-and-sexual-harassment.

6. Campus Furniture Services/Surplus Sales provided scheduling and services guidance in a May 13th email message. In essence, the message’s primary purpose is to encourage scheduling as far in advance as possible and to understand the limitations Furniture Services has due to staffing limitations and services offered. Please review the original message for additional details.

7. Campus Administrative Services announced in an email message earlier today that the UC Office of the President is looking for UC community feedback on a policy draft covering system-wide safety guidelines for vehicles, uniforms, and equipment. You can view the draft here: https://www.ucop.edu/community-safety-plan/updates/vehicles-uniforms-and-equipment-draft-recommendations-for-feedback.html, while feedback, questions and comments should be submitted by June 3rd, 2022 at this email address: CampusSafety@ucop.edu.

8. REMINDER: Campus Human Resources announced in a May 2nd email message that the temporary change to vacation accrual maximum put in place to accommodate vacation-related challenges during the pandemic, is scheduled to end on June 30th, 2022. Starting July 1st, 2022, policy-covered staff who are above their vacation accrual maximum will no longer accrue vacation time until they bring their vacation leave balance below their maximum. Additional information is available on UCnet here: https://ucnet.universityofcalifornia.edu/news/2022/05/remember-to-use-your-vacation-temporary-change-to-vacation-accrual-maximum-ends-june-30.html

9. REMINDER: The campus Community Service Organization (CSO) Safety Escort Service offers free safety escort services every day from 7:00am to 3:00am by calling (805) 893-2000. Please be sure to remind any students you encounter who express discomfort about walking campus alone that this service is available to them.

10. REMINDER: AS student leadership has established a Safe Transportation Task Force intended to assist students with safe vehicle rides to and from campus through a reimbursement process for rides (up to $12 per ride) through Uber, Lyft, Taxi services, etc. The application can be found at this link: tinyurl.com/safetransportation.

11. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. The Division of Student Affairs continues to hold the release of any updated process.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

12. REMINDER: The current Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/. Please note that adherence to ongoing campus COVID-19 mitigation strategies is critical to maintaining a safe work environment including the strong recommendation to wear a face covering in campus-controlled facilities and events, washing hands, etc.

Please also note that while students, staff, and faculty are no longer required to complete a Daily COVID-19 Symptoms Survey, campus visitors must utilize the single use COVID-19 Screening Survey for clearance. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.

May 10, 2022

As the end of Spring Quarter quickly approaches, please note that many projects and events intended to be completed by the end of the quarter are still in progress, and may require quick attention should you receive prompts from other staff for assistance. This week’s update follows, and as always, thank you all for your continued hard work and flexibility during this particularly busy period:

1. With the end of Spring Quarter approaching, it remains important to stay familiar with the current COVID-19 policy update (https://chancellor.ucsb.edu/memos/2022-03-16-update-covid-19-response-and-campus-masking-policy): while masking is no longer required in indoor spaces on campus, masks are strongly recommended. This is particularly encouraged for AS work spaces where, while not mandatory per the updated policy, staff are urged to continue wearing masks for the safety of all.

In addition, masking outdoors is optional, but strongly recommended for individuals who are not fully vaccinated and in sustained close contact with others.

Regarding events, proof of vaccination is required for ‘mega-events’ defined as over 1,000 people for indoor events and 10,000 people for outside events, and 500 or more people for events that include food and beverages. Event updates are posted here: UC Santa Barbara COVID-19 Information website.

2. As a reminder, following is Diana’s Slack Staff message from earlier today regarding Mental Health Support Groups for AS staff beginning today at 2:00pm:

Just a reminder that on Tuesday, May 10th from 2-3pm, we’ll be hosting the first quarterly Mental Health Support Groups for AS staff on Zoom.  Please come join ASAP’s psychologists, Drs. Montojo and Cordero to help process the significant campus and national challenges, in addition to obtaining the emotional support you need to maneuver these stressful times.

There will be one group for staff members and one for managers, please find the link for each below. I hope you’ll consider participating!

Zoom Link for Staff Members: https://ucsb.zoom.us/s/84358857356
Zoom Link for Managers: https://ucsb.zoom.us/s/87830257799

“To better understand the impact of the past two years on individual stress, the American Psychological Association partnered with The Harris Poll to conduct a survey between February 7 and 14, 2022. In light of recent events leading up to its release, the survey was supplemented by a late-breaking poll, fielded March 1-3.

These more recent findings were alarming, with more adults rating inflation and issues related to the invasion of Ukraine as stressors than any other issue asked about since the Stress in America survey began in 2007. Top sources of stress were the rise in prices of everyday items due to inflation (e.g., gas prices, energy bills, grocery costs, etc.) (87%), followed by supply chain issues (81%) and global uncertainty (81%).These serious stressors are coming at a time when the nation is still struggling to deal with the strain of the prolonged pandemic. Close to two-thirds of adults (63%) said their life has been forever changed by the COVID-19 pandemic, according to the new survey. In addition, the survey revealed widespread grief and sense of loss, continued hardships for vulnerable populations, concerns for children’s development among parents, and entrenched, unhealthy coping habits. Money stress registered at the highest recorded level since 2015, revealed the poll.”   

3. Campus Human Resources announced in a May 2nd email message that the temporary change to vacation accrual maximum put in place to accommodate vacation-related challenges during the pandemic, is scheduled to end on June 30th, 2022. Starting July 1st, 2022, policy-covered staff who are above their vacation accrual maximum will no longer accrue vacation time until they bring their vacation leave balance below their maximum. Additional information is available on UCnet here: https://ucnet.universityofcalifornia.edu/news/2022/05/remember-to-use-your-vacation-temporary-change-to-vacation-accrual-maximum-ends-june-30.html

4. The Division announced in a May 10th email message the nominees for the annual Margaret T. Getman and William J. Villa Service to Students awards nominees, which recognizes extraordinary commitment to the general growth and development of students and quality of student life. One of the Margaret T. Getman staff nominees is Associated Students’ own Allina Mojarro. The nominees and recipients will be honored at the Spring Divisional Meeting on Thursday, June 2nd in Corwin Pavilion. Congratulations Allina!   

5. The Multicultural Center announced in an April 29th email message the appointment of its new director, Leonard “Onar” Primitivo. Onar is scheduled to start his new role in mid June. Please see the original email message for additional information including a summary of Onar’s background.

6. UCSB Finance and Resource Management announced that the campus will be undertaking a Financial Management Modernization Program as part of a system-wide endeavor to standardize financial management across all campuses. Central to this project is the establishment of a single unified common chart of accounts. The target dte for go-live is June, 2024. Information will be distributed to participating department staff as the project progresses.  

7. The campus Office of Event Management and Protocol announced the 2022 Commencement schedule via an April 29th email message. Commencement ceremonies begin on June 10th, and the schedule can be viewed at this link: https://www.ucsb.edu/commencement/schedule. Additional related information can also be found here: https://www.ucsb.edu/commencement.

8. Campus Human Resources announced in a May 5th email message a follow-up system-wide review of a new proposed Presidential Policy on Abusive Conduct in the Workplace. The review period for this latest draft runs until June 3rd. Please see the original email message for draft attachments. You can also view the proposed policy here: https://ucnet.universityofcalifornia.edu/working-atuc/abusive-conduct-review.html. Comments should be submitted to Debbie Hudgens at debbie.hudgens@hr.ucsb.edu before the June 3rd deadline.

9. Campus Business Services announced that the Gateway listing for Office Depot has now been changed to ODP Business Solutions. The Gateway home page punch-out catalog tile link is now listed simply as ‘ODP’.

10. The Academic and Staff Assistance Program (ASAP) announced a new wellness program in a May 5th email message titled Growth Mindset: Nurture Your Wellbeing. This virtual workshop will provide a supportive space for individuals to begin learning about and exploring a variety of psychological tools guided by positive psychology concepts. The workshop is scheduled for Wednesday, May 18th from 12:05pm to 12:50pm. If interested, please RSVP here: https://forms.gle/SaBBGakCrhSe9e7J6.   

11. REMINDER: The campus Community Service Organization (CSO) Safety Escort Service offers free safety escort services every day from 7:00am to 3:00am by calling (805) 893-2000. Please be sure to remind any students you encounter who express discomfort about walking campus alone that this service is available to them.

12. REMINDER: AS student leadership has established a Safe Transportation Task Force intended to assist students with safe vehicle rides to and from campus through a reimbursement process for rides (up to $12 per ride) through Uber, Lyft, Taxi services, etc. The Safe Transportation Reimbursement Application can be found at this link: tinyurl.com/safetransportation.

13. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. The Division of Student Affairs continues to hold the release of any updated process.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

14. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including the strong recommendation to wear a face covering in campus-controlled facilities and events, wash hands, etc.

In addition, the Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different thanthe employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.

April 12, 2022

As we continue through the first half of Spring Quarter, many in-person events/activities are in approval/procedure process. As a result, lead-times for securing any related service needs, forms processing, and approval processes are being stretched due to the current volume of submittals and reduced staffing levels in stakeholder departments. Therefore, please plan any new events/activities with as much lead-time as possible. This week’s update follows, and as always, thank you all for your continued hard work and flexibility:

1. While this latest COVID-19 policy update for Spring Quarter was announced by Chancellor Yang on March 16th (https://chancellor.ucsb.edu/memos/2022-03-16-update-covid-19-response-and-campus-masking-policy), and reported in previous Internal Ops Updates, it remains important to keep it clarified and top of mind: masking is no longer required in indoor spaces on campus, however, masks are strongly recommended. This is particularly encouraged for AS work spaces where, while not mandatory per the updated policy, staff are urged to continue wearing masks for the safety of all.

In addition, masking outdoors is optional, but strongly recommended for individuals who are not fully vaccinated and in sustained close contact with others.

Regarding events, proof of vaccination is required for ‘mega-events’ defined as over 1,000 people for indoor events and 10,000 people for outside events, and 500 or more people for events that include food and beverages. Event updates are posted here: UC Santa Barbara COVID-19 Information website.

2. Campus Transportation and Parking Services announced in an April 7th email message that Santa Barbara’s MTD bus service will be temporarily reduced, changed, or suspended until further notice beginning Monday, April 25th. These temporary reductions are being made in order to improve system reliability as MTD experiences a shortage of bus operators. For details and to see what the new schedules will look like, please visit sbmtd.gov/reduced.

3. Campus Design and Construction Services announced in an April 8th email message that the Ocean Road bike underpass is now open for cyclists and pedestrians. However, due to the new AS Bike Shop construction, bike path closures are still in effect. Related detours and instruction to walk bicycles are posted in specified areas. Also, the bike underpass will be briefly closed again between Summer and Fall quarters to complete painting inside the tunnel.

4. Campus Procurement published a friendly reminder in its March newsletter (https://myemail.constantcontact.com/UCSB-Procurement-Newsletter—March-2022.html?soid=1127632709881&aid=9sHqrJM0dus) that documents that suppliers give departments with a section to sign do not always require a signature. Please do not sign anything from a supplier. In many cases, suppliers will accept a purchase order, and campus Procurement’s recommendation is to first ask the supplier if this will suffice. If not, please inform them that the UC process requires adding UC terms and conditions, and turnaround averages 2 to 6 weeks depending on negotiation. This realization will often influence suppliers to accept a purchase order. Please contact Ed for additional guidance with such situations.

5. Campus Student Transfer services announced in an April 6th email message that it will be hosting two Gaucho Transfer Friday events including a virtual program on Friday, April 29th, and an in-person, outdoor event on Friday, May 6th from 10am to 1pm. These events are to welcome and engage with newly admitted transfer students, and the in-person event will be held at the Campbell/Cheadle Courtyard, so please note related crowd impacts in this area on this date. Please see the original email message for additional details.

6. As many of you know, AS has been granted delegation by campus Business Services to use an approved internal Concert/Lecture Agreement Template for entering into event agreements with artists and speakers. Many of you have a need to use this template either for your own event planning or for the AS student group(s) that you advise. As a refresher, please remember that you as a career staff member are to take the lead in completing the Agreement Template process and all supporting documents.

In addition to the Agreement Template, the supporting documents that must be completed and accompany all submissions include the Concert – Lecture Agreement Checklist, either a Certificate of Insurance naming the UC Regents as an additional insured for the event date or an approved Insurance Waiver, a completed W-9 tax form, and a document control number to be requested from Ed and typed or written at the top of the Agreement Template. All of these documents must be submitted as attachments to a corresponding and completed AS requisition for internal approval signatures. Please note that student group meeting minutes approving their event funding should also be attached to the AS requisition. As always, advanced planning and submission well prior to an event is a must should there be any issues discovered. Please contact Ed for further details as needed and for the referenced forms.

7. REMINDER: The campus Office of Diversity, Equity, and Inclusion’s UCSB Diversity, Equity, and Inclusion Initiatives Survey completion deadline is this Friday, April 15th. Please take time to complete the survey if you have not already done so. The survey is estimated to take 8-10 minutes and can be found here: .UCSB DEI Initiatives Survey Link.

8. REMINDER: The campus Community Service Organization (CSO) Safety Escort Service offers free safety escort services every day from 7:00am to 3:00am by calling (805) 893-2000. Please be sure to remind any students you encounter who express discomfort about walking campus alone that this service is available to them.

9. REMINDER: AS student leadership has established a Safe Transportation Task Force intended to assist students with safe vehicle rides to and from campus through a reimbursement process for rides (up to $12 per ride) through Uber, Lyft, Taxi services, etc. The Safe Transportation Reimbursement Application can be found at this link: tinyurl.com/safetransportation.

10. REMINDER: The campus food catering policy, which applies to the use of any category of campus funds, has been modified due to recent California legislation. Following is a summary of key elements of campus catering services policy:

– Any commercial catering services for events on and off campus must be approved by Campus Catering as they have first right of refusal to provide such services. Should Campus Catering grant approval, the caterer must be approved via the UCSB Catering Permit process. Details and forms are here: ttps://www.ehs.ucsb.edu/riskmanagement/catering-services. A catering permit is not required if food is picked up without any catering labor service involved. However, if the amount of the food is at or above $150, the food provider must be on the List of Approved Caterers.

–  Third-party providers of ‘covered services’, including commercial catering, are prohibited from being used in any state funded building. This includes outside improved spaces such as patios, courtyards, balconies, etc. Marilyn had previously posted on January 13th in the Staff Slack channel a current list of affected campus buildings, but this list will remain fluid for some time. Please note that individuals paying out of pocket for commercial catering in one of these buildings in hopes of being reimbursed will result in losing those funds as legislation makes reimbursement illegal without exception.

– Regarding small prepared food purchases from commercial caterers not involving any in-person services, policy allows purchases up to $150 without requiring a UCSB Catering Permit. Again, the commercial caterer must be on the List of Approved Caterers. The exception is that pizza can be purchased at any amount without the need for a Catering Permit and without the pizza provider required to be on the List of Approved Caterers.

This topic continues to be fluid as impacts of the state legislation are discussed. Since there can be more to consider when planning for food at an event, please reach out to Ed first to discuss.

11. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. The Division of Student Affairs continues to hold the release of any updated process.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

12. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:

– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering (i.e. strongly recommended) in campus-controlled facilities and events, wash hands, etc.

In addition, the Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.

April 5, 2022

Hope April is starting out well for everyone. With students now back on campus, and many in-person events/activities now taking place after being on hold, most of you are likely experiencing an increased workload. Please be sure to pay attention to your own self care wherever possible as we move through this busy Spring Quarter. This week’s update follows, and as always, thank you all for your continued hard work and flexibility:

1. As an important reminder, while Chancellor Yang’s March 16th COVID-19 policy update message (here: https://chancellor.ucsb.edu/memos/2022-03-16-update-covid-19-response-and-campus-masking-policy) confirms that masking is no longer required in indoor spaces on campus, masks are strongly recommended. This is particularly encouraged for AS work spaces where, while not mandatory per the updated policy, staff are urged to continue wearing masks for the safety of all.

In addition, masking outdoors is optional, but strongly recommended for individuals who are not fully vaccinated and in sustained close contact with others.

Regarding events, proof of vaccination is required for ‘mega-events’ defined as over 1,000 people for indoor events and 10,000 people for outside events, and 500 or more people for events that include food and beverages. Event updates are posted here: UC Santa Barbara COVID-19 Information website.

2. A number of AS requisitions have recently been submitted outside of the established process thereby delaying their turnaround. If you are in need of submitting a requisition, please be sure to follow the process outlined on the AS Requisition Form webpage (here: https://www.as.ucsb.edu/requisition-form/) to ensure your submittal is properly received and completed through the department’s approval workflow.

3. The AS Staff Meetings schedule for Spring Quarter begins this week on Thursday, April 7th at the usual time of 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.   

4. The campus Office of Diversity, Equity, and Inclusion announced in a March 31st email message a request of the campus community to complete the UCSB Diversity, Equity, and Inclusion Initiatives Survey. The survey is estimated to take 8-10 minutes and is an important effort to ‘inventory’ the campus’ collective footprint in this area. Please complete the survey by April 15th which can be found here: .UCSB DEI Initiatives Survey Link

5. A reminder email message was sent on April 4th by the Dean of Student Life, Katya Armistead, announcing that the deadline for the annual University Awards has been extended to this Friday, April 8th. All faculty and staff are strongly encouraged to nominate outstanding students who will receive an undergraduate or graduate degree in the 2021-2022 academic year. Award descriptions and nomination forms are available here: https://forms.gle/F7SZiDE3abFdEfHr8.

6. The campus Office of Admissions sent a reminder email message earlier today, April 5th, reminding the campus community that UCSB will be hosting an Open House event to welcome future students and their families to the campus. The event will be held this Saturday, April 9th between 9:00am and 3:00pm. Please note that a large volume of visitors are expected and traffic into campus will be impacted, particularly in the morning on Route 217. Please see the original message for additional details.

7. As with Winter Quarter, it would be very helpful if all career staff can re-familiarize themselves with the services offered to students by AS (e.g. Emergency Loans, Publications, Legal Resource Center, Food Bank, etc.) so that you can remind them of these services as opportunities to do so arise. As a reminder, you can find a summary of AS services on the AS website here: https://www.as.ucsb.edu/our-services/.

8. REMINDER: The campus Community Service Organization (CSO) Safety Escort Service offers free safety escort services every day from 7:00am to 3:00am by calling (805) 893-2000. Please be sure to remind any students you encounter who express discomfort about walking campus alone that this service is available to them.

9. REMINDER: AS student leadership has established a Safe Transportation Task Force intended to assist students with safe vehicle rides to and from campus through a reimbursement process for rides (up to $12 per ride) through Uber, Lyft, Taxi services, etc. The Safe Transportation Reimbursement Application can be found at this link: tinyurl.com/safetransportation.

10. REMINDER: The campus food catering policy, which applies to the use of any category of campus funds, has been modified due to recent California legislation. Following is a summary of key elements of campus catering services policy:

– Any commercial catering services for events on and off campus must be approved by Campus Catering as they have first right of refusal to provide such services. Should Campus Catering grant approval, the caterer must be approved via the UCSB Catering Permit process. Details and forms are here: ttps://www.ehs.ucsb.edu/riskmanagement/catering-services. A catering permit is not required if food is picked up without any catering labor service involved. However, if the amount of the food is at or above $150, the food provider must be on the List of Approved Caterers.

–  Third-party providers of ‘covered services’, including commercial catering, are prohibited from being used in any state funded building. This includes outside improved spaces such as patios, courtyards, balconies, etc. Marilyn had previously posted on January 13th in the Staff Slack channel a current list of affected campus buildings, but this list will remain fluid for some time. Please note that individuals paying out of pocket for commercial catering in one of these buildings in hopes of being reimbursed will result in losing those funds as legislation makes reimbursement illegal without exception.

– Regarding small prepared food purchases from commercial caterers not involving any in-person services, policy allows purchases up to $150 without requiring a UCSB Catering Permit. Again, the commercial caterer must be on the List of Approved Caterers. The exception is that pizza can be purchased at any amount without the need for a Catering Permit and without the pizza provider required to be on the List of Approved Caterers.

This topic continues to be fluid as impacts of the state legislation are discussed. Since there can be more to consider when planning for food at an event, please reach out to Ed first to discuss.

11. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. The Division of Student Affairs continues to hold the release of any updated process.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

12. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:

– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering (i.e. strongly recommended) in campus-controlled facilities and events, wash hands, etc.

In addition, the Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.

March 29, 2022

Welcome to week one of Spring Quarter. Hope everyone had a restful, or productive, Spring Break week depending on if you took time off. As summarized below, while COVID-19 masking protocols are being relaxed for Spring Quarter, strong recommendations to continue are highly encouraged and certainly a preference in AS indoor spaces. So when making a personal decision on masking, please consider the impact that not doing so has on others in your work spaces. This week’s other updates follow, and as always, thank you all for your continued hard work and flexibility:

1. Chancellor Yang distributed a COVID-19 policy update via email on March 16th which focused on masking and event protocols for Spring Quarter, as well as return to campus guidance after the Spring break. Regarding masking, as of March 19th, masks are no longer required in indoor spaces on campus (with the exception of classrooms per the next point below). However, masks are still strongly recommended, but not required, except they are still required in healthcare facilities and public transportation.

Regarding classrooms, masks will continue to be required through the end of the first week of Spring Quarter. As of April 4th, masking will no longer be required but will remain strongly recommended.

Masking outdoors is optional, but strongly recommended for individuals who are not fully vaccinated and in sustained close contact with others.

Regarding events, proof of vaccination is required for ‘mega-events’ defined as over 1,000 people for indoor events and 10,000 people for outside events, and 500 or more people for events that include food and beverages. Event updates are posted here: UC Santa Barbara COVID-19 Information website.

In addition, the Chancellor’s message outlines COVID-19 testing guidance for return to campus community members who have travelled over Spring break both within and outside of California. Please see the Chancellor’s message for details which can also be found at this link: https://chancellor.ucsb.edu/memos/2022-03-16-update-covid-19-response-and-campus-masking-policy.

2. Campus Administrative Services announced in a March 14th email message that it will be hosting a Spring Virtual Town Hall meeting this Wednesday, March 30th from 1:00pm to 3:00pm. The webinar meeting can be accessed via this link: https://ucsb.zoom.us/j/82472985529. Please see the original message for additional information and a list of presenters.

3. The AS Staff Meetings schedule for Spring Quarter begins next week on Thursday, April 7th at the usual time of 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.   

4. Student Affairs has announced the Spring Student Affairs Divisional Meeting scheduled for Thursday, June 22nd from 9:30am to 11:00am. You should have received a calendar invitation on or around March 16th. The meeting currently appears to be in-person only.

5. Diana announced in a March 23rd email message to department staff that AS will be engaging the service of a private investigator to conduct scans of AS department spaces to ensure that no recording devices have been placed in department offices and other shared spaces. This is in response to the recent discovery of such devices having been placed in Isla Vista apartments by an individual who also had previous access to AS spaces (https://dailynexus.com/2022-02-16/ucsb-student-and-a-s-member-arrested-for-hiding-cameras-in-womens-bathrooms/). A future follow up message will be distributed confirming the completion of the scans. Please see Diana’s message for details and a list of AS spaces to be scanned.

6. Campus Administrative Services distributed a reminder email message on March 28th regarding its campus parking plan for the upcoming Warm Up Weekend events scheduled for this Friday, April 1st through Sunday, April 3rd. This plan is meant to discourage unauthorized use of campus parking facilities to gain access to Isla Vista during the weekend, and to provide safety and security to the campus. Please review the original message for details.

7. The campus Community Service Organization (CSO) Safety Escort Service distributed an email message on March 17th to the campus community as a reminder that their free safety escort services are available every day from 7:00am to 3:00am by calling (805) 893-2000. Please be sure to remind any students you encounter who express discomfort about walking campus alone that this service is available to them. Please see the original message for additional information.

8. Campus IT and Cybersecurity Awareness distributed an email message on March 23rd to address an uptick in ‘phishing scams’ by cybercriminals intent on taking advantage of you or the university. The message includes detailed information on common types of related scams and actions you can take to guard against such phishing attacks. Please see the original message for details.

9. The campus Academic and Staff Assistance Program (ASAP) announced via a March 28th email message a virtual wellness presentation to learn about the current programs and services offered by Hospice of Santa Barbara. The presentation is scheduled for Wednesday, April 6th from 12:05pm to 12:50pm. Those wishing to attend should RSVP at this link: https://forms.gle/kKKdxN86YFMVUykM8.

10. REMINDER: AS student leadership has established a Safe Transportation Task Force intended to assist students with safe vehicle rides to and from campus through a reimbursement process for rides (up to $12 per ride) through Uber, Lyft, Taxi services, etc. The Safe Transportation Reimbursement Application can be found at this link: tinyurl.com/safetransportation.

11. REMINDER: The ePerformance evaluation cycle ends this week on Thursday, March 31st. Final evaluation steps are due on this date for all policy-covered (non-represented) employees. Please be sure to coordinate related discussions with your supervisor.

12. REMINDER: The campus food catering policy, which applies to the use of any category of campus funds, has been modified due to recent California legislation. Following is a summary of key elements of campus catering services policy:

– Any commercial catering services for events on and off campus must be approved by Campus Catering as they have first right of refusal to provide such services. Should Campus Catering grant approval, the caterer must be approved via the UCSB Catering Permit process. Details and forms are here: ttps://www.ehs.ucsb.edu/riskmanagement/catering-services. A catering permit is not required if food is picked up without any catering labor service involved. However, if the amount of the food is at or above $150, the food provider must be on the List of Approved Caterers.

–  Third-party providers of ‘covered services’, including commercial catering, are prohibited from being used in any state funded building. This includes outside improved spaces such as patios, courtyards, balconies, etc. Marilyn had previously posted on January 13th in the Staff Slack channel a current list of affected campus buildings, but this list will remain fluid for some time. Please note that individuals paying out of pocket for commercial catering in one of these buildings in hopes of being reimbursed will result in losing those funds as legislation makes reimbursement illegal without exception.

– Regarding small prepared food purchases from commercial caterers not involving any in-person services, policy allows purchases up to $150 without requiring a UCSB Catering Permit. Again, the commercial caterer must be on the List of Approved Caterers. The exception is that pizza can be purchased at any amount without the need for a Catering Permit and without the pizza provider required to be on the List of Approved Caterers.

This topic continues to be fluid as impacts of the state legislation are discussed. Since there can be more to consider when planning for food at an event, please reach out to Ed first to discuss.

13. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. Renewal of existing RHFAs or modifications will begin once the Division of Student Affairs has distributed an updated process which is still pending.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

14. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:

– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering (i.e. strongly recommended) in campus-controlled facilities and events, wash hands, etc.

In addition, the Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.

March 8, 2022

Hope everyone’s week is starting out well. With the end of Winter Quarter upon us, we continue to anticipate some updated COVID-19 protocols but have not yet received anything from the campus or the division. As we have previously stated, we will provide updates as we receive them. Also with the end of Winter Quarter, this will be the last Internal Ops Update until Tuesday, March 29th to coincide with the start of Spring Quarter. This week’s other updates follow, and as always, thank you all for your continued hard work and flexibility:

1. Chancellor Yang distributed an email message on March 3rd to address campus community safety concerns prompted by recent violent incidents in the vicinity of campus housing and Isla Vista. In his message, the Chancellor provides confirmation and details of the ongoing investigative efforts being made by UCPD and the Santa Barbara County Sheriff’s Office. In addition, the Chancellor highlights resulting safety measures including increased UCPD patrols, the CSO Safety Escort program, and the newly established AS Safe Transportation program. Please see the Chancellor’s original message for full details which can also be found here: https://chancellor.ucsb.edu/memos/2022-03-03-isla-vistacampus-safety.

2. On March 2nd, Marisela sent an email message to the department outlining in detail where and how to access the campus’ student code of conduct policy document, how to file reports of violations of the code of conduct, and the location of where other regulations and resources can be accessed. While perhaps not fully exhaustive, there is a lot of valuable information and resources links in her message that should be reviewed by all staff and kept for future reference.

3. As mentioned above in Chancellor Yang’s message, AS student leadership has established a Safe Transportation Task Force intended to assist students with safe vehicle rides to and from campus through a reimbursement process for rides (up to $12 per ride) through Uber, Lyft, Taxi services, etc. The Safe Transportation Reimbursement Application can be found at this link: tinyurl.com/safetransportation. Additional program details were provided by AS Student President, Yuval Cohen, via two email messages sent on March 3rd.

4. For staff members who are advising AS student groups that run into an AS financial policy issue when planning events, projects, etc., there is a requirement and process to get formal AS Finance & Business (F&B) Committee exception approval prior to the event or activity in question taking place. The student group leadership must attend an F&B meeting, which are held on Mondays at 4:00pm, and the group must first complete an F&B meeting application (located on the recently implemented Fluxx software system) no later than 4:00pm on the Sunday prior to the desired Monday F&B meeting in order to be added to the meeting agenda. To do so, a staff advisor or group student officers must register to access Fluxx which, along with instructions, is located on the F&B website here: https://asfb.as.ucsb.edu/. The Fluxx application itself can be accessed here:https://asucsb.fluxx.io/ after registration. When completing the application, be sure to select “Financial Policy Exception” for the Project Type field, as this will communicate that the visit is related to a policy exception request and not a request for funding.

5. Campus Human Resources announced in a March 2nd email message that the end of the first year of the new ePerformance Evaluation cycle is set to end shortly on March 31, 2022. Final evaluation steps are due on this date for all policy-covered (non-represented) employees. There are a number of important details and links in the message for both supervisors and supervised employees, so please review the message in its entirety if you have not already done so.

6. As a reminder, we are scheduled for a Staff meeting this Thursday, March 10th at the usual time of 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

7. With Spring just around the corner comes another time change. Assuming you are not working remotely in Arizona or Hawaii, remember to set your time-keeping devices ahead one hour beginning this Sunday, March 13th.

8. Campus Administrative Services announced via a March 3rd email message their Warm Up weekend event parking plan intended to discourage unauthorized use of campus parking facilities to gain access to Isla Vista during the Warm Up weekend. Effective Friday, April 1st through Sunday, April 3rd, the campus will be closed to overnight visitor parking. Checkpoints will be set up beginning at 5:00pm on Friday, April 1st and will continue as needed throughout the weekend. Please see the original message for additional details.

9. The ongoing Ocean Road bike underpass closure and construction has been extended again until May, 27th. Related details and a detour/closures map was provided via a March 1st email message.

10. Campus Surplus Sales announced its reopening in a March 4th email message. Beginning today, March 8th, the Surplus Sales division of Distribution & Logistical Services is open to campus departments as well as the public on Tuesdays from 1:00pm to 4:00pm.

11. REMINDER: The campus food catering policy, which applies to the use of any category of campus funds, has been modified due to recent California legislation. Following is a summary of key elements of campus catering services policy:

– Any commercial catering services for events on and off campus must be approved by Campus Catering as they have first right of refusal to provide such services. Should Campus Catering grant approval, the caterer must be approved via the UCSB Catering Permit process. Details and forms are here: ttps://www.ehs.ucsb.edu/riskmanagement/catering-services. A catering permit is not required if food is picked up without any catering labor service involved. However, if the amount of the food is at or above $150, the food provider must be on the List of Approved Caterers.

–  Third-party providers of ‘covered services’, including commercial catering, are prohibited from being used in any state funded building. This includes outside improved spaces such as patios, courtyards, balconies, etc. Marilyn had previously posted on January 13th in the Staff Slack channel a current list of affected campus buildings, but this list will remain fluid for some time. Please note that individuals paying out of pocket for commercial catering in one of these buildings in hopes of being reimbursed will result in losing those funds as legislation makes reimbursement illegal without exception.

– Regarding small prepared food purchases from commercial caterers not involving any in-person services, policy allows purchases up to $150 without requiring a UCSB Catering Permit. Again, the commercial caterer must be on the List of Approved Caterers. The exception is that pizza can be purchased at any amount without the need for a Catering Permit and without the pizza provider required to be on the List of Approved Caterers.
This topic continues to be fluid as impacts of the state legislation are discussed. Since there can be more to consider when planning for food at an event, please reach out to Ed first to discuss.

12. REMINDER: A small allocation of N95 masks continue to be available for pick up in AS Admin by AS staff who work on campus. There is a limit of 4 masks per individual. Pick up hours are Monday – Thursday from 1:00pm to 3:00pm. In addition, Sean has procured a small number of KF94 masks that may be a better comfort solution for some staff and are also currently available to test as an option.

Please note that any staff members receiving N95 masks (also referred to as ‘respirators’) will need to review and sign off on related respirator fitting information. Please review this information ahead of pick up at this link: Filtering Facepiece Respirator form- EHS. You will need to sign off to acknowledge reading this information when you pick up the masks.

13. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. Renewal of existing RHFAs or modifications will begin once the Division of Student Affairs has distributed an updated process which is still pending.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

14. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:

– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)

– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)

– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.
  • Compliance with the mandatory influenza vaccination executive order (executive order).

In addition, the Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

March 1, 2022

Happy first day of March! Hard to believe that Winter Quarter is quickly winding down. With that, we continue to anticipate some updated COVID-19 protocols for Spring Quarter, but have not yet received anything official yet. Once we do, we will highlight them here in a future Internal Ops Update. In the meantime, please continue to follow the related reminders below, and as always, thank you all for your continued hard work and flexibility:

1. The UCSB COVID-19 Response Team continues with its latest return to work protocols for employees completing isolation or quarantine due to exposure to or contracting COVID-19, as last outlined in an email message on February 10th (here: https://t.e2ma.net/webview/3z95vf/fa324fc82909ee4cc59614a208124e5a). In addition, the COVID-19 Response Team reminds all campus community members that indoor masking is required through the end of Winter Quarter (March 18), including at campus indoor events.

2. Divisional staff were copied this morning, March 1st, on a message sent to students last night by Vice Chancellor Margaret Klawunn addressing recent reports of violent crimes against women-identified students. While the message outlines the crimes and related UCPD responses, the message also provides important safety precautions and valuable campus resources links. Please be sure to familiarize yourself with the message and it’s referenced resources if you have not already done so.

3. Campus Human Resources announced in a February 23rd email message that the UC is providing an additional allotment of Emergency Paid Sick Leave (EPSL) for COVID-19 relief to all UC employees for 2022. This additional allotment is available for immediate use through September 30, 2022. Staff may request EPSL by speaking to their supervisor or by submitting a completed EPSL form to their supervisor which is located here: https://ucnet.universityofcalifornia.edu/forms/pdf/epsl-notice-and-request-form.pdf. Please see the original email message for more information. Full announcement details are available on UCnet here: https://ucnet.universityofcalifornia.edu/news/2022/02/additional-emergency-paid-sick-leave-for-covid-19-relief-available-to-uc-employees-for-2022.html.

4. The UCSB Chief of Police, Alex Yao, announced via email this morning, March 1st, the Annual Lighting and Safety Walk event scheduled for Monday, March 7th at 5:30pm. This event is open to all campus community members and is an opportunity to voice concerns about safe lighting and landscaping on campus. More information is available at this link: https://www.police.ucsb.edu/blog/gaucho-guardian.

5. The University Center (UCen) Director, Louis Reynaud, announced revised UCen building hours in a February 23rd email message. The revised hours are:
Monday – Thursday: 7:30am – 8:00pm
Friday: 7:30am – 6:00pm
Saturday: 10:30am – 4:30pm
Sunday: Closed

6. The UCSB Super Group announced via a February 22nd email message the inaugural UCSB National Employee Appreciation Day this Thursday, March 4th. Related events are in addition to the Staff Appreciation Week and Staff MAYNIA events traditionally taking place during the month of May. Events for this Thursday include a pre-packaged food/snack distribution at Cheadle Plaza from 11:30am-1:00pm, and a virtual trivia game from 4:00pm – 5:00pm which includes prizes. Please see the original email message for details.

7. UCSB Intercollegiate Athletics announced via a February 25th email message that in support of Employee Appreciation Day, all staff and faculty are invited to attend this Thursday’s men’s basketball game (opponent is University of Hawaii) free of charge (up to 4 tickets per faculty/staff member). Please see the original email message for details.

8. REMINDER: The campus food catering policy, which applies to the use of any category of campus funds, has been modified due to recent California legislation. Following is a summary of key elements of campus catering services policy:

– Any commercial catering services for events on and off campus must be approved by Campus Catering as they have first right of refusal to provide such services. Should Campus Catering grant approval, the caterer must be approved via the UCSB Catering Permit process. Details and forms are here: ttps://www.ehs.ucsb.edu/riskmanagement/catering-services. A catering permit is not required if food is picked up without any catering labor service involved. However, if the amount of the food is at or above $150, the food provider must be on the List of Approved Caterers.

–  Third-party providers of ‘covered services’, including commercial catering, are prohibited from being used in any state funded building. This includes outside improved spaces such as patios, courtyards, balconies, etc. Marilyn had previously posted on January 13th in the Staff Slack channel a current list of affected campus buildings, but this list will remain fluid for some time. Please note that individuals paying out of pocket for commercial catering in one of these buildings in hopes of being reimbursed will result in losing those funds as legislation makes reimbursement illegal without exception.

– Regarding small prepared food purchases from commercial caterers not involving any in-person services, policy allows purchases up to $150 without requiring a UCSB Catering Permit. Again, the commercial caterer must be on the List of Approved Caterers. The exception is that pizza can be purchased at any amount without the need for a Catering Permit and without the pizza provider required to be on the List of Approved Caterers.
This topic continues to be fluid as impacts of the state legislation are discussed. Since there can be more to consider when planning for food at an event, please reach out to Ed first to discuss.

9. REMINDER: Updated guidelines for on-campus events were announced by the UCSB COVID-19 Response Team on February 22nd and are posted here: Guidelines for Campus Gatherings. Individual visitors and smaller events will need to follow the COVID-19 Interim Visitors Protocol including the On-Demand Daily COVID-19 Screening Survey. Indoor masking continues to be required through the end of Winter Quarter including at campus indoor events.

10. REMINDER: A small allocation of N95 masks continue to be available for pick up in AS Admin by AS staff who work on campus. There is a limit of 4 masks per individual. Pick up hours are Monday – Thursday from 1:00pm to 3:00pm. In addition, Sean has procured a small number of KF94 masks that may be a better comfort solution for some staff and are also currently available to test as an option.

Please note that any staff members receiving N95 masks (also referred to as ‘respirators’) will need to review and sign off on related respirator fitting information. Please review this information ahead of pick up at this link: Filtering Facepiece Respirator form- EHS. You will need to sign off to acknowledge reading this information when you pick up the masks.

11. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. Renewal of existing RHFAs or modifications will begin once the Division of Student Affairs has distributed an updated process which is still pending.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

12. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.
  • Compliance with the mandatory influenza vaccination executive order (executive order).

In addition, the Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

February 22, 2022

Hope everyone had an enjoyable holiday weekend. With the last full week of February upon us, we continue to work within a fluid COVID-19 environment, so it is important to refresh your understanding of the ‘Reminders’ listed below, while anticipating policy updates as Spring approaches. As always, thank you all for your continued hard work and flexibility:

1. UCSB Student Health distributed an email message on February 17th summarizing how to know when to return to regular campus activities after testing positive for COVID-19. The message outlines specific protocols for students, employees, student employees, and how to get a free at home rapid antigen test. Please see the original message for related details.

As you may recall, the UCSB COVID-19 Response Team distributed a similar campus policy email message on February 10th outlining employee return to work protocols for those completing isolation or quarantine due to exposure to or contracting COVID-19. That message can be found here: https://t.e2ma.net/webview/3z95vf/fa324fc82909ee4cc59614a208124e5a.

2. The UCSB COVID-19 Response Team released updated guidelines for on-campus events via an email message this afternoon, Tuesday, February 22nd. The guidelines are posted at this link: Guidelines for Campus Gatherings and will continue to be updated as needed. Please note that for individual visitors and smaller events, you will need to follow the COVID-19 Interim Visitors Protocol including the On-Demand Daily COVID-19 Screening Survey. As a reminder, indoor masking continues to be required through the end of Winter Quarter, and this includes at campus indoor events.

3. With this being a short work week due to Monday’s Presidents’ Day holiday, as well as with the continued busy workload that everyone is experiencing, this Thursday’s (2/24) Staff meeting has been canceled. We will reconvene at the next scheduled Staff meeting on Thursday, March 10th at the usual time of 1:00pm. 

4. The Division released an informational email on February 18th outlining a recent incident classified as invasion of sexual privacy and predatory behavior which has affected the UCSB campus community. In addition to a summary of the incident and confirmation that the involved suspect was arrested, the message provides important recommendations and resources for preventing such harassment and violence, as well as support resources for victims and the broader community. Please see the original message for details and the related resources links, and please take time to familiarize yourself with this valuable information.

5. Student Affairs, in conjunction with UCSB Student Health, copied Divisional staff on an email message outlining programs and resource for Gauchos for Recovery (GFR), a campus student resources group which provides a safe, supportive, and engaging environment for students in recovery, and supports students who have been directly or indirectly affected by substance use. The GFR’s programs are centered around counseling services including student peers, which are highlighted in the message. Please review these resources if you have not already done so. You can also find more information on the GFR website here: https://adp.sa.ucsb.edu/gfr.

6. The campus Office of Admissions announced in a February 17th email message that UCSB’s annual Open House is scheduled for Saturday, April 9th from 9:00am to 3:00pm. This event is an on-campus welcome to prospective and admitted students and families to experience the campus and related events. In addition, a similar event, Gaucho Transfer Friday, tailored specifically for admitted transfer students, is planned for Friday, May 6th. Please see the original message for details particularly if you are on campus during these events which will be held primarily outdoors.

7. REMINDER: The campus food catering policy, which applies to the use of any category of campus funds, has been modified due to recent California legislation. Following is a summary of key elements of campus catering services policy:
– Any commercial catering services for events on and off campus must be approved by Campus Catering as they have first right of refusal to provide such services. Should Campus Catering grant approval, the caterer must be approved via the UCSB Catering Permit process. Details and forms are here: ttps://www.ehs.ucsb.edu/riskmanagement/catering-services. A catering permit is not required if food is picked up without any catering labor service involved. However, if the amount of the food is at or above $150, the food provider must be on the List of Approved Caterers.
–  Third-party providers of ‘covered services’, including commercial catering, are prohibited from being used in any state funded building. This includes outside improved spaces such as patios, courtyards, balconies, etc. Marilyn had previously posted on January 13th in the Staff Slack channel a current list of affected campus buildings, but this list will remain fluid for some time. Please note that individuals paying out of pocket for commercial catering in one of these buildings in hopes of being reimbursed will result in losing those funds as legislation makes reimbursement illegal without exception.
– Regarding small prepared food purchases from commercial caterers not involving any in-person services, policy allows purchases up to $150 without requiring a UCSB Catering Permit. Again, the commercial caterer must be on the List of Approved Caterers. The exception is that pizza can be purchased at any amount without the need for a Catering Permit and without the pizza provider required to be on the List of Approved Caterers.

This topic continues to be fluid as impacts of the state legislation are discussed. Since there can be more to consider when planning for food at an event, please reach out to Ed first to discuss.

8. REMINDER: Since the extent of AS internal support resources are not always apparent to students (or some staff members) involved with AS, all AS staff members are being asked to please review the AS Internal Assistance webpage (https://www.as.ucsb.edu/resources/internal-assistance/), which is part of the AS website (https://www.as.ucsb.edu/), to refresh your memory of these services, and to then share that knowledge, along with related resources links, to students you engage with in AS including to any AS groups you advise.

9. REMINDER: A small allocation of N95 masks continue to be available for pick up in AS Admin by AS staff who work on campus. There is a limit of 4 masks per individual. Pick up hours are Monday – Thursday from 1:00pm to 3:00pm. In addition, Sean has procured a small number of KF94 masks that may be a better comfort solution for some staff and are also currently available to test as an option.

Please note that any staff members receiving N95 masks (also referred to as ‘respirators’) will need to review and sign off on related respirator fitting information. Please review this information ahead of pick up at this link: Filtering Facepiece Respirator form- EHS. You will need to sign off to acknowledge reading this information when you pick up the masks.

As recently confirmed by Chancellor Yang (2/14 update here: https://chancellor.ucsb.edu/memos/2022-02-14-campus-covid-19-masking-policy-continue-through-winter-quarter), the current campus masking policy will continue through Winter Quarter. Assuming current trends/risks continue to decline, there is a strong chance that COVID-19 protocols will be adjusted for Spring Quarter.

10. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. Renewal of existing RHFAs or modifications will begin once the Division of Student Affairs has distributed an updated process which is still pending.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

11. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.
  • Compliance with the mandatory influenza vaccination executive order (executive order).

In addition, the Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

February 15, 2022

As we are seeing, there continues to be progress with COVID-19 cases going down, and while some protocols are beginning to be relaxed outside of campus, safety diligence on campus is still important particularly given the high density occupancy of many indoor spaces and at numerous events. Addressing this are a few related updates below. As always, thank you all for your continued hard work:

1. Chancellor Yang provided a COVID-19 update email message on February 14th confirming that the current campus masking policy will continue through Winter Quarter. Although masking guidelines have changed in Santa Barbara County and at the state level, the campus believes that it is prudent to continue the current campus policies for classrooms, offices, and indoor events. Assuming current trends/risks continue to decline, there is a strong chance that COVID-19 protocols will be adjusted for Spring Quarter. Please see the Chancellor’s original message for additional details, which can also be found here: https://chancellor.ucsb.edu/memos/2022-02-14-campus-covid-19-masking-policy-continue-through-winter-quarter.

2. The UCSB COVID-19 Response Team distributed a campus policy email message on February 10th outlining employee return to work protocols for those completing isolation or quarantine due to exposure to or contracting COVID-19. The protocols apply to all employees including student staff, as well as to unvaccinated staff members. Please see the original email message for details or at this link: https://t.e2ma.net/webview/3z95vf/fa324fc82909ee4cc59614a208124e5a.

3. The Division’s Chief of Staff, Miles Ashlock, sent an email message on February 11th outlining the impacts, response, and lessons learned regarding the mid-December Kronos timekeeping outage. While Miles is hoping that his message addresses any remaining questions about the outage, his message also acknowledges that despite the efforts made to mitigate the challenges as it was developing, communication could have been more consistent directly to employees. Please see his original message for details.

4. The Vice Chancellor for Housing, Dining & Auxiliary Enterprises, Willie Brown, announced in a February 8th email message that Louis Reynaud has been formally appointed as the new Director of the University Center (UCen) and Distribution & Logistical Services. Should there be interest, please see the original message for his background details.

5. Campus Human Resources released its 2022 Winter Quarter training course schedule via email on February 9th. The message outlines a number of programs where classes and workshops are offered, as well as links/instructions for enrolling through the Learning Center. Please see the original message for details.

6. The campus Academic and Staff Assistance Program (ASAP) announced via a February 14th email message a new wellness workshop series on digital wellness. The Zoom workshop will be held on Friday, February 25th from 12:05pm to 12:50pm, and will focus on screen use and explore ways to take desired control over devices and time. You can RSVP for the workshop at this link: https://forms.gle/nYhaQs91ynkg972D6.

7. The campus Staff Assembly announced via a February 14th email message that nominations are open for the 2022 Staff Citation of Excellence Award. This award acknowledges and celebrates outstanding achievements and meritorious service of career staff. Nominations are due Friday, February 25th at 4:00pm. Please see the original message for eligibility details and the nomination form. You can also find details at this link: https://www.staffassembly.ucsb.edu/staff-awards.

8. As you know, AS provides a wide range of internal support resources from across the department for AS groups, entities, government, and staff. The extent of this, however, is not always apparent to students (or some staff members) involved with AS, particularly in current times as many students are just now beginning to come on site for the first time ever or are back after a couple of years being remote. Given this, all AS staff members are being asked to please review the AS Internal Assistance webpage (https://www.as.ucsb.edu/resources/internal-assistance/), which is part of the AS website (https://www.as.ucsb.edu/), to refresh your memory of these services, and to then share that knowledge, along with related resources links, to students you engage with in AS including to any AS groups you advise.

9. REMINDER: The Student Affairs Winter Quarter Divisional Meeting is scheduled for this Thursday, February 17th from 2:00pm to 3:00pm. All staff are expected to attend and you should have received a calendar invite via email. Please be sure to confirm your attendance prior to the meeting through the invite from your Google calendar as to whether you will be attending in-person or remotely via Zoom.

10. REMINDER: AS Admin has moved its check distribution process from sending them via mail service to requiring students pick up their checks at the AS Cashiers and Ticket Office. Students can still submit a mail service request as needed but this will no longer be the default. In addition, if a student is unable to locate a mailed check, or if they need a check reissued, they should contact Anjum in AS Admin as soon as possible by using the Where’s My Check? form located on the AS webpage at this link: https://www.as.ucsb.edu/misplaced-document-or-check/.

11. REMINDER: A small allocation of N95 masks continue to be available for pick up in AS Admin by AS staff who work on campus. There is a limit of 4 masks per individual. Pick up hours are Monday – Thursday from 1:00pm to 3:00pm. In addition, Sean has procured a small number of KF94 masks that may be a better comfort solution for some staff and are also currently available to test as an option.

Please note that any staff members receiving N95 masks (also referred to as ‘respirators’) will need to review and sign off on related respirator fitting information. Please review this information ahead of pick up at this link: Filtering Facepiece Respirator form- EHS. You will need to sign off to acknowledge reading this information when you pick up the masks.

As previously communicated by the campus COVID-19 Response Team, current vaccination requirements combined with indoor masking has been exceptionally effective at mitigating campus transition. Therefore, it is essential that high-quality masks continue to be used when indoors as required by the campus masking mandate. Everyone is also encouraged to wear masks outdoors in crowded settings when on campus.

12. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. Renewal of existing RHFAs or modifications will begin once the Division of Student Affairs has distributed an updated process which is still pending.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

13. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.
  • Compliance with the mandatory influenza vaccination executive order (executive order).

In addition, the Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

February 8, 2022

Hope things are settling well for everyone now that a full week has passed with students back for in-person instruction. COVID-19 protocols continue to be consistent with the announcements leading up to last week’s return, so today’s Update includes a number of related reminders. As usual, we will continue to provide updates should any of this information change as the quarter progresses. Thank you all again for your continued hard work:

1. As confirmed last week, the campus manages all individual COVID-19 reporting and related information since it is classified as confidential health information. To safeguard such privacy, campus departments are not provided direct access to any individual health information, and anything related to COVID-19 cannot be parsed out. The COVID-19 Response Team is charged with this related management and provides notification and specific guidance to anyone who has a significant workplace exposure. Since this is managed on an individual level, it is not always apparent that such actions are taking place, but please be assured that confidential management is in progress as required by health information privacy policy, and all affected parties will be engaged.

Questions or feedback with any related campus COVID-19 response procedure experiences is encouraged, and can be sent via email to the campus COVID-19 call center at ucsb-covid19@ucsb.edu, or by phone at (805) 893-3113 (Monday through Friday, 8am to 4pm).

As a side note, the campus continues to maintain a COVID-19 Information website (here: https://www.ucsb.edu/COVID-19-information) that includes information on what to do if you think you have been exposed to COVID-19 (here: https://www.ucsb.edu/COVID-19-information/health-wellbeing.

2. While the campus requirement deadline that all staff and faculty accessing any UC facility are required to obtain a COVID-19 booster vaccine has passed, the campus continues to offer vaccine/booster shots through the end of February for anyone that has missed the deadline. Shots are available without charge at the Isla Vista Embarcadero Hall parking lot with free parking in Lot 40 behind the I.V. Theater. Appointments are required and can be made through myturn.ca.gov. Vaccinations are available on the following remaining dates: February 8, 11, 15, 18, 22, and 25 from 10am to 4pm.

COVID-19 testing is also encouraged, and COVID-19 Saliva Tests are available at the University Center (UCen) Post Office for all faculty, staff, and students. No campus ID is required but there is a limit of one test per person. Pick up hours are Monday through Friday, 9am to 3pm.

3. As a reminder, we are scheduled for a Staff meeting this Thursday, February 10th at the usual time of 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

4. The Student Affairs Winter Quarter Divisional Meeting is scheduled for Thursday, February 17th. All staff are expected to attend and you should have received a calendar invite via email. Please be sure to confirm your attendance prior to the meeting through the invite from your Google calendar as to whether you will be attending in-person or remotely via Zoom.

5. Now that students are back on campus for in-person classes, AS Admin is moving its check distribution process from sending them via mail service to requiring students pick up their checks at the AS Cashiers and Ticket Office. This change should help improve check availability timing and security. Students can still submit a mail service request as needed but this will no longer be the default. In addition, if a student is unable to locate a mailed check, or if they need a check reissued, they should contact Anjum in AS Admin as soon as possible by using the Where’s My Check? form located on the AS webpage at this link: https://www.as.ucsb.edu/misplaced-document-or-check/.

6. REMINDER: 2021 W-2s are currently available at UCPath online. For employees who did not select an electronic version, they can still access their W-2s on UCPath but will also be mailed a printed W-2 which should have been sent no later than January 31, 2022, and should be arriving shortly if not yet received.

7. REMINDER: A small allocation of N95 masks continue to be available for pick up in AS Admin by AS staff who work on campus. There is a limit of 4 masks per individual. Pick up hours are Monday – Thursday from 1:00pm to 3:00pm. In addition, Sean has procured a small number of KF94 masks that may be a better comfort solution for some staff and are also currently available to test as an option.

Please note that any staff members receiving N95 masks (also referred to as ‘respirators’) will need to review and sign off on related respirator fitting information. Please review this information ahead of pick up at this link: Filtering Facepiece Respirator form- EHS. You will need to sign off to acknowledge reading this information when you pick up the masks.

As previously communicated by the campus COVID-19 Response Team, current vaccination requirements combined with indoor masking has been exceptionally effective at mitigating campus transition. Therefore, it is essential that high-quality masks continue to be used when indoors as required by the campus masking mandate. Everyone is also encouraged to wear masks outdoors in crowded settings when on campus.

8. REMINDER: The 2022-23 AS budget process and hearings are scheduled for this Thursday, February 10th and Friday, February 11th from 10:00am to 2:30pm. Groups should have already submitted their proposed budget packet and signed up for a reserved budget hearing time slot. Please contact Anjum should any of this have been missed.

9. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department continue to be extended without any required action on the part of staff or supervisors. Renewal of existing RHFAs or modifications will begin once the Division of Student Affairs has distributed an updated process which is still pending.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

10. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.
  • Compliance with the mandatory influenza vaccination executive order (executive order).

In addition, the Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

February 1, 2022

Welcome to February 2022 and the first week of return to in-person instruction for students. A number of related messages have been sent from various areas of campus and are summarized below. Most of these messages repeat previously communicated COVID-19 protocols announcements, but the information is important to review to confirm expectations. As usual, we will continue to provide updates should any of this information change as the quarter progresses. Thank you all again for your continued hard work:

1. The Return to Campus Working Group provided an updated “Guidance for UC Santa Barbara Staff” email message on January 28th. This update confirms a number of previously announced campus protocols, as well as links for additional related details and questions submittals. The Working Group also confirms that they will continue to meet during Winter Quarter to advise on staffing issues as campus activities continue to resume.

As an additional follow-up to the January 21st message from Chancellor Yang reaffirming campus in-person instruction plans (resume in-person instruction on January 31, 2022), the UCSB COVID-19 Response Team distributed a related update via email on January 26th. This message reinforces the decision making behind the Chancellor’s confirmation for the return of in-person instruction this week, particularly given that the Omicron variant continues to be waning, and considering the extremely high rate of vaccination with the campus community. Please review the original message for the latest on campus COVID information and related links.

As was the case last week, Marisela shared another related message from the campus Academic Senate via email on January 26th summarizing previous COVID-19 protocols announcements as well as instructional FAQ’s. This later supporting document, as well as other Academic Senate newsletters can be found at this link: Senate.UCSB.edu. You are highly encouraged to review the detail of this message if you have not already done so.

Also as a reminder, it is important to note that as with all confidential health issues, the campus manages individual COVID-19 reporting and related information. To safeguard such privacy, campus departments are not provided direct access to individual health information. The COVID-19 Response Team is charged with related management and provides notification and specific guidance to anyone who has a significant workplace exposure. Since this is managed on an individual level, it is not always apparent that such actions are taking place, but please be assured that confidential management is taking place as required by health information privacy policy, and all affected parties will be engaged.

Again, all campus departments are restricted from managing any of this as COVID-19 health information cannot be parsed out from health information privacy policy. However, questions or feedback with any related campus COVID-19 response procedure experiences is encouraged, and can be sent via email to the campus COVID-19 call center at ucsb-covid19@ucsb.edu, or by phone at (805) 893-3113 (Monday through Friday, 8am to 4pm).

As a side note, the campus continues to maintain a COVID-19 Information website (here: https://www.ucsb.edu/COVID-19-information) that includes information on what to do if you think you have been exposed to COVID-19 (here: https://www.ucsb.edu/COVID-19-information/health-wellbeing.

2. As a last reminder on the requirement, all staff and faculty accessing any UC facility are required to obtain a COVID-19 booster vaccine by this Friday, February 4, 2022.

To help facilitate vaccine/booster access, UCSB Student Health continues to offer shots without charge at the Isla Vista Embarcadero Hall parking lot through the month of February. Free parking is available in Lot 40 behind the I.V. Theater. Appointments are required and can be made through the website myturn.ca.gov. Vaccinations are available on the following dates: February 1, 4, 8, 11, 15, 18, 22, and 25 from 10am to 4pm.

In addition, all staff and faculty who will be on campus during Winter quarter are strongly encouraged to obtain a campus COVID-19 test as soon as possible. Please refer to the Campus Health Services update message from January 6th for details here: https://t.e2ma.net/webview/b249rf/3dcc43e0a9bd8935dd171dc5d770980e.

To help support testing opportunities, COVID-19 Saliva Tests are currently available at the University Center (UCen) Post Office for all faculty, staff, and students. No campus ID is required but there is a limit of one test per person. Pick up hours are Monday through Friday, 9am to 3pm.

3. In advance of students returning to in-person instruction this week, Student Affairs distributed a “Reminders for Our Return to In-Person Instruction” email message to students, copying staff on January 31st. The message provides students with information and resources for navigating the current COVID-19 protocols and related resources. Please be sure to review this message for yourself and to help you address any related questions that come your way from students.

4. The UCPath Center announced in a January 27th email message that all employees can now access their 2021 W-2s on UCPath online. For employees who did not select an electronic version, they can still access their W-2s on UCPath but will also be mailed a printed W-2 which should have been sent no later than January 31, 2022. Please see the original message for additional details.

5. Campus Design & Construction Services announced in an email message this morning that construction for the new AS Bike Shop will begin early this month with an estimated duration of 10 months. The temporary project fencing will take a portion of parking lot 15 should that impact your transportation plans to that part of campus. Please see the original message for additional details including a project map.

6. Campus Design & Construction Services also provided notice via a January 25th email message that the Ocean Road underpass closure has been extended to February 28th. Please see the original message for details for road/sidewalk/paths diversions.

7. Campus Human Resources announced in a January 31st email message that a newly redesigned website, My Family Resources  is now available to staff, faculty, and student employees. The website is a compilation of accessible resources from across campus and the surrounding community focusing on the employee, navigating basic needs, family support, and increasing personal and community wellness. Please see the original message for links to additional resources.

8. As you may recall, food catering services policy utilizing any category of campus funds has recently been modified in no small part due to recent California state legislation. To help clarify, the following is a summary of key elements of campus catering services policy:

– Any commercial catering services for events both on and off campus must first be approved by Campus Catering as they have exclusive first right of refusal to provide such services. If Campus Catering gives a department permission to work with a commercial caterer, the caterer must be “approved” via the UCSB Catering Permit process. To do so, a commercial caterer must currently be on the UCSB List of Approved Caterers, or apply to be added to this as well. Please see the UCSB Catering Services webpage for details and forms links here: https://www.ehs.ucsb.edu/riskmanagement/catering-services. A catering permit is not required if food is being picked up without any commercial caterer labor services involved. However, if the amount of the food is at or above $150, the food provider must be on the List of Approved Caterers.

– Recent state legislation prohibits the use of any ‘covered services’ 3rd party providers, including commercial catering, in any state funded building. This includes outside improved spaces such as patios, courtyards, balconies, etc. On January 13th, Marilyn posted on the Staff Slack channel a current list of affected campus buildings, but this list is likely to remain fluid for some time. Please note that paying out of pocket for commercial catering in one of these buildings in hopes of being reimbursed will result in you losing those funds. The legislation makes reimbursement illegal without exception.

– As for small prepared food purchases from commercial caterers not involving any in-person services, and as mentioned earlier, policy allows purchases up to $150 without requiring a UCSB Catering Permit. But again, the commercial caterer must be on the List of Approved Caterers. The exception to this is that pizza can be purchased at any amount, without the need for a Catering Permit, and without the pizza provider required to be on the List of Approved Caterers.

This topic continues to be fluid as impacts of the state legislation are discussed. Since there can be more to consider when planning for food at an event, please reach out to Ed first to confirm how best to proceed. 

9. REMINDER: A small allocation of N95 masks are currently available for pick up in AS Admin by AS staff who work on campus. There is a limit of 4 masks per individual. Pick up hours are Monday – Thursday from 1:00pm to 3:00pm. 

Please note that any staff members receiving N95 respirators will need to review and sign off on related respirator fitting information. Please review this information ahead of pick up at this link: Filtering Facepiece Respirator form- EHS. You will need to sign off to acknowledge reading this information when you pick up the masks.

As previously communicated by the campus COVID-19 Response Team, current vaccination requirements combined with indoor masking has been exceptionally effective at mitigating campus transition. Therefore, it is essential that high-quality masks continue to be used when indoors as required by the campus masking mandate. Everyone is also encouraged to wear masks outdoors in crowded settings when on campus.

10. REMINDER: The 2022-23 AS budget process and hearings are scheduled for Thursday, February 10th and Friday, February 11th from 10:00am to 2:30pm. Groups are required to submit their proposed budget packet no later than 12:00pm on February 2nd. Groups should sign up for a reserved budget hearing time slot at this link: attached link. Please see Anjum’s January 12th email message for additional details.

11. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department will be extended through today, February 1, 2022 without any required action on the part of staff or supervisors. Renewal of existing RHFAs or modifications will begin after the February 1st date. Any new RHFAs will have a beginning date of January 31st, and the Division of Student Affairs has confirmed that they will be generating an updated process that is still pending to be distributed to departments.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity.

12. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.
  • Compliance with the mandatory influenza vaccination executive order (executive order).

In addition, the Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

Thank you all again for your work as we continue navigating Winter quarter challenges.

January 25, 2022

Hope everyone’s week is going well. As outlined below, it looks like the previously planned return to in-person instruction is on track to take place January 31st. This, of course, will once again prompt some internal discussions regarding any needed adjustments to AS services and staff schedules, so please review and discuss as needed with your respective supervisors. Thank you all again for your continued hard work:

1. Chancellor Yang provided a Winter Quarter Instruction Update email message on January 21st, where he confirmed that the campus plans to resume in-person instruction next Monday, January 31st. In doing so, the Chancellor points to the extensive, and successful, mitigation efforts that have taken place including a robust testing and early detection program, masking and vaccination requirements, detailed planning efforts, a high vaccination rate among students, staff and faculty, and collaboration with experts both on and off campus. Please review these implementations by reviewing the Chancellor’s message which can be found here: https://chancellor.ucsb.edu/memos/2022-01-21-winter-quarter-instruction-update.

In addition, Marisela shared a related message from the campus Academic Senate outlining in detail the data and related projections supporting the decision for in-person instruction as a result of campus COVID-19 mitigation efforts. This supporting document, as well as other Academic Senate newsletters can be found at this link: Senate.UCSB.edu. You are highly encouraged to review the detail of this message if you have not already done so.

It is important to note that as with all confidential health issues, the campus manages individual COVID-19 reporting and related information. To safeguard such privacy, campus departments are not provided direct access to individual health information. The COVID-19 Response Team is charged with related management and provides notification and specific guidance to anyone who has a significant workplace exposure. Since this is managed on an individual level, it is not always apparent that such actions are taking place, but please be assured that confidential management is taking place as required by health information privacy policy, and all affected parties will be engaged.

Again, all campus departments are restricted from managing any of this as COVID-19 health information cannot be parsed out from health information privacy policy. However, questions or feedback with any related campus COVID-19 response procedure experiences is encouraged, and can be sent via email to the campus COVID-19 call center at ucsb-covid19@ucsb.edu, or by phone at (805) 893-3113 (Monday through Friday, 8am to 4pm). In addition the department continues to seek ways to gain clarity (and provide feedback) on related issues from division and campus leadership, as it has throughout the ever-changing landscape of the pandemic. The latest in this effort will take place at this Thursday’s Staff meeting where the Vice Chancellor for Student Affairs, Margaret Klawunn, as well as the Division’s Chief of Staff, Miles Ashlock, will be joining the meeting.

As a side note, the campus continues to maintain a COVID-19 Information website (here: https://www.ucsb.edu/COVID-19-information) that includes information on what to do if you think you have been exposed to COVID-19 (here: https://www.ucsb.edu/COVID-19-information/health-wellbeing.

2. As a reminder, all staff and faculty accessing any UC facility are required to obtain a COVID-19 booster vaccine by February 4, 2022. Once you have received your COVID-19 booster shot, you will need to record it in the Student Health Patient Portal by logging in and entering the information through the “Medical Clearances” section.

Please note that campus Student Health continues to offer COVID-19 booster shots at the Isla Vista Embarcadero Hall parking lot with one remaining date of this Friday, January 28th from 10am to 4pm, with free parking in Lot 40 behind the I.V. Theater. Appointments are required and can be made through the website myturn.ca.gov.

In addition, COVID-19 vaccines will be offered at the Isla Vista Embarcadero Hall parking lot on February 1, 4, 8, 11, 15, 18, 22, and 25 from 10am to 4pm, also with free parking in Lot 40 behind the I.V. Theater.

Also as a reminder, all staff and faculty who will be on campus during Winter quarter are strongly encouraged to obtain a campus COVID-19 test as soon as possible. Please refer to the Campus Health Services update message from January 6th for details here: https://t.e2ma.net/webview/b249rf/3dcc43e0a9bd8935dd171dc5d770980e.

To help support testing opportunities, just this morning, the University Center (UCen) announced via email that COVID-19 Saliva Tests (PCR) are currently available at the UCen Post Office for all faculty, staff, and students. No campus ID is required but there is a limit of one test per person. Pick up hours are Monday through Friday, 9am to 3pm.

3. Anjum confirmed in a January 18th email message that a small allocation of N95 masks are currently available for pick up in AS Admin by AS staff who work on campus. There is a limit of 4 masks per individual. Pick up hours are Monday – Thursday from 1:00pm to 3:00pm. 

Please note that any staff members receiving N95 respirators will need to review and sign off on related respirator fitting information. Please review this information ahead of pick up at this link: Filtering Facepiece Respirator form- EHS. You will need to sign off to acknowledge reading this information when you pick up the masks.

As previously communicated by the campus COVID-19 Response Team, current vaccination requirements combined with indoor masking has been exceptionally effective at mitigating campus transition. Therefore, it is essential that high-quality masks continue to be used when indoors as required by the campus masking mandate. Everyone is also encouraged to wear masks outdoors in crowded settings when on campus.

4. The campus Club & Guest House announced in a January 20th email message that its current temporary closure will continue through at least the month of March, 2022. The closure includes all Club services: Dining Room, Guest House, Events, Membership and Administrative Offices. Please see the original email message for question messaging links.

5. As a reminder, we are scheduled for a Staff meeting this Thursday, January 27th at the usual time of 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

6. The previously cancelled Winter Quarter Student Affairs Divisional Meeting has been re-scheduled for Thursday, February 17th from 2:00pm to 3:00pm. As with the previous Divisional meeting, this will be a hybrid event requiring you to confirm your attendance via your Google Calendar invite as to whether you will attend in person or via Zoom. Email invites are currently being distributed so please look for the corresponding email.

7. Sean introduced a new password manager application, 1Password, for the department in a January 18th email message, as well as a follow-up message in the Staff Slack channel on January 24th. The application provides a secure, fast, and easy way to simplify your day-to-day management and use of your various passwords. Please see both of Sean’s messages for details including a link to sign up for a new account. Related tutorials and FAQ’s will be available in the coming week.

8. A January 20th email message from campus Information/Cybersecurity/Privacy announced the observance this week of International Data Privacy Week. The message details the importance of safeguarding personal information and provides some specific steps that can be taken to protect personal online information, identity, and privacy. Please see the original message for details as well as information available at this link: Data Privacy Week.

9. REMINDER: The 2022-23 AS budget process and hearings are scheduled for Thursday, February 10th and Friday, February 11th from 10:00am to 2:30pm. Groups are required to submit their proposed budget packet no later than 12:00pm on February 2nd. Groups should sign up for a reserved budget hearing time slot at this link: attached link. Please see Anjum’s January 12th email message for additional details.

10. REMINDER: Current Remote/Hybrid/Flexible Arrangements (RHFA’s) for the department will be extended through February 1, 2022 without any required action on the part of staff or supervisors. Renewal of existing RHFAs or modifications will begin after the February 1st date. Any new RHFAs will have a beginning date of January 31st, and the Division of Student Affairs has confirmed that they will be generating an updated process to be distributed in the near future.

As has been previously and regularly communicated, RHFA’s are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity. We will post the updated process in a future Internal Operations Update once we have received it from the Division.

11. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.
  • Compliance with the mandatory influenza vaccination executive order (executive order).

In addition, the Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

January 19, 2022

Hope everyone had a restful, and reflective, long holiday weekend. As we continue through the Winter quarter challenges, please keep in mind that the summarized updates from the division and campus below are always subject to change as the COVID-19 situation evolves. Thank you all again for your continued hard work:

1. As a reminder, all staff and faculty accessing any UC facility are required to obtain a COVID-19 booster vaccine by February 4, 2022. Once you have received your COVID-19 booster shot, you will need to record it in the Student Health Patient Portal by logging in and entering the information through the “Medical Clearances” section.

Please note that campus Student Health continues to offer COVID-19 booster shots at the Isla Vista Embarcadero Hall parking lot with remaining dates of January 21, 25, and 28 from 10am to 4pm, with free parking in Lot 40 behind the I.V. Theater. Appointments are required and can be made through the website myturn.ca.gov.

Also as a reminder, all staff and faculty who will be on campus during Winter quarter are strongly encouraged to obtain a campus COVID-19 test as soon as possible. Please refer to the Campus Health Services update message from January 6th for details here: https://t.e2ma.net/webview/b249rf/3dcc43e0a9bd8935dd171dc5d770980e.

2. Campus Student Information Systems & Technology (SIS&T) provided a reminder email message on January 14th that in addition to the previously announced implementation of Multi-Factor Authentication (MFA) log in requirement for the Student Health Patient Portal scheduled to take place January 25th, the majority of UCSB students are not currently enrolled in the MFA application, Duo (currently only 43% are enrolled). SIS&T is asking all campus staff who engage with students to please remind them of the need to enroll as it is critical for them to access the portal in order to receive their daily COVID-19 screening survey badges. A Duo Enrollment Cheat Sheet resource is available (here: Duo enrollment cheat sheet) that would be helpful to print and post in high traffic areas or distribute to students directly. Please see the original email message for additional details.

3. The Vice Chancellor for student Affairs, Margaret Klawunn, confirmed last week that indoor special events or activities (i.e. meetings, lectures, concerts) with more than 25 people should not be held in-person before January 31st. However, as we have seen throughout the pandemic, this date could change. Of course, COVID-19 safety protocols need to be followed for any indoor in-person events regardless of attendance level. While outdoor events are currently being allowed, the recommendation is to extend attendance restrictions to prevent large crowds. Again, even outdoor events should require attendees to wear masks.

4. The Student Affairs Chief of Staff, Miles Ashlock, provided an update email message on January 12th containing additional information and answers to questions that came up during the previous week’s Divisional webinar. Of particular note is information about face coverings including that the Division will be supplying masks and N95 respirators (masks) for departments. Yesterday morning, Anjum announced in an email message that the department has received a small allocation of N95 respirators. These are available for pick up at AS Admin by staff who work on campus. Pick up hours are Monday through Thursday 1:00pm – 3:00pm (limited to 4 masks per individual). Please note that any staff members receiving N95 respirators will need to review and sign off on related respirator fitting information. Please review this information ahead of pick up at this link: Filtering Facepiece Respirator form- EHS. Please also see Miles’ email message for additional details and answers to a few questions from the webinar.

5. With regard to Remote/Hybrid/Flexible Arrangements (RHFA), Marisela provided an email update on January 14th confirming that existing RHFA agreements for the department will be extended through February 1, 2022 without any required action on the part of staff or supervisors. Renewal of existing RHFAs or modifications will begin after the February 1st date. Any new RHFAs will have a beginning date of January 31st, and the Division of Student Affairs has confirmed that they will be generating an updated process which they will be distributing in the near future.

As has been previously and regularly communicated, RHFAs are intended to be temporary, with this pending assessment requirement important to determine how well existing work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at or near full capacity. We will post the updated process in a future Internal Operations Update once we have received it from the Division.

6. As you have likely heard or read by now from a number of sources, campus Enterprise Technology Services (ETS) formally announced in a January 14th email message that the Kronos timekeeping service has been restored and has been available to the campus as of last Thursday afternoon, January 13th. While no new/updated processes have been announced by the campus KRONOS Team, as usual, please direct any payroll questions to Lili.

7. The 2022-23 AS budget process was announced in a January 12th email message from Anjum. Budget hearings are scheduled for Thursday, February 10th and Friday, February 11th from 10:00am to 2:30pm. Each participating group will have 10 minutes to present their respective budget. Groups are required to submit their proposed budget packet no later than 12:00pm on February 2nd. Participating groups should sign up for a reserved budget hearing time slot via this link: attached link. Please see Anjum’s message for additional details.

8. Campus Mail Services announced in a January 14th email message that campus mail and package deliveries will be delayed until Monday, January 31st due to staff shortages. In the interim, department representatives can pick up mail from the Mail Services office at Building 507 on Mesa Road during the Monday through Friday hours of 8:00am – 12:00pm, 1:00pm – 4:30pm (closed for lunch 12:00pm – 1:00pm). Questions should be directed to Toni Murillo at (805) 451-4032.

9. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.
  • Compliance with the mandatory influenza vaccination executive order (executive order).

In addition, the Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

January 11th, 2022

Despite Winter quarter 2022 just beginning, we are already seeing modifications to post-holiday return to campus plans. As summarized in a number of topics below, this is a stark reminder that we should continue to expect changes as COVID-19 related conditions evolve. Thank you all for your flexibility through all of this and your continued hard work:

1. Chancellor Yang provided a Winter quarter remote instruction update message on January 8th stating that remote instruction will continue for an additional two weeks beyond the initial plan of resuming in-person instruction on January 18th. The updated plan is for all in-person instruction to resume on Monday, January 31st. As with the previous plan, this date is subject to change should conditions warrant. Also per the original plan, campus operations are expected to be maintained as much as possible with the caveat of staying flexible where needed with staff temporary work arrangements through the month of January. Please see the Chancellor’s original email message for details which can also be found at this link: https://chancellor.ucsb.edu/memos/2022-01-08-update-winter-quarter-instruction.

As a reminder, the department has added the link, “Updates for Winter 2022”, to the AS website homepage (https://www.as.ucsb.edu/news/updates-for-winter-2022/) where updated Winter quarter information will be posted. 

2. Campus Health Services distributed a January 6th email message updating its vaccine requirements for UCSB staff and faculty. All staff and faculty accessing any UC facility are required to obtain a COVID-19 booster vaccine by February 4, 2022. Once you have received your COVID-19 booster shot, you will need to record it in the Student Health Patient Portal by logging in and entering the information through the “Medical Clearances” section. You can also receive a booster shot by making an appointment through the website myturn.ca.gov in which case the information will be updated for you.

In addition, all staff and faculty who will be on campus during Winter quarter are strongly encouraged to obtain a campus COVID-19 test as soon as possible. Please see the original message for testing information, as well as for the on-campus booster vaccine clinic schedule and information. The full update message can also be found here: https://t.e2ma.net/webview/b249rf/3dcc43e0a9bd8935dd171dc5d770980e.

On a related note, the previous announcement that the campus would be providing bulk test kit orders to departments has changed. Due to the high volume of requests, the bulk supply has been exhausted and the orders can no longer be fulfilled. Instead, individual employees can pick up a kit prior to a test appointment at the Loma Pelona testing site. Please see a related email message sent on January 5th, or visit the UCSB COVID-19 Testing Resources page for more information.

3. As a reminder, we are scheduled for our first Staff meeting of 2022 this Thursday, January 13th at the usual time of 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

4. Student Affairs Chief of Staff, Miles Ashlock, provided a link to the recorded Student Affairs Winter 2022 COVID-19 Updates and Panel webinar held last Thursday via a January 7th email message for those unable to attend. The recording link is here: Student Affairs Winter 2022 Covid-19 Updates & Panel. In addition, Miles confirmed that he is working with campus EH&S to obtain and distribute N-95 masks to the Division. More information will provided as it becomes available.

5. The University Center Building (UCen) leadership announced in a January 7th email message that it will be closed as of yesterday, January 10th and will remain closed until clearance has been given for in-person classes to resume (currently planned for Monday, January 31st). The Campus Store will remain open with outside access only, and the UCen Post Office will remain open with entry available by the Post Office 1st Floor door only. Access Cards will be available for pickup in the UCen Post Office.

Please note that the AS Food Bank, located in the UCen, is currently offering pick up orders only until further notice through its outside access door (Ortega side entrance). Students may place orders online, at least 24 hours in advance (here: https://foodbank.as.ucsb.edu/order-page/), for pick up once every day that the Food bank is open. Hours are currently Monday -Thursday 12:00pm to 5:15pm, and Friday 12:00pm to 4:00pm.

6. Campus Emergency Services provided a Clery Act Notification of Annual Test of Emergency Response & Evacuation Procedures via a January 7th email message. This required annual update includes links to information and resources regarding UCSB’s emergency response procedures that all staff should take time to familiarize themselves with if you have not already done so.

7. Campus IT announced in a January 5th email message that another Campus application, the Student Health Patient Portal, will require Multi-factor Authentication (MFA) when logging in beginning Tuesday, January 25th. As with other applications moving to MFA, if you have already been using this authentication process, then you do not need to do anything additional. If you are new to MFA, please review related information and sign-up instructions here.

8. As the current Kronos timekeeping system outage continues, the campus Kronos Team has provided an update that the application’s provider has committed to having it back in operation by the end of January. Until then, we will need to continue with the current manual process (communicated by Lili via email messages on December 21st) of supervisors populating the related spreadsheet templates provided by the campus Kronos Team for all biweekly staff. Please direct any related process questions to Lili. Ongoing status updates can be found on the UCSB Systems Health Dashboard located at this link: https://status.ucsb.edu/

9. UCSB Privacy and IT announced a Data Privacy Day event in a January 10th email message. Scheduled for January 28th from 3:00pm to 4:00pm, the event features a panel of UC data and privacy experts who will discuss the film, The Social Dilemma, the future of data, what the UC’s role should be in solving the social dilemma, and how viewers can take active steps to better control data. Please see the original message for event details and how to view the featured film prior to the event discussion.

10. REMINDER: Remote/Hybrid work arrangements are intended to be temporary, with the requirement for us to assess how these work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at 100% capacity. The process and deadline for this assessment is the following:

  1. Utilizing the campus Human Resources Remote/Hybrid Position Assessment form as a template/guide (Link: https://www.hr.ucsb.edu/sites/default/files/docs/forms/Flexible%20Work%20Arrangements/UCSB%20Remote_Hybrid%20Position%20Assessment_Supervisor_Manager_Final%20(2).pdf), supervisors should schedule meetings with  individual supervised staff currently working in a remote/hybrid work arrangement to discuss how well job description responsibilities have been fulfilled since the start of fall quarter while under their current work arrangement, and if any adjustments should be made to address related challenges.
  2. Supervisors should then complete the Assessment form based on the results of the individual staff member discussions. Any remote/hybrid schedule adjustment recommendations should be included in the comments field. Once completed, the form should be sent via email to Marisela no later than Friday, January 14, 2022.
  3. Marisela will review the completed forms and any adjustment recommendations. Any forms requiring additional Division review will be forwarded.  

Assessment should be focused on job description responsibilities and if they, and related services to students, are being fulfilled as if a given staff member was working 100% on campus. Please feel free to contact Marisela or Ed with questions.

As an additional reminder, for any staff interested in appealing an RHFA Proposal decision, the Division has directed departments to resolve appeals internally. As a first step in the appeal process, a staff member should inform their direct supervisor of their desire to initiate an appeal, copying Marisela and Ed on that message. We will then schedule a collaborative, detailed review of the job functions with respect to students being 100% on campus.

11. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.
  • Compliance with the mandatory influenza vaccination executive order (executive order).

In addition, the Campus/Facilities Access Process is located on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

January 4th, 2022

Happy New Year! Hope everyone was able to enjoy some restful holiday downtime. As we begin the 2022 Winter quarter, we are once again facing new challenges which require our collective flexibility and patience with modified processes. Related messaging is summarized below. Thank you all for your continued hard work as we continue to navigate our unprecedented work journey:

1. As you likely know by now, Chancellor Yang formally announced in a December 21st email message that UCSB has begun Winter quarter with two weeks of remote instruction. In-person instruction is currently planned to resume on January 18th, but this is subject to reassessment of the situation early in Winter quarter. The remote instruction decision is a result of uncertainty surrounding the impacts of the Omicron variant of COVID-19. University housing and dining halls, and other campus facilities, are currently open to those who choose to return to campus. University operations other than instruction are planned to continue as during Fall quarter with the same policies that the campus has been following for the past several months. Please see the Chancellors original message for additional details, which can also be found at this link: https://chancellor.ucsb.edu/memos/2021-12-21-update-beginning-winter-quarter-instruction.

In addition to updating department staff on information and impacts as they become available, an “Updates for Winter 2022” link has been added to the AS website homepage (https://www.as.ucsb.edu/news/updates-for-winter-2022/) where such information will also be posted. 

2. In addition to the Chancellor’s December 22nd message, campus Health provided a follow-up email message on December 29th to describe the logistics related to testing, vaccination, and masking to help facilitate the post-holidays return to campus. Key points include a strong recommendation that all staff and faculty whose job duties require them to be on campus during Winter quarter obtain a campus COVID-19 test as soon as possible. In addition, all eligible staff and faculty are strongly encouraged to receive their required booster vaccination as soon a possible. Lastly, a reminder was provided of the indoor masking requirement and a strong encouragement to wear a mask outdoors in crowded settings when on campus. Please see the original message for related details which can also be found at this link: https://t.e2ma.net/webview/bmsprf/e3e7dc62c68fbd07b014b7b67e37cc14

With regards to testing, the campus COVID-19 Testing Center will be providing testing kits to departments in bulk. Staff members who are working on campus can pick up a test kit from their department, make an appointment on the campus Student Health Portal, and then complete the test in the kit within 24 hours (no longer) of their appointment time. An update will be provided when test kits are available for staff at the AS Admin office.

3. The Vice Chancellor for Student Affairs, Margaret Klawunn, sent a Winter quarter update email message to all division staff on December 30th. Topics include:
– COVID-19 Omicron variant impacts resulting in the delay to in-person instruction.
– Confirmation that all campus services are expected to function essentially the same way they did during Fall quarter.
– Return to campus COVID-19 (and flu) mitigation guidance.Please review the Vice Chancellor’s message for related details if you have not already done so.

In addition, the Vice Chancellor’s office reports that at least 10-15,000 students will likely be on campus at the start of Winter quarter, necessitating the need for departments to be fully available to support them. Also, departments are being instructed to move indoor special events with more than 25 attendees to a remote format until January 18th.

4. Vice Chancellor Klawunn sent an additional message on January 3rd announcing a panel webinar this Thursday, January 6th from 4:00pm to 5:00pm via Zoom to address recent COVID-19 impacts on operations and mitigation strategies. All division staff should plan on attending. The webinar will be recorded for those with schedule conflicts. A Zoom invitation link should be distributed to all staff today. The Vice Chancellor is accepting questions and topic suggestions under the broad umbrellas of COVID-19 mitigation strategies and operational impacts. Please submit them here

5. On December 29th, UCSB Athletics posted an updated spectator policy stating that “in accordance with UC system-wide COVID-19 guidance and in response to uncertainties concerning the Omicron variant, spectators will not be permitted at home events effective immediately through January 17. You can view the full message on UCSBGauchos.com at this link: https://www.ucsbgauchos.com/general/2021-22/releases/20211229pd5b1h.

6. As you all know, the KRONOS timekeeping system went offline on December 11th and the outage continues without a current update on when it will be back online. Until we receive notice, we will need to continue with the current manual process (communicated by Lili via email messages on December 21st) of supervisors populating the related spreadsheet template provided by the KRONOS Team for all biweekly staff. Please direct any related process questions to Lili. We will provide updates as we receive them. 

7. Looking back to a divisional update message sent by Vice Chancellor Margaret Klawuun on December 7th, a couple of reminders from that message include: a winter Divisional Meeting is scheduled for Wednesday, January 19th, from 10:00am to 11:00am with hybrid attendance options. All staff are expected to attend and will receive an upcoming Google Calendar invitation. Please be sure to indicate whether you will be attending in-person or virtually via Zoom.

Additionally, the division is tentatively planning for a mid-February, half-day Professional Development Conference (PDC) with both in-person and remote participation options. A save-the-date information message should be coming early this month. If you have any recommendations for PDC programs that would be most valuable to staff throughout the Division, please complete this single question survey.

8. In a December 15th email message, the UCPath Center provided important year-end tax and payroll reminders. You are encouraged to review this information if you have not already done so, but please note a couple of important dates including reviewing/updating your personal tax information by January 10, 2022. UCPath will begin to process W-2s in late January and it is important that your information is complete and accurate. Also note that if you wish to claim tax exemption in 2022, you need to do so in UCPath before the deadline of February 15, 2022.

9. The Vice Chancellor for Student Affairs, Margaret Klawunn, announced in a December 13th email message the creation of the UCSB Hazing Prevention Coalition (HPC). This group will meet biweekly to identify barriers to reporting and reluctance to amend hazing practices, and to provide consistent messaging about hazing prevention at UCSB. Should any staff be interested in joining the HPC, please contact Emma Parker at emmaparker@ucsb.edu. Please see the original message for a detailed description of the official Charge for the Coalition.

10. The campus Academic and Staff Assistance Program (ASAP) announced a new confidential support group in a January 3rd email message titled “New Pandemic Stage Parenting: Adjustments, Transitions, and Acceptance”. This six week program (Tuesdays from January 18th to February 22nd) is designed to provide support and exploration with other parents on campus, addressing topics such as establishing new boundaries between work and home, making new routines, and re-evaluating parental values for the new year. RSVP here: asap@hr.ucsb.edu. Please see the original message for details.

11. REMINDER: Remote/Hybrid work arrangements are intended to be temporary, with the requirement for us to now begin assessing how these work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at 100% capacity. The process and deadline for this assessment is the following:

  1. Utilizing the campus Human Resources Remote/Hybrid Position Assessment form as a template/guide (Link: https://www.hr.ucsb.edu/sites/default/files/docs/forms/Flexible%20Work%20Arrangements/UCSB%20Remote_Hybrid%20Position%20Assessment_Supervisor_Manager_Final%20(2).pdf), supervisors should schedule meetings with  individual supervised staff currently working in a remote/hybrid work arrangement to discuss how well job description responsibilities have been fulfilled since the start of fall quarter while under their current work arrangement, and if any adjustments should be made to address related challenges.
  2. Supervisors should then complete the Assessment form based on the results of the individual staff member discussions. Any remote/hybrid schedule adjustment recommendations should be included in the comments field. Once completed, the form should be sent via email to Marisela no later than Friday, January 14, 2022.
  3. Marisela will review the completed forms and any adjustment recommendations. Any forms requiring additional Division review will be forwarded.  

Assessment should be focused on job description responsibilities and if they, and related services to students, are being fulfilled as if a given staff member was working 100% on campus. Please feel free to contact Marisela or Ed with questions.

As an additional reminder, for any staff interested in appealing an RHFA Proposal decision, the Division has directed departments to resolve appeals internally. As a first step in the appeal process, a staff member should inform their direct supervisor of their desire to initiate an appeal, copying Marisela and Ed on that message. We will then schedule a collaborative, detailed review of the job functions with respect to students being 100% on campus.

12. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.
  • Compliance with the mandatory influenza vaccination executive order (executive order).

In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established, or are in process of determining, what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

December 7, 2021

With the end of fall quarter and the calendar year upon us, a few reminders are included again in this week’s Update. Please also note that many campus offices and services will soon begin limited availability or shutdowns due to holiday closures. On a similar note, this will be the last Update of the calendar year, with the next one scheduled for Tuesday, January 4th, 2022. As usual, thank you all for your continued hard work and Happy Holidays!

1. As a reminder, we are scheduled for a Staff meeting this Thursday, December 9th at the usual time of 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09. This will be the last Staff meeting of the calendar year as the meeting previously scheduled for December 23rd has been cancelled due to its proximity to the Christmas holiday.

2. In a December 3rd Slack message on the Staff channel, Oscar announced that a new WiFi signal has been established in the AS Main building. It is a stronger and more stable connection that should help with connectivity for Zoom meetings in the Nati Conference Room. To access the new WiFi, you will need to switch your wireless connection to “A.S. WiFi”. Please see Oscar’s Slack message for login information and additional details.

3. In a December 6th Slack message posted on both the Staff and General channels, Rodney announced that Southern California Edison (SCE) will be shutting down power to the Pardall Center this Thursday, December 9th from 8:00am to 3:00pm. Staff otherwise located at the Pardall Center (including those from PC Admin, Legal Resource Center, and IVTU) will be working remotely that day. On-site services (such as print jobs) will not be available on that day.

4. The UCPath Center provided a reminder message today that a system upgrade shutdown will begin this Friday, December 10th at 12:00pm and end on Monday, December 13th at 6:00am. The UCPath system will be unavailable to all users during this time period so please plan any transaction and inquiry submittals accordingly.

5. Campus Human Resources announced in a December 2nd email message that a new job description system called Job Builder is now accessible to all staff (non-student). This system will allow you to view, print and/or download a copy of your job description (JD), as well as those JDs of staff that you supervise, as well as other accessible features. Please see the original message for details. You can also learn more by visiting the HR/Compensation website to access a slide presentation, user guide, recorded training and more.

6. The campus performance development process, ePerformance, that was implemented last spring, has another progress checkpoint due this month on December 18th. As with the previous checkpoint, supervisors and staff should discuss progress and log into the system to input their respective updates by this date.

7. Campus Orientation Programs and Parent Services announced in a December 2nd email message that it is currently recruiting students for the 2022 Orientation Staff. They request any referrals of students that you believe would be a good fit for the Orientation staff position. The online application for this position is due Monday, January 24th, and the application and additional information is available on their website here: https://orientation.sa.ucsb.edu/resources-info/orientation-staff—student-employment/staff-application. Please see the original message for additional details and a schedule of virtual information sessions for students to learn more about the position.

8. REMINDER: Campus Business and Financial Services (including campus Procurement) will be closed beginning Monday, December 20th, and will reopen on Monday, January 3rd. Contract requests received by December 6th will be given primary consideration for processing during December. Purchase orders must be received in Procurement no later than December 10th for primary processing consideration in December. Please note that Procurement cannot guarantee the process timing of any given purchase order.

9. REMINDER: With fall quarter winding down, the Division reminds us that Remote/Hybrid work arrangements are intended to be temporary, with the requirement for us to now begin assessing how these work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at 100% capacity. The process and deadline for this assessment is the following:

  1. Utilizing the campus Human Resources Remote/Hybrid Position Assessment form as a template/guide (Link: https://www.hr.ucsb.edu/sites/default/files/docs/forms/Flexible%20Work%20Arrangements/UCSB%20Remote_Hybrid%20Position%20Assessment_Supervisor_Manager_Final%20(2).pdf), supervisors should schedule meetings with  individual supervised staff currently working in a remote/hybrid work arrangement to discuss how well job description responsibilities have been fulfilled since the start of fall quarter while under their current work arrangement, and if any adjustments should be made to address related challenges.
  2. Supervisors should then complete the Assessment form based on the results of the individual staff member discussions. Any remote/hybrid schedule adjustment recommendations should be included in the comments field. Once completed, the form should be sent via email to Marisela no later than Friday, January 14, 2022.
  3. Marisela will review the completed forms and any adjustment recommendations. Any forms requiring additional Division review will be forwarded.  

Please begin holding discussions as schedules allow, particularly given unavailability of staff over holiday shutdowns. Again, assessment should be focused on job description responsibilities and if they, and related services to students, are being fulfilled as if a given staff member was working 100% on campus. Please feel free to contact Marisela or Ed with questions.

As an additional reminder, for any staff interested in appealing an RHFA Proposal decision, the Division has directed departments to resolve appeals internally. As a first step in the appeal process, a staff member should inform their direct supervisor of their desire to initiate an appeal, copying Marisela and Ed on that message. We will then schedule a collaborative, detailed review of the job functions with respect to students being 100% on campus.

10. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.
  • Compliance with the mandatory influenza vaccination executive order (executive order).

In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established, or are in process of determining, what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

November 30,2021

Hope everyone had an enjoyable and restful Thanksgiving holiday break. As we wind down fall quarter, a number of reminders are included in this week’s Update. As usual, thank you all for your continued hard work:

1. With the next round of holidays approaching, please be sure to submit for supervisor approval any time off requests as soon as possible and post those approved dates on the time-off calendar. Please also note that many campus offices and services are affected/delayed due to holiday closures, so plan accordingly.

2. Campus Technology and Information Security Services announced in a November 24th email message that the ServiceNow support application will require Multi-factor Authentication (MFA) when logging in beginning this Thursday, December 2nd. If you are already set up and using MFA for other applications, there is nothing new for you to set up. If you are new to MFA, please enroll by clicking on the related information and instructions link here.

3. Lisa provided a message in the Staff Slack channel announcing that the campus Ombuds Office is holding an Open House for faculty and staff this Wednesday, December 1st from 10:00am to 12:00pm. The event will be held immediately outside the Ombuds Office in the East Courtyard of Girvetz Hall where coffee and donuts will be served. Please see Lisa’s Slack message for additional details.

4. Campus Procurement is holding one more introductory Gateway 101 class this calendar year which is scheduled for this Thursday, December 2nd at 10:00am. This course is useful for those new to the Gateway procurement system and for those interested in a refresher. Please register on the UC Learning Center here: https://www.learningcenter.ucsb.edu/.

5. REMINDER: Campus Business and Financial Services (including campus Procurement) will be closed beginning Monday, December 20th, and will reopen on Monday, January 3rd. Contract requests received by December 6th will be given primary consideration for processing during December. Purchase orders must be received in Procurement no later than December 10th for primary processing consideration in December. Please note that Procurement cannot guarantee the process timing of any given purchase order.

6. REMINDER: The key access request process for students has been updated as a DocuSign form. This is for new requests only. Once a student completes and signs the form, it will trigger a message to their advisor or supervisor for their approval signature. The form is available on the AS website at this link: https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=8d2edb57-f889-4498-b0c4-d6198e000363&env=na3&acct=36d87d60-c882-4887-835a-bc389fb776dd&v=2.

7. REMINDER: Please do not upgrade your work computer to Mac OS Monterey if you are prompted. This is a new release and as such, they typically contain issues that require fixing. Until these are addressed, please hold off for the OK to upgrade once that announcement is formally made at a later date.

8. REMINDER: While numerous COVID-19 safety protocols remain in place for the foreseeable future, they do not restrict students from expending approved funds for snacks or other food. However, all AS financial policies and procedures still pertain as they did prior to the pandemic.

9. REMINDER: With fall quarter winding down, the Division reminds us that Remote/Hybrid work arrangements are intended to be temporary, with the requirement for us to now begin assessing how these work arrangements have been functioning, including how well services have been provided, in light of students having been on campus at 100% capacity. The process and deadline for this assessment is the following:

  1. Utilizing the campus Human Resources Remote/Hybrid Position Assessment form as a template/guide (Link: https://www.hr.ucsb.edu/sites/default/files/docs/forms/Flexible%20Work%20Arrangements/UCSB%20Remote_Hybrid%20Position%20Assessment_Supervisor_Manager_Final%20(2).pdf), supervisors should schedule meetings with  individual supervised staff currently working in a remote/hybrid work arrangement to discuss how well job description responsibilities have been fulfilled since the start of fall quarter while under their current work arrangement, and if any adjustments should be made to address related challenges.
  2. Supervisors should then complete the Assessment form based on the results of the individual staff member discussions. Any remote/hybrid schedule adjustment recommendations should be included in the comments field. Once completed, the form should be sent via email to Marisela no later than Friday, January 14, 2022.
  3. Marisela will review the completed forms and any adjustment recommendations. Any forms requiring additional Division review will be forwarded.  

Please begin holding discussions as schedules allow, particularly given unavailability of staff over holiday shutdowns. Again, assessment should be focused on job description responsibilities and if they, and related services to students, are being fulfilled as if a given staff member was working 100% on campus. Please feel free to contact Marisela or Ed with questions.

As an additional reminder, for any staff interested in appealing an RHFA Proposal decision, the Division has directed departments to resolve appeals internally. As a first step in the appeal process, a staff member should inform their direct supervisor of their desire to initiate an appeal, copying Marisela and Ed on that message. We will then schedule a collaborative, detailed review of the job functions with respect to students being 100% on campus.

10. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.
  • Compliance with the mandatory influenza vaccination executive order (executive order).

In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established, or are in process of determining, what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

November 23, 2021

As time continues to move along surprisingly quickly this quarter, the holidays are now upon us. Hope everyone has a wonderful and relaxing Thanksgiving holiday this week. This week’s update follows, and as usual, thank you all for your continued hard work:1. As we approach the end of what has been another unique academic quarter, the Division requires us to begin assessing how remote/hybrid work arrangements have been functioning, and how well services have been provided this fall quarter, in light of students having been on campus at 100% capacity. The process for this assessment is the following:

  1. Utilizing the campus Human Resources Remote/Hybrid Position Assessment form as a template/guide (Link: https://www.hr.ucsb.edu/sites/default/files/docs/forms/Flexible%20Work%20Arrangements/UCSB%20Remote_Hybrid%20Position%20Assessment_Supervisor_Manager_Final%20(2).pdf), supervisors should schedule meetings with  individual supervised staff currently working in a remote/hybrid work arrangement to discuss how well job description responsibilities have been fulfilled since the start of fall quarter while under their current work arrangement, and if any adjustments should be made to address related challenges.
  2. Supervisors should then complete the Assessment form based on the results of the individual staff member discussions. Any remote/hybrid schedule adjustment recommendations should be included in the comments field. Once completed, the form should be sent via email to Marisela no later than Friday, January 14, 2022.
  3. Marisela will review the completed forms and any adjustment recommendations. Any forms requiring additional Division review will be forwarded.  

While the quarter is not yet over, there should be enough experience to date to begin holding discussions as schedules allow, particularly given unavailability of staff over holiday shutdowns. Again, assessment should be focused on job description responsibilities and if they, and related services to students, are being fulfilled as if a given staff member was working 100% on campus. Please feel free to contact Marisela or Ed with questions.

Also, and to help provide additional perspective on how RHFA work arrangements are performing relative to meeting student needs and expectations, the Division will be administering a broad student survey in early winter quarter. To ensure an effective survey, the Division is asking departments for question/topic suggestions. We are therefore asking all AS staff to please provide suggested questions that would provide helpful insights for your respective areas. The submission timeline is short, so please send these to Marisela via email by the end of business tomorrow (Wednesday), November 24th.

2. A number of AS Enterprises services will be closed on the following days due to the Thanksgiving holiday:
– Bike Shop: closed 11/23 to 11/28 – Cashiers & Ticket Office: closed 11/25 to 11/28 – Food Bank: closed 11/23 to 11/28 – Publications: closed 11/23 to 11/28 – Recycling: no routes from 11/25 to 11/28

3. Lili announced in a November 16th Staff Channel Slack message that the Key Access Request process for students has been updated as a DocuSign form. Please use this form for new requests only. Once a student completes and signs the form, it will then trigger a message to their advisor or supervisor for their approval signature. The DocuSign form can be found under the AS website > Resources > Internal Assistance, and also at this link: https://na3.docusign.net/Member/PowerFormSigning.aspx?PowerFormId=8d2edb57-f889-4498-b0c4-d6198e000363&env=na3&acct=36d87d60-c882-4887-835a-bc389fb776dd&v=2

4. Campus Business and Financial Services announced that all of its units (including campus Procurement) will be closed due to campus holidays and scheduled office closures beginning Monday, December 20th, and will reopen on Monday, January 3rd. Please note that contracts received in Procurement by December 6th will be given primary consideration for processing during the month of December. Purchase orders must be received in Procurement no later than December 10th in order to be given primary consideration for processing during the month of December. Please also note that Procurement cannot guarantee the exact processing timing of any given purchase order.

5. Campus Information Security/Cybersecurity provided an email message on November 18th detailing tips to protect your information during the holiday online shopping season. The message identifies the three common ways attackers take advantage of online shoppers (creating fraudulent site and email messages, intercepting insecure transactions, targeting vulnerable computers), and provides numerous ways to protect yourself online. Please see the original message for details.

6. The UCPath Center provided a reminder that it is still on schedule to perform a system upgrade cutover causing the UCPath application to be unavailable from Friday, December 10th at 12:0pm until Monday, December 13th at 6:00am. Please plan any UCPath inquiries/submittals accordingly. 

7. REMINDER: Please do not upgrade your work computer to Mac OS Monterey if you are prompted. This is a new release and as such, they typically contain issues that require fixing. Until these are addressed, please hold off for the OK to upgrade once that announcement is formally made at a later date.

8. REMINDER: If you are traveling for the Thanksgiving holiday please be sure to reference the holiday travel guidance recently provided by UCSB Health Services in their joint email message with campus Administration from November 15th. Specific requirements are included for unvaccinated persons returning to campus, as well as recommendations for all campus community members for post-holiday return covering both COVID-19 and flu exposure mitigation.

9. REMINDER: All return-to-campus schedules for remote, hybrid, or flexible work arrangement proposals must be submitted via the Student Affairs (SA) RHFA Employee Proposal Form located here: SA RHFA Employee Proposal Form.

For any staff whose proposal is still in process and has not been finalized, please let your supervisor and Marisela know as soon as possible if not already communicated.

For staff interested in appealing an RHFA Proposal decision, the Division has directed departments to resolve appeals internally. As a first step in the appeal process, a staff member should inform their direct supervisor of their desire to initiate an appeal, copying Marisela and Ed on that message. We will then schedule a collaborative, detailed review of the job functions with respect to students being 100% on campus.

10. REMINDER: While numerous campus COVID-19 safety protocols remain in place for the foreseeable future, they do not restrict students from expending approved funds for snacks or other food. However, all AS financial policies and procedures still pertain as they did prior to the pandemic.

11. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:

– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)(Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.
  • Compliance with the mandatory influenza vaccination executive order (executive order).

In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established, or are in process of determining, what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

November 16, 2021

Hope everyone had a relaxing Veterans Day holiday last week. With the Thanksgiving holiday just around the corner next week, and as with last week, please note schedule impacts and reduced staff availability should any of your collaborations be affected. This week’s update follows, and as usual, thank you all for your continued hard work:

1. As announced last week, we are scheduled to hold a Staff meeting this Thursday, November 18th at the usual time of 1:00pm to 3:00pm (PST), as a replacement for holiday schedule conflicts occurring last Thursday and during next week’s Thanksgiving holiday. You should have already received a Zoom invitation from Sean but the meeting link is also here for convenience: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.           

2. Campus Health Services and Campus Administration provided holiday travel guidance in a November 15th email message. Among the topics, the message outlines requirements for unvaccinated persons returning to campus (i.e. complete testing within 2 days of return to campus; quarantine for 7 days if traveling outside the US), as well as recommendations for all campus community members for post-holiday return covering both COVID-19 and flu exposure mitigation. In addition, COVID-19 booster shot recommendation information is provided. Please see the original message for details and related information links.    

3. With the Thanksgiving Holiday rapidly approaching, the AS Food Bank reminds staff and clients that it will be closed on Thursday, November 24th and through the holiday weekend, reopening on Monday, November 29th. However, the Food Bank will be providing a larger than normal food distribution the day before the holiday on Wednesday, November 23rd and will feature a Thanksgiving-focused food selection.    

4. Campus Procurement posted a reminder that Fall quarter is its busiest processing period of the year, and as such, questions related to Gateway orders or other general “how-to” questions should be submitted using its ServiceNow help catalog (here: https://ucsb.service-now.com/procurement) for the fastest response time. Emailing individuals in Procurement Services is discouraged and will result in a delayed response.    

5. Oscar provided an important reminder in the Staff Slack channel today to please not upgrade your work computer to Mac OS Monterey if you are prompted. This is a new release and as such, they typically contain issues that require fixing. So until these are addressed, please hold off for the OK to upgrade at a later date.    

6. The Academic and Staff Assistance Program (ASAP) sent a reminder email message on November 15th regarding the previously announced workshop for staff and faculty titled Just Be: Finding Stillness through Breath and Sound. The workshop will focus on slowing down and finding stillness through breath and sound meditation to improve psychological well-being. This 20-minute experiential workshop is scheduled for Wednesday, November 17th at 12:15pm to 12:35pm. If interested, please register at Shoreline at: https://cglink.me/2dD/r1365840.    

7. Campus Design and Construction Services announced in a November 12th email message that the campus bridge over the bike path and sidewalk on Ocean Road will be closed for repair between November 19, 2021 through January 19, 2022. This will impact traffic on Ocean Road as well as the adjacent bike path and sidewalks, so please plan accordingly for detours and/or delays. Please see the original message for details and a map of the affected area.    

8. REMINDER: Open enrollment for UC benefits ends this Friday, November 19th at 5:00pm. UCPath has provided a number of resources including an overview brochure (open enrollment overview brochure (PDF)), an information booklet (information booklet (PDF)), a redesigned website (Open Enrollment), an open enrollment course with information about plan changes and a process demonstration (Benefits Open Enrollment 2022 course), and a confidential online benefits ‘coaching’ tool called ALEX that helps select the best benefits for you and your family (ALEX).    

9. REMINDER: The recently announced Influenza Vaccination Mandate for the 2021-22 flu season from the UC Office of the President that requires all students, staff, and faculty to attest that they have received a flu vaccination, or have chosen to decline a vaccination, is due no later than this Friday, November 19th. To comply, please log on to the Student Health Patient Portal here: Patient Portal. For reference, the full UC Executive Order can be viewed here: executive order.    

10. REMINDER: All return-to-campus schedules for remote, hybrid, or flexible work arrangement proposals must be submitted via the Student Affairs (SA) RHFA Employee Proposal Form located here: SA RHFA Employee Proposal Form.  

For any staff whose proposal is still in process and has not been finalized, please let your supervisor and Marisela know as soon as possible if not already communicated.  

For staff interested in appealing an RHFA Proposal decision, the Division has directed departments to resolve appeals internally. As a first step in the appeal process, a staff member should inform their direct supervisor of their desire to initiate an appeal, copying Marisela and Ed on that message. We will then schedule a collaborative, detailed review of the job functions with respect to students being 100% on campus.

11. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:  
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training) (Non-staff students need to be set up by a staff “sponsor” with a Non-Employee Account to log in with their UCSB NetID. Instructions are on the UCSB Learning Center here: https://www.learningcenter.ucsb.edu/content/non-employee-login)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.
  • Compliance with the mandatory influenza vaccination executive order (executive order).

In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.  

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.  

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.   

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established, or are in process of determining, what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

November 10, 2021

As we work through the last two months of the calendar year, please note various schedule and deadline impacts due to campus holidays and individual requests for additional time off. In particular, please note any early payroll approval deadlines. This week’s update follows, and as usual, thank you all for your continued hard work:

1. A friendly reminder that this Thursday, November 11th is a campus holiday (Veteran’s Day). Since this holiday, as well as the Thanksgiving holiday on Thursday, November 25th, conflict with the next two department Staff meetings, we will instead hold one Staff meeting in their place next week on Thursday, November 18th at the usual time of 1:00pm to 3:00pm (PST). You should have already received a Zoom invitation from Sean but the meeting link is also here for convenience: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.           

2. The UCPath Center recently provided a couple of Fall to Winter reminders including the following UCPath Center holiday office closures:  

  • Thursday, November 11th, Veteran’s Day
  • Thursday, November 25th, Thanksgiving
  • Friday, November 26th, Day after Thanksgiving
  • Thursday, December23rd, Winter Holiday
  • Friday, December 24th, Winter Holiday
  • Thursday, December 30th, New Year Holiday
  • Friday, December 31st, New Year Holiday

In addition, UCPath is scheduled to undergo a system-wide upgrade in December. The UCPath system will not be accessible from 12:00pm Friday, December 10th through 6:00am Monday, December 13th. Please plan any needed access accordingly.    

3. An additional holiday schedule adjustment has been set for the AS Food Bank which will be closed on Veteran’s Day, November 11th. In addition, the Food Bank will be closed on November 24th but will be providing a larger than normal food distribution the day before on November 23rd, including a Thanksgiving-focused food selection.    

4. As a friendly reminder via a November 5th email message, Katherine, as the department’s Designated Safety Representative, encourages all staff members to enroll or update as needed your contact information in the UCSB ALERTS system, which provides timely warnings and emergency notifications to students, staff, and faculty concerning on campus and adjoining community safety issues. Log in to the system with your UCSB NetID here: https://alert.ucsb.edu/#/login .    

5. The Academic and Staff Assistance Program (ASAP) announced in a November 8th email message a new workshop for staff and faculty titled Just Be: Finding Stillness through Breath and Sound. The workshop will focus on slowing down and finding stillness through breath and sound meditation to improve psychological well-being. This 20-minute experiential workshop is scheduled for Wednesday, November 17th at 12:15pm to 12:35pm. If interested, please register at Shoreline at: https://cglink.me/2dD/r1365840.    

6. Campus Student Academic Support Services announced in a November 5th email message that it will be holding a Faculty Night for students, faculty, and staff on Tuesday, November 23rd at 5:00pm at the outside patio of the Carrillo Dining Commons. Titled COVID and College Part 2: When is this going to end?!?!, this interactive event and discussion at small mixed (students, staff, faculty) outside tables will include a free meal at the dining commons. Additional information, including how to RSVP, is located at https://academics.sa.ucsb.edu/programs/campus-service/faculty-nights.    

7. REMINDER: Open enrollment for UC benefits continues through Friday, November 19th at 5:00pm. A number of information webinars are scheduled through November 16th. You can view the webinar schedule here: open enrollment webinars. In addition, UCPath has introduced a number of other resources including an overview brochure (open enrollment overview brochure (PDF)), an information booklet (information booklet (PDF)), a redesigned website (Open Enrollment), an open enrollment course with information about plan changes and a process demonstration (Benefits Open Enrollment 2022 course), and a confidential online benefits ‘coaching’ tool called ALEX that helps select the best benefits for you and your family (ALEX).    

8. REMINDER: The recently announced Influenza Vaccination Mandate for the 2021-22 flu season from the UC Office of the President that requires all students, staff, and faculty to attest that they have received a flu vaccination, or have chosen to decline a vaccination, is due no later than Friday, November 19th. To comply, please log on to the Student Health Patient Portal here: Patient Portal. For reference, the full UC Executive Order can be viewed here: executive order.    

9. REMINDER: All return-to-campus schedules for remote, hybrid, or flexible work arrangement proposals must be submitted via the Student Affairs (SA) RHFA Employee Proposal Form located here: SA RHFA Employee Proposal Form.  

For any staff whose proposal is still in process and has not been finalized, please let your supervisor and Marisela know as soon as possible if not already communicated.  

For staff interested in appealing an RHFA Proposal decision, the Division has directed departments to resolve appeals internally. As a first step in the appeal process, a staff member should inform their direct supervisor of their desire to initiate an appeal, copying Marisela and Ed on that message. We will then schedule a collaborative, detailed review of the job functions with respect to students being 100% on campus.

10. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:  
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.
  • Compliance with the mandatory influenza vaccination executive order (executive order).

In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.  

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.  

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.   

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established, or are in process of determining, what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

November 2, 2021

Welcome to November…hard to believe we have reached the 11th month already. Also hope everyone had a relaxing and issue-free Halloween weekend. This week’s update follows, and as usual, thank you all for your continued hard work:

1. The campus distributed an email message on October 27th announcing that the UC Office of the President has issued an executive order making influenza vaccinations mandatory for all UC students and employees. The order is effective throughout the 2021-22 flu season and requires all students, faculty, and staff members who live, learn, or work on any UC campus or want to access any UC facilities attest that they have received a flu vaccination, or have chosen to decline a vaccination, no later than November 19, 2021.  

To verify compliance, faculty and staff members should log on to the Student Health Patient Portal (Patient Portal). Individuals who do not receive a flu vaccination will be required to wear face masks in all locations on campus throughout the flu season, regardless of changes to COVID-19 requirements. They will also need to adhere to any additional requirements or restrictions specified by the campus or local public health authority.  

Please see the original email message for additional details and information links. You can also read the original executive order here: executive order.          

2. It’s that time of year again for a time change…be sure to set your clock back one hour this Sunday, November 7th as daylight savings time ends at 2:00am on that early morning. This, of course, does not apply to those of us residing in Arizona and Hawaii, so please note a change in online availability relative to those of you observing the time change.    

3. On November 1st, the campus distributed its Annual Notification of UC Santa Barbara Substance Abuse Policy and Implementation Guidelines email message. This message fulfills the requirement mandated by the Drug-Free Schools and Communities Act of 1989 to annually and regularly distribute the specified drug and alcohol prevention program to students and employees. Please see the original email message that outlines the policy and contains numerous information links, as well as a summary of related violations penalties.     

4. Gateway Administration is reporting that a known issue exists with the Chrome browser due to a recent update that can make it difficult to view windows/screens within the Gateway application. If you are using Chrome to access Gateway and are experiencing this issue, please clear the Chrome browser cache, restart the browser, and try again.    

5. Open enrollment for UC benefits continues through Friday, November 19th at 5:00pm. A number of information webinars are scheduled through November 16th. You can view the webinar schedule here: open enrollment webinars. In addition, UCPath has introduced a number of other resources including an overview brochure (open enrollment overview brochure (PDF)), an information booklet (information booklet (PDF)), a redesigned website (Open Enrollment), an open enrollment course with information about plan changes and a process demonstration (Benefits Open Enrollment 2022 course), and a confidential online benefits ‘coaching’ tool called ALEX that helps select the best benefits for you and your family (ALEX).    

6. REMINDER: All COVID-19 Daily Screening Surveys MUST be completed, including receipt of clearance, BEFORE arriving on campus. This must be followed consistently on a daily basis for on-site work a it is a critical campus community safety protocol to mitigate potential COVID-19 spread. Please remind any student staff that you supervise as well as any student groups that you advise.    

7. REMINDER: If you are planning to take any time off this holiday season, please begin to firm up your plans and related approvals with your supervisor. Also, please indicate approved vacation on the department’s time-off calendar.    

8. REMINDER: As we approach the end of the calendar year, please be sure to check and update as needed your personal information in UCPath to ensure it is up to date for the upcoming delivery of W-2’s, as well as to ensure accurate contact information is posted for any benefits or pay issues.     

9. REMINDER: All return-to-campus schedules for remote, hybrid, or flexible work arrangement proposals must be submitted via the Student Affairs (SA) RHFA Employee Proposal Form located here: SA RHFA Employee Proposal Form.  

For any staff whose proposal is still in process and has not been finalized, please let your supervisor and Marisela know as soon as possible if not already communicated.  

For staff interested in appealing an RHFA Proposal decision, the Division has directed departments to resolve appeals internally. As a first step in the appeal process, a staff member should inform their direct supervisor of their desire to initiate an appeal, copying Marisela and Ed on that message. We will then schedule a collaborative, detailed review of the job functions with respect to students being 100% on campus.

10. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:  
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.
  • Compliance with the mandatory influenza vaccination executive order (executive order).

In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.  

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.  

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.   

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established, or are in process of determining, what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

October 19, 2021

It’s hard to believe, but the holiday season is rapidly approaching. If you are considering taking any related time off, please remember to communicate your plans as soon as possible including indicating approved vacation on the time-off calendar. This week’s update follows, and as usual, thank you all for your continued hard work:

1. A new and occasional addition to Internal Ops Updates is to request replies to brief survey questions. For this week, we are asking all staff to please answer the following questions regarding your respective work areas:

  • Indicate the condition of your work area(s) – acceptable or needs attention (identify any area in need and briefly describe the issue(s)).
  • Indicate if your work area is in use by staff, students, public, or remains unused.
  • List any work area supplies needed for cleaning requirements or other supply needs.

In addition, please identify any potential meeting spaces in or adjacent to your areas that are not currently considered schedule-able as such (e.g. lawns, patios/sidewalks, etc.).  

Please respond via email to Marisela and Ed (please also copy your supervisor) no later than close of business next Monday, October 25th.    

2. As a friendly reminder, all COVID-19 Daily Screening Surveys MUST be completed, including receipt of clearance, BEFORE arriving on campus. This must be followed consistently on a daily basis for on-site work as it is a critical campus community safety protocol to mitigate potential COVID-19 spread.    

3. Anjum provided instructions for reserving AS meeting rooms via an attachment in an October 12th email message as well as in a Slack message that same day under the General channel. Please see either of these messages for details or visit the related AS webpage here: https://help.as.ucsb.edu/faq/how-to-reserve-an-as-space/.     

4. As we approach the end of 2021, the UCSB UCPath team provided a reminder email message on October 13th stressing the importance for staff members to review their personal information in UCPath to ensure it is up to date for the upcoming delivery of W-2’s as well as contact information for any benefits or pay issues. Please see the original message for instructions on how to update personal information.    

5. Miles Ashlock, Chief of Staff for Student Affairs, provided an email message on October 15th containing a recording link to the last few minutes of last week’s Divisional meeting. You may recall that the meeting ran over its scheduled time and the recording is available for anyone who was unable to remain for those last few minutes. The recording can be found here: last few minutes.    

6. The campus Office of Event Management and Protocol announced in an October 14th email message that Parents & Family Weekend is being planned for Friday, November 5th and Saturday November 6th. This on-campus event provides an opportunity for UCSB parents and families to spend the weekend with their student while being immersed in the campus community. You can visit the Parents & Family Weekend website for more information located at this link: Parents & Family Weekend website.    

7. Student Affairs announced in an October 14th email message that the UCSB MultiCultural Center will be hosting a hybrid panel discussion that will cover several critical housing resources represented by participating panelists in an effort to help address the current campus housing crisis. The event will be held this Wednesday, October 20th, at 6:30pm. For those wanting to attend remotely via Zoom, RSVP at this link: https://tinyurl.com/Fall2021ESLS2. Please see the original message for event and panelist details.    

8. REMINDER: Open enrollment for UC benefits will start on Thursday, October 28th at 8:00am and end on Friday, November 19th at 5:00pm. Communications from the UCPath Center with additional information is pending for the end of October including a schedule for open enrollment instructional webinars.    

9. REMINDER: All staff should add work location and availability hours to your email signature information. Please include your on-campus schedule (day and time), remote schedule, and office hours schedule.    

10. REMINDER: All return-to-campus schedules should be settled for fall quarter. If yours is still outstanding, please discuss and establish it with your supervisor. Remote, hybrid, or flexible work arrangement proposals need to be submitted as soon as possible via the Student Affairs (SA) RHFA Employee Proposal Form located here: SA RHFA Employee Proposal Form.  

A number of SA automated SmartSheet notifications continue to be pending due to technical issues and/or being in process. For any staff whose proposal is still in process and has not been finalized, please let your supervisor and Marisela know as soon as possible.  

For staff interested in appealing an RHFA Proposal decision, the Division has directed departments to resolve appeals internally. As a first step in the appeal process, a staff member should inform their direct supervisor of their desire to initiate an appeal, copying Marisela and Ed on that message. We will then schedule a collaborative, detailed review of the job functions with respect to students being 100% on campus.

11. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:  
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.

In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.  

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.  

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.   

With respect to on-site workspaces and visitor traffic flow, each area within AS should internally determine (and re-evaluate) what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish a plan for discussion, initial implementation, and any adjustments.

October 26, 2021

Hope everyone’s week is starting out well. With Halloween festivities taking place this coming weekend, please be aware of traffic and parking closures as the campus puts in place crowd mitigation efforts. This week’s update follows, and as usual, thank you all for your continued hard work:

1. A big thank you to everyone who responded to the workspace survey questions asked of staff in last week’s Update. We will follow up with supervisors on identified issues and suggestions after reviewing the responses. Also, please feel free to communicate to us with related updates on an ongoing basis as these topics will certainly remain relevant as COVID-19 impacts on work spaces evolve throughout the academic year.         

2. As a reminder, we are scheduled for a Staff meeting this Thursday, October 28th at the usual time of 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.    

3. In preparation for this Thursday’s Staff meeting, please review the department’s Internal Communication document and prepare to discuss related comments and provide any edit suggestions. Given that the document’s subject matter is central to a number of recommendations stemming from the ESR survey, updating the content and confirming implementation of the processes will benefit moving a number of ESR recommendations forward. The Internal Communication document can be found at this link: https://www.as.ucsb.edu/files/2016/10/INTCOMM_6-21-12.pdf, as well as accessed on the dedicated Staff Internal Resources website here: https://staff.as.ucsb.edu/ (you will need to log in with your personal AS credentials).    

4. The Student Affairs Chief of Staff, Miles Ashlock, forwarded a UCPath Open Enrollment email message providing a reminder that open enrollment for UC benefits begins this Thursday, October 28th at 8:00am and ends on Friday, November 19th at 5:00pm. In addition, the message announced several open enrollment information/instructional webinars scheduled between today, October 26th and November 16th. You can view the webinar schedule here: open enrollment webinars. Please see the original message for additional details and information links.    

5. The UCSB UCPath team also announced that the UCPath Center continues to see a high volume of transactions this fall season. As a result, current processing/response times for inquiries can extend to eight days. Please plan accordingly should you need to submit a case/inquiry to the UCPath Center.    

6. As has been previously announced, October is Cybersecurity month, and for this last week of the month, campus Information Technology (IT) announced in an email this morning that this week is focused on ransomeware. Please see the original message for a detailed description of ransomeware and what to do if you believe you have been targeted. For additional tips on how to prevent ransomeware and what to do if you are a victim, please visit this link: security.ucsb.edu.     

7. The UC Office of the President announced in an October 25th email message that it is inviting comments on a proposed Presidential Policy on Abusive Conduct/Bullying in the Workplace. Please see the original message for an overview of the policy’s key provisions as well as related attachments of the full proposed policy. You can also view the draft policy on UCnet here: UCnet. If you wish to provide comments or have any related questions, please contact Debbie Hudgens at debbie.hudgens@hr.ucsb.edu no later than February 6, 2022.    

8. If you are planning to take any time off this holiday season, please begin to firm up your plans and related approvals with your supervisor. Also, please indicate approved vacation on the department’s time-off calendar.    

9. REMINDER: All COVID-19 Daily Screening Surveys MUST be completed, including receipt of clearance, BEFORE arriving on campus. This must be followed consistently on a daily basis for on-site work a it is a critical campus community safety protocol to mitigate potential COVID-19 spread. Please remind any student staff that you supervise as well as any student groups that you advise.    

10. REMINDER: As we approach the end of the calendar year, please be sure to check and update as needed your personal information in UCPath to ensure it is up to date for the upcoming delivery of W-2’s, as well as to ensure accurate contact information is posted for any benefits or pay issues.     

11. REMINDER: All return-to-campus schedules should be settled for fall quarter. If yours is still outstanding, please discuss and establish it with your supervisor. Remote, hybrid, or flexible work arrangement proposals need to be submitted as soon as possible via the Student Affairs (SA) RHFA Employee Proposal Form located here: SA RHFA Employee Proposal Form.  

A number of SA automated SmartSheet notifications are still pending. For any staff whose proposal is still in process and has not been finalized, please let your supervisor and Marisela know as soon as possible.  

For staff interested in appealing an RHFA Proposal decision, the Division has directed departments to resolve appeals internally. As a first step in the appeal process, a staff member should inform their direct supervisor of their desire to initiate an appeal, copying Marisela and Ed on that message. We will then schedule a collaborative, detailed review of the job functions with respect to students being 100% on campus.

12. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:  
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.

In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.  

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.  

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.   

With respect to on-site workspaces and visitor traffic flow, each area within AS should have established, or are in process of determining, what configurations and protocols will work best utilizing controls and resources within the department. Please work with your supervisor to establish, and adjust as needed, a plan for discussion and implementation.

October 12, 2021

Hope everyone’s week is starting out well. This week’s update follows, and as usual, thank you all for your continued hard work:

1. As announced last week, no new return-to-campus guidance is being introduced by the campus or the division, and it is likely that current guidance (outlined below under Reminders) will remain in place until the end of fall quarter. However, it is important to remember that current RHFA work arrangements are considered temporary and will be reviewed and modified as needed after the New Year as has been directed by Division leadership.    

2. The Vice Chancellor of Student Affairs (VCSA), Margaret Klawunn, sent an October 11th email message as a reminder that the first Divisional meeting of the academic year is this Thursday, October 14th, from 10am to 11am. All staff are expected to attend. As previously mentioned, the meeting will be a hybrid format, both in Corwin Pavilion and online via Zoom (link: https://ucsb.zoom.us/j/82747853980?pwd=L1VuRkhFa0JacHNPWmViQXh4Nmtndz09 . Please indicate via your Google calendar whether you will be attending in person or online. Please see the Vice Chancellor’s message for an instructional screen shot for updating your RSVP.    

3. As a reminder, we are scheduled for a Staff meeting this Thursday, October 14th at the usual time of 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.    

4. Given that a number of AS career staff are working under remote or hybrid work schedules, all staff are asked to add work location and availability hours to your email signature information. Specifically, and a soon as possible, please include your (days and time) On-campus schedule, Remote schedule, and Office Hours schedule.    

5. Margaret Klawunn, the Division’s VCSA, copied Divisional staff via an October 11th email, on an update message that was sent to all students outlining the current requirements for students to attend in-person courses. The message includes symptom screening and campus clearance guidance, and if you have not already reviewed the message, please do so by reviewing the original email which includes an In-person Checklist downloadable PDF (also available here: https://d31hzlhk6di2h5.cloudfront.net/20210922/65/ad/8d/bd/e292e4e7e595cf25abeb8035/In-Person-Checklist_poster_white_SA.pdf).    

6. The UCPath Center announced via an October 7th email message that the UC benefits open enrollment period will start on Thursday, October 28th at 8:00am and end on Friday, November 19th at 5:00pm. This is the time window in which to make benefit choices for the upcoming new calendar year. UCPath will host open enrollment webinars starting at the end of October and running into November. Dates and registration details will be provided in future communications.    

7. The UCPath Center also announced in an October 8th email message that all calls made to and from the UCPath Center will include an additional security process to authenticate caller identification. A call will prompt a UCPath associate to ask the caller to answer two non-compromised questions from their employee record such as: your location, department, pay frequency, reporting manager’s name, etc. After three failed attempts, the UCPath associate will only be able to provide general information. This process is now in place and will remain until a new phone system is implemented with Multi-Factor Authentication (MFA). Please see the original message for additional details.    

8. Margaret Klawunn, the Division’s VCSA, distributed another email message on October 5th announcing the 2021 Higher Education Opportunity Act (HEOA) notification. The HEOA requires postsecondary institutions participating in federal student aid programs to make certain disclosures to students and the campus community about policies and procedures related to academic programs, costs and financial aid, safety and security, etc. The Vice Chancellor asks that all staff familiarize themselves with the related information (and save the link for future reference) which is located here: http://www.sa.ucsb.edu/policies/required-notifications.    

9. Campus Transportation and Parking Services announced in an October 7th email message that the Santa Barbara Bus Operator, SBMTD, is requesting staff to participate in a survey to help plan for the next five years of service. Please see the email message for details for completing the survey and for registering to attend a listening and feedback session on the same topic scheduled for Wednesday, October 20th from 5:30pm to 7:00pm.    

10. AS Publications distributed an email message on October 7th outlining its services including guidance on how to place a printing order. This guidance includes a helpful presentation on how to complete an AS Requisition and use the online ordering system. Please be sure to review the presentation for your own printing needs at this link: This presentation, and see the email message for additional information.    

11. The AS Media Center is kicking off fall quarter Workshop Wednesdays this Wednesday, October 13th from 3:00pm to 4:00pm with a presentation by Chelsea focused on “Adobe’s Holy Trinity of Design Apps” (Illustrator, Photoshop, InDesign). The workshop is virtual via Zoom and can be accessed at this link: https://ucsb.zoom.us/j/81363747234. Please see the original message for additional details.    

12. Campus Information Technology (IT) continues Cyber Security Awareness Month with a focus this week on social engineering, which in the context of IT security is “any act that influences a person to take actions that may or may not be in their best interest”. Please see the related email distributed earlier today, October 12th, for information on social engineering attacks. You can also find additional information here: security.ucsb.edu. Other Cyber Security Awareness events can be found here: https://security.ucop.edu/resources/security-awareness/cyber-security-month-2021.html.    

13. Given the challenges of the return-to-campus transition this fall, along with the continued impacts of the pandemic on personal lives in general, please keep in mind that there are a number of helpful resources available to both students and staff to help manage any resulting stresses. These include:  

Confidential resources available from the above include:

  • CAPS counseling sessions for students
  • ASAP short-term therapy, consultations, wellness workshops, and threat management for staff and faculty
  • Office of the Ombuds consultations for faculty, staff, and students with a campus-related concern (including workplace issues, interpersonal conflict, academic concerns, policy questions, and others)

Please refer to the above websites for related information and how to schedule counseling appointments. Please also note that there are a number of off-campus resources available in the Santa Barbara community, such as through Cottage Health (https://www.cottagehealth.org/coronavirus-covid-19/mental-health-resources-for-children-families/), or the Santa Barbara County Department of Behavioral Wellness (https://www.countyofsb.org/behavioral-wellness/adult-home.sbc).    

14. With the high level of activity as staff and students return to campus, it is important that all staff familiarize themselves with current documented department processes. As a reminder, a number of these processes are maintained on a dedicated Staff Internal Resources website located here: https://staff.as.ucsb.edu/ (you will need to log in with your personal credentials to access). All staff are asked to please review these processes with supervisors so that comments/update suggestions can be documented and forwarded to Marisela and Ed. We also invite added edit suggestions regarding hybrid/remote/in-person worksite distribution.    

15. REMINDER: All return-to-campus schedules should be settled for fall quarter. If yours is still outstanding, please discuss and establish it with your supervisor. Remote, hybrid, or flexible work arrangement proposals need to be submitted as soon as possible via the Student Affairs (SA) RHFA Employee Proposal Form located here: SA RHFA Employee Proposal Form.  

A number of SA automated SmartSheet notifications are still pending due to technical issues and/or being in process. For any staff whose proposal is still in process and has not been finalized, please let your supervisor and Marisela know as soon as possible.  

For staff interested in appealing an RHFA Proposal decision, the Division has directed departments to resolve appeals internally. As a first step in the appeal process, a staff member should inform their direct supervisor of their desire to initiate an appeal, copying Marisela and Ed on that message. We will then schedule a collaborative, detailed review of the job functions with respect to students being 100% on campus.

16. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:  
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.

In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.  

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.  

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.   

With respect to on-site workspaces and visitor traffic flow, each area within AS will need to internally determine what configurations and protocols will work best as a starting point for the beginning of fall quarter utilizing controls and resources within the department. Please work with your supervisor to establish a plan for discussion and implementation.

October 6, 2021

Hope week two of the quarter is proving to bring with it some settlement to everyone’s return to campus transitions. This week’s update follows, and as usual, thank you all for your continued hard work:

1. The Division announced that the Student Affairs Logistics/WSSP return-to-campus workgroup meeting this week has been cancelled as no related significant updates or changes have been introduced. We were also informed that this workgroup’s meetings will likely trail off entirely in the near future. In the meantime, current return-to-campus work arrangement guidance and facilities access protocols remain in place and are outlined below under Reminders.

2. The Vice Chancellor of Student Affairs, Margaret Klawunn, announced in an October 1st email message the scheduling of the first Divisional Meeting of the new academic year, scheduled for next Thursday, October 14th, 10am to 11am. The meeting will be a hybrid format, both in Corwin Pavilion and online via Zoom. You should have received a calendar invite and are asked to use the new functionality in Google Calendar to indicate whether you will be attending in person or online. Please see the Vice Chancellor’s message for additional details.

3. The campus announced in an October 4th email message a new locally provided program (administered by Bright Horizons) to help manage unpredictable days with backup care for child, adult, and elder care. The program is available to UCSB staff members, faculty, and academic employees who are eligible for Core benefits or above. A number of upcoming webinars are scheduled as well as a pre-recorded version should you not be able to attend a live webinar. Please see the original message for details or visit the program website here: https://www.myfamily.ucsb.edu/resource/bright-horizons-new-programs.

4. The campus Office of the Ombuds announced in an October 5th email message that it will be holding a series of Crucial Conversations training workshops during the month of October. Crucial Conversations is an intensive, research-based conflict management training scheduled for 90 minutes per day for six days, and conducted through readings, videos, discussion, and hands-on practice where participants apply learned skills to real problems. For those that have previously taken Crucial Conversations training, the current offering features new content.  All AS staff members are encouraged to participate in these useful workshops. Additional details, training dates, and registration information can be found here: Click here.

5. Campus Facilities Management announced in a September 29th email message a traffic signal pole located in the median of El Colegio and Stadium Roads will be replaced this Thursday, October 7th from 8:00am to 4:00pm. Expect traffic delays at this intersection, or preferably, use an alternative route should you be traveling to campus.

6. Campus Administrative Services provided a reminder on October 1st regarding the campus Pets on Campus Policy. In essence, unless a pet is a Service Animal, Support Animal, or a Utility Animal as defined in the Policy, they cannot enter campus buildings. In addition, UCSB maintains a mandatory dog leash policy regardless of location on campus. Please see the Pets on Campus policy for details.

7. Campus Enterprise Technology Services announced in a September 30th email message that the Duo Mobile authentication interface used for mobile device Multi-Factor Authentication for accessing campus applications will receive a redesign in appearance during the month of October. No action is required as all current accounts and settings will carry over automatically. Just be aware that if you use the current Duo Mobile application, a new look will be implemented for iOS between October 11 – 18, and for Android between October 11 – 15. Please see the original email message for details.

8. Campus Information Security announced in a September 30th email message that October is Cyber Security Awareness Month (CSAM). The ongoing CSAM event aims to promote awareness about cybersecurity by educating staff, faculty, students, and other members of the campus community about ways to protect themselves and the campus. This year, the UC Systemwide Security Awareness Team has created over a dozen remote events during October to boost awareness. You can see what has been planned by visiting the related events page here: CSAM 2021 Events page. Please see the original email message for additional details.

9. Campus Letters and Science Information Technology announced in an October 4th email message that it will be holding a DocuSign Open Forum via Zoom on October 20th at 9:30am. The forum will include a discussion about agreement rules for uploading and renaming files, and for pulling data into spreadsheets, as well as a Q&A session. Please see the original email message if you have interest and for the forum Zoom link.

10. Campus Housing, Dining, and Auxiliary Enterprises announced in a September 30th email message that it has launched four newly designed websites to make the sites easier to navigate, more user friendly, and to be consistent with UCSB Brand Guidelines. You can find the websites at these links: HDAE siteCampus HousingCampus DiningUCSB Conference & Hospitality Services. In addition, it was announced that DigiKnow, the digital signage network, is up and running for advertising in residence halls, apartments, and dining commons. You can find the webpage here: DigiKnow web page.

11. REMINDER: All return-to-campus schedules should be settled for fall quarter. If yours is still outstanding, please discuss and establish it with your supervisor. Remote, hybrid, or flexible work arrangement proposals need to be submitted as soon as possible via the Student Affairs (SA) RHFA Employee Proposal Form located here: SA RHFA Employee Proposal Form.
A number of SA automated SmartSheet notifications are still pending due to technical issues and/or being in process. For any staff whose proposal is still in process and has not been finalized, please let your supervisor and Marisela know as soon as possible.
For staff interested in appealing an RHFA Proposal decision, the Division has directed departments to resolve appeals internally. As a first step in the appeal process, a staff member should inform their direct supervisor of their desire to initiate an appeal, copying Marisela and Ed on that message. We will then schedule a collaborative, detailed review of the job functions with respect to students being 100% on campus.

12. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)- Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)- Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.

In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/

With respect to on-site workspaces and visitor traffic flow, each area within AS will need to internally determine what configurations and protocols will work best as a starting point for the beginning of fall quarter utilizing controls and resources within the department. Please work with your supervisor to establish a plan for discussion and implementation.

September 28, 2021

Understanding that this first full week of fall quarter brings with it additional work challenges, particularly given the large number of students new to campus, please be aware that a number of staff may be difficult to reach or unable to collaborate as timely as they would like. Any flexibility for holding requests that are not a priority this week will likely be greatly appreciated. Also, should your schedule allow, any support you can offer to those heavily impacted this week would also be greatly appreciated. This week’s update follows, and as usual, thank you all for your continued hard work:

1. Given the work demands of this first full week of fall quarter, Thursday’s Staff Meeting has been cancelled. Please use this additional time to address pending work, and meet as needed within your areas to address any pending issues. We will reconvene in two weeks as scheduled on Thursday, October 14th.

2. The Division’s Return-to-Campus Logistics/WSSP Work Group met last week for a relatively short Q&A session. Nothing significant was presented in terms of new information except that we received confirmation that the automated SmartSheet process for Remote/Hybrid/Flexible work arrangement proposals is still being worked on. In the interim, the Division is manually processing the remaining proposals and those should be communicated in the next week or so.

In addition, we received confirmation from the Chief of Staff of the Division, Miles Ashlock, that all staff taking requested sick leave must refrain from conducting any work regardless of location or remote/hybrid/flexible work arrangements. In other words, if you are taking sick leave, the expectation is that you are unable to work, and also by policy, not allowed to do so even if you are recovering at home and have previously worked remotely due to COVID-19 remote work status.

3. Campus Health & Wellness announced in a September 27th email message that free face masks are available at four campus locations for anyone who has forgotten theirs or needs an extra one during weeks 1 and 2 of fall quarter. Locations and hours include the UCSB Campus Store, UCSB Library, Student Resource Building, and Campbell Hall on Mondays – Thursdays between 10:00am and 4:00pm, and Fridays 10:00am – 2:00pm.

4. The campus provided a student Housing Update email message on September 24th outlining the steps taken to address a particularly challenging housing environment for fall quarter. While the message details reasons behind the high housing demand and how the campus is addressing the resulting challenges, the key takeaway for staff is to contact University & Community Housing Services if there is awareness of any UCSB student that is without housing. Contact can be made by phone at 805-893-4371, or by email at housinginfo@housing.ucsb.edu. In addition, student resources for a wide range of basic needs programs can be found here: https://t.e2ma.net/webview/kvz0vg/35755263b4356fab79977cb204a13159.

5. Holly announced and provided by attachment the updated 2021-2022 AS Legal Code via both an email message and the General Slack Channel on September 23rd. You can also find the updated document on the AS website’s Governing Documents webpage at this link: https://www.as.ucsb.edu/documents/governing-documents/.

6. University Center (UCen) Administration provided an Access Card update via email on September 23rd stating that the campus is experiencing a significant shortage of Access Cards due to supply chain challenges. For staff needing a new card, you are being asked to wait until cards have been issued to all students before requesting your new card. The UCen will send a follow-up message once staff can start requesting new cards. Please see the original message for additional details.

7. Campus Procurement Services announced that a Gateway 101 class will be held this Wednesday, September 29th from 9:00am to 11:00am. For those of you looking to receive an introduction to the Gateway ordering portal, or current users interested in a refresher, please register using your UCSB NetID at the UC Learning Center located at this link: https://www.learningcenter.ucsb.edu/  Search for Gateway 101 to locate the class.

8. Campus Network, Communications and Security Services announced in an email today, September 28th, that all campus networks will be disrupted this Wednesday, September 29th from 6:00am to 7:00am to upgrade wireless access points software. Please plan accordingly should this timeframe affect your network access needs.

9. The Academic and Staff Assistance Program (ASAP) announced in a September 27th email message a new workshop titled Alternative Psychological Practices to Rewire our Anxious Brains. This workshop is geared towards elevating participants’ mood and alleviating anxiety. The workshop is scheduled for next Tuesday, October 5th from 12:05pm to 12:35pm. Register at Shoreline here: https://cglink.me/2dD/r1252693. Please see the original message for details.

10. REMINDER: All requests for leave, etc. must be approved by a staff member’s direct supervisor. Once approval has been confirmed, please be sure to add the corresponding dates to the Time Off calendar.

11. REMINDER: While ideally, all return-to-campus schedules should be settled for fall quarter, they can continue to be submitted on a rolling basis and/or updated as needed. If yours is still outstanding, please discuss and establish it with your supervisor. Remote, hybrid, or flexible work arrangement proposals need to be submitted as soon as possible via the Student Affairs (SA) RHFA Employee Proposal Form located here: SA RHFA Employee Proposal Form.

As previously announced, a number of SA automated SmartSheet notifications are still pending due to technical issues and/or being in process. For any staff whose proposal is still in process and is not finalized, please let your supervisor and Marisela know as soon as possible as a temporary interim plan will be needed until the agreement is finalized.

12. REMINDER: If not already completed, the first ePerformance checkpoint meetings between supervisors and staff should be scheduled and held this week before the due date of October 1st, 2021. If you experience any issues with uploading information, please speak with Marisela directly for resolution. If you need a reminder of the ePerformance process, please see the Step-by-Step ePerformance Guide for All Employees located at this UCSB Human Resources webpage link: https://www.hr.ucsb.edu/hr-units/employee-labor-relations/performance-development-policy-covered-staff#ePerformance-step-by-step.

13. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:

– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.

In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/

With respect to on-site workspaces and visitor traffic flow, each area within AS will need to internally determine what configurations and protocols will work best as a starting point for the beginning of fall quarter utilizing controls and resources within the department. Please work with your supervisor to establish a plan for discussion and implementation.

September 21, 2021

Welcome to fall quarter…hope everyone’s first week is starting out smoothly despite the ramp up in activity. This week’s update follows, and as usual, thank you all for your continued hard work:

1. The Division’s Return-to-Campus Logistics/WSSP Work Group did not meet last week, so while there are no updates from that cancelled meeting, previously introduced guidance continues and as outlined in reminders below. However, the Division did send a welcome and update message yesterday, September 20th, to all undergraduate students, and forwarded the message to divisional staff for reference. In addition to highlighting welcome back activities and providing information/resources guidance, the message emphasized the role each student has in creating and preserving a positive and safe living and learning environment for the campus community. Please familiarize yourself with this information by reviewing the original message which can also be found at this link: Web view version here.

2. Campus Human Resources announced in a September 20th email message that the temporary policy change that increased the vacation accrual maximum for policy-covered (non-represented) staff has been extended by President Drake from the previous expiration of September 30, 2021 to a new expiration of June 30, 2022. This extension allows policy-covered staff up to an additional 25 months (instead of up to an additional four months) within which to take vacation leave in order to bring an employee’s vacation accrual below the maximum. Employees will continue to accrue vacation leave during this timeframe. This does not apply to represented staff. Please see the original message for additional details which can also be found here: https://www.hr.ucsb.edu/memos/2021/announcing-extension-temporary-increase-vacation-accrual-maximum-policy-covered-staff-0.

3. Campus Human Resources also announced in a separate September 20th email message that the University has extended the time in which to use Emergency Paid Sick Leave (EPSL) for all University employees, including exclusively represented employees, to June 30, 2022. Please see the full details on the use of EPSL on UCnet here: https://ucnet.universityofcalifornia.edu/news/2021/03/emergency-paid-sick-leave-for-covid-19-relief-available-to-uc-employees-for-2021.html. Please also see the original email message for additional details.

4. With respect to ordering goods and services through the campus Gateway portal, should you have questions after submission, please keep in mind that assistance regarding Gateway processes should be submitted to the Gateway Help Desk here: Gateway Service Ticket. However, questions regarding Associated Students (AS) requisitions should be directed internally to AS Admin at this link: requisitions@as.ucsb.edu. Please also keep in mind that you can view the Gateway workflow status in the righthand column of a Gateway requisition under the “Pending” section of the “Summary” tab.

5. With so many new-to-campus students this fall, providing resources to help with their transition is particularly important. One such resource is the UCSB Lingo webpage located on the UCSB First-Gen Community website here: https://firstgen.ucsb.edu/undergraduates/ucsb-lingo. This webpage will help explain some of the common UCSB terms and acronyms that are frequently used but can be confusing as students try to learn how the campus works. Please be sure to distribute to students and perhaps take some time to review this resource yourself.

6. If you have not already seen it, Associated Students Enterprises Services provided a summary of area services available to the campus community via a DLIST email message on September 20th. Services summaries and related web links are included for AS Publications, AS Food Bank, AS Ticket Office, AS Bike Shop, AS Department of Public Worms, and AS Recycling. Please see the original message to familiarize yourself with the respective service offerings for fall quarter.

7. The UCPath Center provided an email notice that it will be changing certain service targets for case resolution timelines effective in October. In essence, service targets will shift from calendar days to business days, with some service targets additionally being updated for certain topics and categories (either increasing or decreasing in duration). Please see the original email message for related details. You can also log in to the UCPath portal if you have additional questions or concerns here: log in to the UCPath portal.

8. Campus Enterprise Technology Services (ETS) Provided an email message reminder that the Kronos Timekeeping application will be requiring Multi-Factor Authentication (MFA) beginning next Tuesday, September 28th. Please be sure to sign up for MFA if you have not already done so here: it.ucsb.edu/mfa.

9. REMINDER: All requests for leave, etc. must be approved by a staff member’s direct supervisor. Once approval has been confirmed, please be sure to add the corresponding dates to the Time Off calendar.

10. REMINDER: All return-to-campus schedules should be settled for fall quarter. If yours is still outstanding, please discuss and establish it with your supervisor. Remote, hybrid, or flexible work arrangement proposals need to be submitted as soon as possible via the Student Affairs (SA) RHFA Employee Proposal Form located here: SA RHFA Employee Proposal Form.
A number of SA automated SmartSheet notifications are still pending due to technical issues and/or being in process. For any staff whose proposal is still in process and has not been finalized, please let your supervisor and Marisela know as soon as possible.

11. REMINDER: The first ePerformance checkpoint meetings between supervisors and staff should be scheduled and held before the due date of October 1st, 2021. If you need a reminder of the ePerformance process, please see the Step-by-Step ePerformance Guide for All Employees located at this UCSB Human Resources webpage link: https://www.hr.ucsb.edu/hr-units/employee-labor-relations/performance-development-policy-covered-staff#ePerformance-step-by-step.

12. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center (COVID-19 Return to Work Training)
– Review and sign off on the AS WSSP document (Click to access your department’s WSSP in DocuSign)
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.

In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.

As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/

With respect to on-site workspaces and visitor traffic flow, each area within AS will need to internally determine what configurations and protocols will work best as a starting point for the beginning of fall quarter utilizing controls and resources within the department. Please work with your supervisor to establish a plan for discussion and implementation.

September 14, 2021

As the start of fall quarter instruction begins next week, please continue to prioritize any pending return to campus processes. This week’s update follows, and as usual, thank you all for your continued hard work:

1. With return to campus fully under way, if you have not yet settled a return-to-campus schedule, please discuss and establish one with your supervisor as soon as possible as the department cannot continue supporting unspecified return-to-campus schedules. Remote, hybrid, or flexible work arrangement proposals need to be submitted as soon as possible via the Student Affairs (SA) RHFA Employee Proposal Form located at this link: SA RHFA Employee Proposal Form.The previously reported technical issue with the automated Smartsheet notifications has not yet been corrected but continues to be addressed by Student Affairs. Those notifications continue to be pending and/or in process and will be distributed once the issue is corrected. In the interim, staff should make temporary arrangements with their own direct supervisor about whether they return to work ahead of receiving the DocuSign agreement. Supervisors should send information to Marisela about any related temporary changed start dates/times.

2. As a reminder, we are scheduled for a staff meeting this Thursday, September 16th at the usual time of 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

3. Campus Administration provided an email message update on September 10th focused on COVID-19 building ventilation inspections and mitigation efforts to campus classrooms. While other administrative and staff work spaces are not part of the message focus, it is recommended that you read the message if you have not already done so, as it provides insight into efforts to help minimize overall risk on campus to COVID-19 exposure. Please also note that separate from campus efforts, Associated Students has committed to providing department workspaces with air filtration systems and air quality monitors. Sean and his team have already installed a number of these and will continue to do so in additional AS spaces over the next couple of weeks.

4. Campus Environmental Health and Safety (EH&S) announced that face coverings are now available to campus staff from EH&S. Face covering needs should be communicated and coordinated with area supervisors. Inquiries can then be emailed to EH&S at this address: EHS-covid19safety@ucsb.edu. Part of the inquiry should be a confirmation on any associated costs to the department which should then be processed for internal approval before moving forward with the request.

5. Facilities Management (FM) outlined current custodial service impacts in a September 7th email message. With COVID-19 preparation and maintenance impacts, as well as a significant level of under staffing, custodial services will only be able to focus on core maintenance areas, and asks that departments assist in keeping their spaces clean. In addition to a reduction in other areas, and until current vacancies are filled, FM will reduce office cleaning services from a weekly schedule to one day per month where currently employed. Please see the original email message for additional details.

6. Campus Logistics Services Administration provided a clarifying email message on September 9th regarding Access Card replacement. While a new Access Card version has been introduced, it is not necessary to replace old cards (issued prior to October 2020) unless those old cards are needed to swipe for meals in dining commons or have money loaded on them for use at the Arbor, Coral Tree, or Tenaya Market. If you do not have these transaction needs, you do not need to replace your old Access Card. If you do have these requirements, email your photo to ucen-access@ucsb.edu with your perm number or employee ID number. Your new card will be available for pickup at no charge at the University Center Information Booth. Please see the original email message for additional details.

7. Campus Transportation and Parking Services outlined Move-in Operations impacts to campus parking areas in a September 10th email message. Beginning this Wednesday, September 15th and continuing through Sunday, September 19th, a high volume of vehicles will be on campus. As a result, several campus paring lots will be closed and reserved for Move-in Operations. Please see the original message for a detailed list of impacted parking lots.

8. Campus Enterprise Technology Services announced in a September 9th email message that beginning today, September 14th, Kronos Timekeeping system users will have the option to indicate their preferred first and last name in Kronos. To display a preferred name in Kronos, users must update their personal profile in UCPath. Please see the original message for instructions or visit this link: https://ucpathsupport.force.com/askucpath/s/article/How-do-I-update-my-Preferred-Name.

9. In a September 8th email message, the UC Office of the President invites comments on proposed revisions to the Presidential Policy on Sexual Violence and Sexual Harassment. The associated documents are attached to the email message for reference. Questions and comments should be directed to Debbie Hudgens in UCSB Human Resources at debbie.hudgens@hr.ucsb.edu no later than November 23rd, 2021. Please see the original message for more information.

10. The campus Academic and Staff Assistance Program (ASAP) announced a new support group in a September 13th email message. Titled Stumbling Into the Next Stage of Your Pandemic Life, this six-week confidential therapy group aims to address a number of topics as we transition to our latest work arrangements and new stage of pandemic life. Please see the original message for details and a sessions schedule. Registration is required.

11. REMINDER: Per Katherine’s email message earlier this morning, the campus continues to run its annual fire alarm system test and emergency evacuation exercise this week. While just a test, you must still leave your respective building once the alarm sounds. Please see Katherine’s message for additional information including the building test schedule.

12. REMINDER: The first ePerformance checkpoint meetings between supervisors and staff should be scheduled and held before the due date of October 1st, 2021. If you need a reminder of the ePerformance process, please see the Step-by-Step ePerformance Guide for All Employees located at this UCSB Human Resources webpage link: https://www.hr.ucsb.edu/hr-units/employee-labor-relations/performance-development-policy-covered-staff#ePerformance-step-by-step.

13. REMINDER: The Worksite Specific Safety Plan (WSSP) for Associated Students is currently available for staff to review and acknowledge. All staff, including career, student staff, and AS student leadership are required to review the WSSP and sign off to acknowledge completion (Click to access your department’s WSSP in DocuSign). Acknowledgement includes confirmation that the COVID-19 Return to Work Training eCourse located in the UC Learning Center (COVID-19 Return to Work Training) has also been completed (no need to take more than once). Please complete this as soon as possible as it is now a requirement for being on campus. Please also note that this is an on-going requirement and you will need to instruct all new hires in your respective areas to complete as part of your on-boarding process.

14. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows: – Complete the COVID-19 Return to Work eCourse in the UC Learning Center- Review and sign off on the AS WSSP document- Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (SARS-CoV-2 Vaccination Policy)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.

In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/. With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey. As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/.  With respect to on-site workspaces and visitor traffic flow, each area within AS will need to internally determine what configurations and protocols will work best as a starting point for the beginning of fall quarter utilizing controls and resources within the department. Please work with your supervisor to establish a plan for discussion and implementation.

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September 7, 2021

As confirmed last week, today marks the department’s return-to-campus start date for all staff. If you have not yet settled a return-to-campus schedule, please discuss and establish one with your supervisor as soon as possible and no later than the end of this week as the department cannot continue supporting unspecified return-to-campus schedules.

As a reminder, if you are interested in requesting a remote, hybrid, or flexible work arrangement, you will need to complete the Student Affairs (SA) RHFA Employee Proposal Form located at this link: SA RHFA Employee Proposal Form. Please note that you must use this Divisional form and not the form located on the campus Human Resources page. Also, guidance concerning this process is located in the SA Remote/Hybrid/Flexible Work Arrangements Guidance document (SA Remote/Hybrid/Flexible Work Arrangements Guidance). Supervisors/managers – if you have not already done so, please familiarize yourself with the  RHFA Approval Manual for Managers for guidance processing any received proposals.  

Please note that there is currently a technical issue with the automated Smartsheet notifications that is being addressed by Student Affairs. For those of you who have requested a maximum of 2 days remote work and haven’t received the finalizing DocuSign agreement, that form will be distributed once this issue is corrected.  

For those of you are seeking to propose a different work and time distribution, these proposals are still under review either by your supervisor, the department, the Vice Chancellor of Student Affairs, or all three.  

Given the technical issue, staff should make temporary arrangements with their own direct supervisor about whether they return to work ahead of receiving the DocuSign agreement. If staff would rather begin on-campus work upon receipt of the finalized document, that is acceptable even if the start date was scheduled for today, September 7th. Supervisors should send information to Marisela about any related temporary changed start dates/times.    

2. The campus released an email message update on September 3rd outlining a revised COVID-19 Screening Survey. While the updated Survey will use the same process currently in place, survey questions have been updated, and clearance badges have been improved and simplified. Staff who have been using the current Screening Survey will continue to have access until September 13th at which time it will be decommissioned (the revised Survey is also available as of today, September 7th through the Student Health Patient Portal). All faculty, staff, and students will automatically be enrolled in the new Survey, and will begin receiving daily email and text reminders next week. Please see the original email message for more details. You can also find these for employees and students respectively at these links: employeesstudents.    

3. The Vice Chancellor for Student Affairs, Margaret Klawunn, forwarded a COVID-19 information newsletter from the UCSB Academic Senate Chair, Susannah Scott, via a September 2nd email message. The newsletter contains helpful information about the decision-making and medical research that was instrumental with informing this fall’s in-person operations planning, and includes local COVID-19 case rates, as well as current plans for managing on-campus classes. Please take time to review the information as, while extensive, it may help answer some questions as to how current planning and protocols were arrived at. In addition to the Vice Chancellor’s email message, you can also find the newsletter at this link: https://senate.ucsb.edu/news/2021-08-31_Divisional-Chairs-Newsletter-August-31-2021.pdf.    

4. Campus Facilities Management and Environmental Health and Safety announced in a September 2nd email message that the campus will be performing annual fire alarm system testing and emergency evacuation exercises beginning next Monday, September 13th through Friday, September 17th, between the hours of 7:30am to 4:00pm each day. At the sound of the alarm, all staff, faculty, students, and visitors must exit their respective buildings immediately and congregate at the assigned Emergency Assembly Point. Please see the original email message to locate your building’s scheduled evacuation exercise. Please also be sure to follow all protocols in place to maintain physical distancing during the evacuation drills.    

5. Campus Enterprise Technology Services announced in a September 2nd email message that beginning Tuesday, September 28th at 8:30am, Multi-Factor Authentication (MFA) will be required when logging into the campus timekeeping service, Kronos. If you have already been using MFA for other services, you do not need to do anything further. If you have not yet used MFA, information and instructions for the signup process are available at this link: here.    

6. Campus Mail Services announced in a September 3rd email message that on-cam[us mail delivery service to UCSB departments will resume beginning Monday, September 27th. Until then, departments are asked to maintain the current arrangement of sending a staff member to pick up mail and packages at the DLS building until Friday, September 24th. Please see the original email message for additional details.    

7. Campus Transportation and Parking Services announced in a September 2nd email message that parking lot 25 will be temporarily closed for sidewalk modifications, asphalt sealcoating, and re-striping. The closure will start at 5:00pm on Thursday, September 9th and the parking lot will re-open by 5:00pm on Sunday, September 19th. Please plan accordingly if you utilize this parking lot.    

8. Coastal Fund announced in a September 1st email message that it will be holding an informational webinar on updates to its mission and grant application process. The webinar is scheduled for this Wednesday, September 8th at 4:00pm. Please see the original email message for details. You can also join the webinar via this link: https://ucsb.zoom.us/j/85099510088.     

9. UCSB Career Services announced in a September 3rd email message staff training for their Handshake online jobs platform for posting department positions for hiring students. The training is virtual and scheduled for next Tuesday, September 14th from 10:00am to 11:00am, and on Wednesday, September 15th from 1:30pm to 2:30pm. Please see the original message for session registration links and additional details.    

10. REMINDER: The first ePerformance checkpoint meetings between supervisors and staff should be scheduled and held before the due date of October 1st, 2021. If you need a reminder of the ePerformance process, please see the Step-by-Step ePerformance Guide for All Employees located at this UCSB Human Resources webpage link: https://www.hr.ucsb.edu/hr-units/employee-labor-relations/performance-development-policy-covered-staff#ePerformance-step-by-step.

11. REMINDER: The Worksite Specific Safety Plan (WSSP) for Associated Students is currently available for staff to review and acknowledge. All staff, including career, student staff, and AS student leadership are required to review the WSSP and sign off to acknowledge completion (Click to access your department’s WSSP in DocuSign). Acknowledgement includes confirmation that the COVID-19 Return to Work Training eCourse located in the UC Learning Center (COVID-19 Return to Work Training) has also been completed (no need to take more than once). Please complete this as soon as possible as it is now a requirement for being on campus. Please also note that this is an on-going requirement and you will need to instruct all new hires in your respective areas to complete as part of your on-boarding process.

12. REMINDER: Current campus facilities access protocols that must be completed for all AS staff (career, student, student leadership, and otherwise) to work on-site are as follows:  

– Complete the COVID-19 Return to Work eCourse in the UC Learning Center
– Review and sign off on the AS WSSP document
– Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (effective 9/9/2021)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.

  In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.  

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey.   With respect to on-site workspaces and visitor traffic flow, each area within AS will need to internally determine what configurations and protocols will work best as a starting point utilizing controls and resources available to the department. Please work with your supervisor to establish a plan for discussion and implementation. Building/facility plans incorporating similar safety protocols to the WSSP’s are also being established.

13. REMINDER: The deadline to register your vaccination status with campus Student Health Services (SHS) is this Thursday, September 9th. Failure to register, or alternatively receive an exception or deferral, will prevent you from receiving on-site campus authorization. This registration is for all staff, faculty, and students who received their vaccinations at a provider other than campus SHS. Registration is located on the SHS patient portal here: https://studenthealthoc.sa.ucsb.edu/login_dualauthentication.aspx. Also, you can reference the complete Vaccination Mandate Policy here: SARS-CoV-2 Vaccination Policy.

Requests by staff and faculty for exceptions or deferrals to the UC Vaccination Mandate Policy must be submitted by September 9th through the campus Student Health Services Patient Portal at this link: https://t.e2ma.net/click/zsh09e/vlhcsn/76ljpx. Student staff members should submit requests through the process for students (here: https://t.e2ma.net/click/zsh09e/vlhcsn/nzmjpx) rather than the employee process to avoid duplications. 

August 31, 2021

As has been the case all summer as the campus prepares for fall quarter, establishing COVID-19 mitigation/safety protocols has been the highest priority for return-to-campus planning. To help reinforce this priority, Chancellor Yang released a COVID-19 Update email message on August 27th. In essence, the Chancellor’s message summarizes and reinforces recent updates to protocols and mandates including the requirement to wear face masks in any shared indoor campus spaces, and completion of the Daily Symptom Screening survey. In addition, the COVID-19 Response Team is developing a mandatory random testing program for vaccinated students in order to help identify and address any cases before they spread.  

The Chancellor also confirms the announcement to students of the campus’s vaccine mandate. To date, 92% of incoming and returning in-state students have been fully vaccinated or are in process. Out-of-state and international student vaccination data is pending. To help keep this information accessible, a section will be added to the campus’s COVID-19 dashboard in September to highlight vaccination compliance.  

In addition to the above, the Chancellor outlines how the campus is addressing the student housing shortage challenges. Please see the original email message for details which can also be found at this link: https://chancellor.ucsb.edu/memos/2021-08-27-covid-19-update-fall-housing-testing-and-vaccinations.

2. Due to a workshop being held for the AS Advisors workgroup on Thursday, this week’s regularly scheduled Staff meeting has been cancelled. If you are not participating in the workshop, please use this additional time to work on any pending projects requiring attention.

3. While much of the campus is beginning return-to-campus work status this Wednesday, September 1st., Associated Students is targeting next Tuesday, September 7th as its return-to campus start date for all staff that will be ready to begin on-campus work schedules by that date. If you will not be ready by that date, please discuss and establish one with your supervisor before September 7th as the department cannot continue supporting unspecified return-to-campus schedules.

4. With the beginning of September, the first ePerformance progress checkpoint meetings should be scheduled and held before the due date of October 1st, 2021. If you need a reminder of the ePerformance process, please see the Step-by-Step ePerformance Guide for All Employees located at this UCSB Human Resources webpage link: https://www.hr.ucsb.edu/hr-units/employee-labor-relations/performance-development-policy-covered-staff#ePerformance-step-by-step

5. Sean announced in an August 24th email message that it is currently time to evaluate and submit your hardware/software needs for the upcoming academic year. If you have not already done so, please review Sean’s message for evaluation guidance and submit any related needs by next Tuesday, September 7th using the request form at this link: https://www.as.ucsb.edu/computer-request-form/.

6. Campus Career Services announced in an August 24th email message an On-Campus Job Fair to be held virtually via Zoom on Tuesday, September 21st from 10:00am to 11:30am, with Q&A Sessions scheduled for 11:30am to 12:30pm. This event is for departments that plan to hire UCSB students for on-campus and virtual positions this fall. Registration is currently open, can be completed at this link: here, and will close on September 10th at 5:00pm. Spots are filled on a first come, first served basis. Please see the original message for additional details.

7. The campus Office of the Ombuds announced in an August 24th email message that it will be holding a number of Live@Lunch virtual workshops. The current workshop topics/schedule includes Returning to Campus:The Impact on You and Your Colleagues (September 14); Be a Super Supervisor! Engaging Your Team (September 28); Hybrid Meeting How-To (October 12). All sessions are held on the respective Tuesdays from 12:05pm to 12:55pm. Details and registration links are here: Click here.

8. The UCPath Center has issued a reminder that in anticipation of the upcoming fall season and resulting higher transaction volume, there will likely be an increase in processing time for requests, inquiries, and transactions. Please keep this in mind should you have a need to initiate submittals to the UCPath Center.

9. REMINDER: If you are interested in requesting a remote, hybrid, or flexible work arrangement, you will need to complete the Student Affairs (SA) RHFA Employee Proposal Form located at this link: SA RHFA Employee Proposal Form. Please note that you must use this Divisional form and not the form located on the campus Human Resources page. Also, guidance concerning this process is located in the SA Remote/Hybrid/Flexible Work Arrangements Guidance document (SA Remote/Hybrid/Flexible Work Arrangements Guidance). Supervisors/managers should also familiarize themselves with the  RHFA Approval Manual for Managers for guidance processing any received proposals.

10. REMINDER: The Worksite Specific Safety Plan (WSSP) for Associated Students is currently available for staff to review and acknowledge. All staff, including career, student staff, and AS student leadership are required to review the WSSP and sign off to acknowledge completion (Click to access your department’s WSSP in DocuSign). Acknowledgement includes confirmation that the COVID-19 Return to Work Training eCourse located in the UC Learning Center (COVID-19 Return to Work Training) has also been completed (no need to take more than once). Please complete this as soon as possible as it is now a requirement for being on campus. Please also note that this is an on-going requirement and you will need to instruct all new hires in your respective areas to complete as part of your on-boarding process.

11. REMINDER: Campus and facilities access is no longer restricted to essential services and department pre-authorization/permission. Current campus access protocols for all AS staff (career, student, student leadership, and otherwise) are authorized to work on site as long as the following is completed:   – Complete the COVID
-19 Return to Work eCourse in the UC Learning Center
– Review and sign off on the AS WSSP document (complete as soon as possible) – Meet current Return to Campus requirements including:

  • Daily Campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (effective 9/9/2021)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.

In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/.  

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors, who are typically identified as any individual who is not a current registered student, faculty, or staff member, must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Also designated as the On Demand Screening Survey, this self-attestation survey must be completed each day by visitors whether the campus visit is for a one-time access or over multiple days. Visitors can access the survey here: On Demand screening survey. Should you have any concerns about a visitor’s willingness to accurately complete the survey, please consider conducting the respective engagement virtually as an alternative to a campus visit.   With respect to on-site workspaces and visitor traffic flow, each area within AS will need to internally determine what configurations and protocols will work best as a starting point utilizing controls and resources available to the department. Please work with your supervisor to establish a plan for discussion and implementation. Building/facility plans incorporating similar safety protocols to the WSSP’s are also being established.

12. REMINDER: UCSB Student Engagement and Leadership (SEAL) will begin confirming campus room reservations after this Wednesday, September 1st. Information and the reservation form are located on SEAL’s Campus Space Reservation Page here: https://osl.sa.ucsb.edu/scheduling. In addition, Associated Students will begin reservations for the department’s common spaces with the start of Fall quarter. Details will be announced as they become available.

13. REMINDER: As we quickly approach the start to fall quarter, please remember to register your vaccination status with campus Student Health Services (SHS) no later than Thursday, September 9th. Failure to register, or alternatively receive an exception or deferral, will prevent you from receiving on-site campus authorization. This registration is for all staff, faculty, and students who received their vaccinations at a provider other than campus SHS. Registration is located on the SHS patient portal here: https://studenthealthoc.sa.ucsb.edu/login_dualauthentication.aspx. Also, you can reference the complete Vaccination Mandate Policy here: SARS-CoV-2 Vaccination Policy.

Requests by staff and faculty for exceptions or deferrals to the UC Vaccination Mandate Policy must be submitted by September 9th through the campus Student Health Services Patient Portal at this link: https://t.e2ma.net/click/zsh09e/vlhcsn/76ljpx. Student staff members should submit requests through the process for students (here: https://t.e2ma.net/click/zsh09e/vlhcsn/nzmjpx) rather than the employee process to avoid duplications. 

August 24, 2021

The Division released a recording link (share the recording) to last Friday’s Divisional Webinar via an email message on Monday, August, 20th. Please be sure to view the recording if you were unable to attend the webinar as there was a lot of important return to campus information introduced. Please also review the materials and related links in the email message as important related information is contained there as well including a Logistics Survey (SA Fall 2021 Logistics Survey) that all staff are asked to complete. 

2. As a follow up to yesterday’s post webinar email message, Miles Ashlock sent an email message earlier today providing additional detailed information and links regarding the Division’s return to campus protocols, resources, and next steps. Per that message, next steps for all employees includes:  

  • Upload your vaccination record or submit an exemption/deferral request by 9/9/2021 (reminder details below in items 11 and 12).
  • Complete the recently released Fall 2021 Divisional Logistics Survey (link above in item 1).
  • Familiarize yourself with the Student Affairs Remote/Hybrid/Flexible Work Arrangements Guidance document (SA Remote/Hybrid/Flexible Work Arrangements Guidance).
  • If you are interested in requesting a remote, hybrid, or flexible work arrangement, you will need to complete the SA RHFA Employee Proposal Form (SA RHFA Employee Proposal Form). Please note that you must use this Divisional form and not the form located on the campus Human Resources page.

For supervisors/managers, please see Miles’ message for additional resource and guidance links related to processing any proposals you receive.  

In addition, the Division is working on responses to questions raised during last week’s webinar meeting and that information will be distributed once complete.  

3. With regards to on-site workspaces and visitor traffic flow, we will need to internally determine what configurations and protocols will work best as a starting point for our respective areas utilizing controls and resources available to us internally. Examples include visitor count limits, meeting space sign-up sheets, appointment reservations, plexiglass barriers, scheduling presentations/workshops in a virtual format, etc. Please work with your supervisors to establish a plan for discussion and implementation. Building/facility plans incorporating similar safety protocols to the Worksite Specific Safety Plans (WSSP) are also being established.

4. With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated, as the On Demand Screening Survey, visitors can access it at this link: On Demand screening survey.

5. The Student Affairs Information Systems office announced in an August 20th email message that access to the campus registration applications (STAR and SREG) will require the use of Multi-Factor Authentication (MFA) for login beginning next Tuesday, August 31st. No additional action is necessary if you are already set up for MFA in other campus applications, but if you are not set up, please visit it.ucsb.edu/mfa and enroll your login device for MFA.

6. Campus Student Engagement and Leadership (SEAL) announced in an August 17th email message that it is currently inviting departments to begin using the Shoreline campus engagement platform (Shoreline) to announce department events for the upcoming Week of Welcome (WOW) that will run from Friday, September 17th to Friday, September 24th. Departments are encouraged to add a WOW event by Wednesday, September 15th, however, events can be added on an ongoing basis. Please see the original email message for additional details.

7. SEAL also announced in an August 24th email message a new initiative to cultivate community online via Shoreline through moderated Class Pages. These Class Pages are a space for students to connect with peers from their graduation year, engage in conversations about student life, ask questions, share concerns, engage in programming, and learn about co-curricular activities. SEAL is currently searching for student and staff moderators to begin in September. If interested, please visit the respective webpage here: accepting nominees for the Class Pages Nomination Form.

8. REMINDER: The Worksite Specific Safety Plan (WSSP) for Associated Students is now available for staff to review and acknowledge. All staff, including career, student staff, and AS student leadership are required to review the WSSP and sign off to acknowledge completion (Click to access your department’s WSSP in DocuSign). Acknowledgement includes confirmation that the COVID-19 Return to Work Training eCourse located in the UC Learning Center (COVID-19 Return to Work Training) has also been completed (no need to take more than once). Please complete your WSSP review and acknowledgement as soon as possible as it is now a requirement for being on campus. Please note that this is an on gong requirement and you will need to instruct all new hires in your respective areas to complete as part of your on-boarding process.

9. REMINDER: Campus and facilities access is no longer restricted to essential services and department pre-authorization/permission. Current campus access protocols for all AS Staff (career, student, student leadership, and otherwise) are authorized to work on site as long as the following is completed:  
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center
– Review and sign off on the AS WSSP document (complete as soon as possible)
– Meet current Return to Campus requirements including:

  • Daily campus Screening Survey
  • Compliance with the COVID-19 Vaccination Policy (effective 9/9/2021)
  • Produce your daily Screening Survey Badge when requested
  • Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.

In addition, this revised Campus/Facilities Access Process has been updated on the Associated Students Website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/. 10. REMINDER: UCSB Student Engagement and Leadership (SEAL) will begin confirming campus room reservations after September 1st. Information and the reservation form are located on SEAL’s Campus Space Reservation Page here: https://osl.sa.ucsb.edu/scheduling. In addition, Associated Students will begin reservations for the department’s common spaces with the start of Fall quarter. Details will be announced as soon as they are available.

11. REMINDER: As we quickly approach the start to fall quarter, please remember to register your vaccination status with campus Student Health Services (SHS) no later than Thursday, September 9th. Failure to register, or alternatively receive an exception or deferral, will prevent you from receiving on-site campus authorization. This registration is for all staff, faculty, and students who received their vaccinations at a provider other than campus SHS. Registration is located on the SHS patient portal here: https://studenthealthoc.sa.ucsb.edu/login_dualauthentication.aspx. Also, you can reference the complete Vaccination Mandate Policy here: SARS-CoV-2 Vaccination Policy.  

In addition, the Division released a vaccination policy compliance message to all students earlier today. Staff were also copied on it today via an email message from Miles Ashlock. The message reinforces the policy mandate deadline and provides related links. Please review the message if you have not already done so.

12. REMINDER: Requests by staff and faculty for exceptions or deferrals to the UC Vaccination Mandate Policy must be submitted by September 9th through the campus Student Health Services Patient Portal at this link: https: https://t.e2ma.net/click/zsh09e/vlhcsn/76ljpx. Student staff members should submit requests through the process for students (here: https://t.e2ma.net/click/zsh09e/vlhcsn/nzmjpx) rather than the employee process to avoid duplications. 

August 17, 2021

Student Affairs announced yesterday, August 16th, via an email calendar invitation a Divisional webinar scheduled for this Friday, August 20th from 10:00am to 11:00am. All department staff should plan on attending. The webinar can be accessed from the invitation or here: Divisional Webinar (Meeting ID: 894 3272 0284; Passcode: 519082).

2. As a reminder, we are scheduled for a Staff Meeting this Thursday, August 19th at the usual time of 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

3. We received confirmation from the Division that the COVID-19 Worksite Specific Safety Plan (WSSP) document for Associated Students is now updated and ready for staff to complete. All staff, including student staff, and AS student leadership (including students in AS entities) are required to review the WSSP and sign off to acknowledge completion. In addition, part of this acknowledgement includes confirmation that the COVID-19 Return to Work Training course located in the UC Learning Center has also been completed. Many of you have already completed this course and there is no need to take it more than once. Please complete your WSSP review and acknowledgement as soon as possible as it is now a requirement for being on campus.

A separate email message will be sent to all AS career staff today containing instructions and links to the WSSP DocuSign form and COVID-19 training course. For those of you supervising student staff or advising student leadership, please forward the same instructions to them and ensure they have completed the requirements, also as soon as possible. In addition, you will need to continue doing this as part of your on-boarding of all new hired staff in your respective areas.

4. Beginning this week and effective immediately, the Division of Student Affairs (including Associated Students) will no longer require pre-authorization of staff, students, or other individuals coming to campus. In other words, you no longer need to receive permission from Marisela for campus visits. In addition, there is no longer a need to develop and receive approval for new essential services. Instead, all essential services and those who have worked remotely are expected to plan and be prepared for a return to campus beginning September 1st.   

In place of the previous pre-approvals for campus visits, the Division has confirmed that all AS staff (career, student, student leadership, and otherwise) are authorized to work on site beginning this week as long as the following is completed:

– Completed the COVID-19 Return to Work eCourse in the UC Learning Center
– Reviewed and signed off on the AS WSSP document (complete as soon as possible)
– Met the Return to Campus requirements including:

  • Daily Screening Survey
  • Compliance with COVID-19 Vaccination Policy (effective (9/9/2021)
  • Ongoing mitigation strategies as announced by the campus, including wearing a face covering on campus and in campus-controlled facilities and events

5. In addition to the above information, the Division’s WSSP/Logistics workgroup received an update that a return to campus guidance and procedures document will be provided soon to departments that will address how the Division will move forward with staff work plans while incorporating the tools and forms recently released by campus Human Resources. Regardless of the pending details of that guidance, the campus and Division are reminding all departments that the default work location for staff beginning September 1st and for Fall quarter, is 100% on-site. The pending divisional guidance and procedures will primarily address assessment and approvals for remote/hybrid work in the context of students being on campus at 100%, and subsequently, how individual job descriptions need to fulfill responsibilities with students no longer being remote. We will distribute these divisional guidelines as soon as we receive them, but in the interim, ask that you review the existing tools and documents located on the campus HR Flexible Work Arrangements webpage (https://www.hr.ucsb.edu/flexible-work-arrangements).  

With respect to facilities, building readiness checklists completed by campus Facilities Management are being received and provided to managers to share with staff in their respective areas. Most such confirmations have been or should be received soon. Internally, each area within AS should be planning work and visitor traffic flow protocols for their respective facilities taking into account the basic safeguards outlined in the WSSP document. Also, Sean and his team are working on receiving air filtration equipment and evaluating appointment software options for handling student traffic to work spaces, should that be of interest. More information and status to come on these topics. Additional on-site work space configurations and furnishings can be coordinated with Kat’s assistance once the divisional guidance is distributed and implemented.

6. UCSB Student Engagement and Leadership (SEAL) will begin confirming room reservations for campus spaces after September 1st. The reservation form is through Shoreline and you can find it and more information on SEAL’s Campus Space Reservation page here: https://osl.sa.ucsb.edu/scheduling.  

In addition, common spaces in Associated Students will begin to be available for reserved use with the start of Fall quarter. Additional details are pending and will be announced when available.

7. Campus Financial Aid & Scholarships provided an August 11th email message outlining important Work-Study dates and guidelines for Fall quarter student employees. The 2021-22 split percentage for all on campus Work Study positions has been configured for a 75-25 split with Work-Study funds. This means that Work-Study funds will cover 75% of a student’s earnings up to their full eligibility. Please see the original email message for related details on the important dates and guidelines. 

8. Student Affairs announced in an August 11th email message that the Division is reaffirming its support of Undocumented Students at UCSB including the appointment of Rosa Salamanca as the new Director of Undocumented Student Services. Please see the original email message for details. You can also visit and refer students to the Undocumented Student Services website at http://www.sa.ucsb.edu/DreamScholars/.  

9. Campus Financial Aid & Scholarships sent an August 12th email message reminder that its scholarship platform, ScholarshipUniverse, is currently available to all students as an easy platform for applying for both UCSB-specific and external scholarships. Students can access the site with their UCSB NetID and password here: http://ucsb.scholarshipuniverse.com/. You can learn more about ScholarshipUniverse by visiting the website here: https://www.finaid.ucsb.edu/scholarships/scholarship-universe. While the deadline to apply for financial need-based UCSB scholarships is coming up soon on September 1st, there are numerous external scholarships available year-round.

10. Campus Community Housing Services outlined in an August 12th email message the difficulty many UCSB students are finding with locating housing options for Fall quarter. Housing Services is asking all staff to please consider the possibility of opening up and offering any available surplus living space to students, as well as spreading the word on the housing need to non-UCSB community contacts. Please see the original email message for details including how to list available space.

11. Campus Transportation and Parking Services (TPS) shared in an August 12th email message information regarding upcoming parking and traffic flow impacts due to the start of the 2021 UCSB soccer season. During the Men’s soccer games, Stadium Road may be restricted and closed to through traffic for up to 90 minutes before game time based on parking lot capacity. Please see the original TPS email for related access and parking restrictions details. Please see the men’s soccer schedule for impacted dates here: https://www.ucsbgauchos.com/sports/m-soccer/2021-22/schedule.

12. REMINDER: Per Chancellor Yang’s directive released last week, the campus is now requiring all faculty, staff, students, and visitors to wear face masks in shared campus spaces. This applies to everyone regardless of vaccination status. The Chancellor’s message containing details is located here: https://chancellor.ucsb.edu/memos/2021-08-03-covid-19-update-masking-required-indoors-campus.

13. REMINDER: As we quickly approach the start to fall quarter, please remember to register your vaccination status with campus Student Health Services (SHS) no later than Thursday, September 9th. Failure to register, or alternatively receive an exception or deferral, will prevent you from receiving on-site campus authorization. This registration is for all staff, faculty, and students who received their vaccinations at a provider other than campus SHS. Registration is located on the SHS patient portal here: https://studenthealthoc.sa.ucsb.edu/login_dualauthentication.aspx. Also, you can reference the complete Vaccination Mandate Policy here: SARS-CoV-2 Vaccination Policy.

14. REMINDER: Requests by staff and faculty for exceptions or deferrals to the UC Vaccination Mandate Policy must be submitted by September 9th through the campus Student Health Services Patient Portal at this link: https: https://t.e2ma.net/click/zsh09e/vlhcsn/76ljpx. Student staff members should submit requests through the process for students (here: https://t.e2ma.net/click/zsh09e/vlhcsn/nzmjpx) rather than the employee process to avoid duplications. 

August 10, 2021

While news regarding return-to-campus has been relatively quiet from the campus and division over the last week, we still anticipate receiving a number of preparation requests in the near future with tight timelines. As previously mentioned, we will communicate these as soon as we receive them, and thank you in advance for handling these as they come up with likely short notice. This week’s update follows, and as usual, thank you all for your continued hard work:

1. The division’s back to campus Logistics/WSSP Workgroup met earlier today primarily for a Q&A session with the division’s Chief of Staff, Miles Ashlock. Most questions and concerns centered around the need for more detailed guidance for solidifying staff planning and schedules for fall quarter. Miles confirmed that additional guidance is a few days away, but given the continued fluidity of current COVID-19 issues, that guidance will likely evolve. In fact, fall quarter as a whole is being approached with the understanding that adjustments to a portion of initial guidance is likely. With respect to the need for staff to return to campus, Miles pointed out that despite success with remote work these last few months, this does not prove that we are able to fully deliver our work from remote locations while students are 100% back on campus.

In addition, we received news that the division is finally setting up the process for departments to sign and submit their Worksite Specific Safety Plans (WSSP), with that process being introduced to individual departments by the end of this week. No other news has formally been communicated beyond this, which may be due to uncertainties now surrounding potential challenges brought on by the COVID-19 Delta variant. Regardless, as of now, nothing has changed with respect to the September 1st return to campus date or with the September 23rd start to fall quarter in-person instruction for students. In the meantime, and as a reminder, managers are asked to please submit return to campus staff schedule information in their areas to their unit director by this Friday, August 13th.

2. The Campus Club and Guest House announced in an August 9th email message that it will remain temporarily closed through the 2021 calendar year with hopes of reopening in 2022. This closure affects all Club services including the dining room, guest house, events, membership and administrative offices. Questions and inquiries continue to be handled remotely and can be submitted to the email addresses listed by service in the original message.

3. Student Affairs (SA) announced that the Division’s 2020-2021 Annual Report is now available. This edition briefly highlights in summary how Division departments navigated the challenges brought on by the COVID-19 pandemic. You can find the report on the SA website here: https://www.sa.ucsb.edu/docs/default-source/default-document-library/sa_annualreport_20_21_online-2.pdf?sfvrsn=f9e5734f_2.

4. Campus Counseling and Psychological Services (CAPS) is interviewing for a Staff Psychologist position and sent out an invitation earlier today for staff to join their ‘Job Talk’ portion of their interview process for three remaining candidates. If you would like to join and provide feedback, please see the original email message for dates/times and Zoom links for each of the interviews.

5. REMINDER: If you are still planning to take any time off during the remaining weeks of summer, please submit your request as soon as possible and be sure to post the dates on the time-off calendar once approved.

6. REMINDER: Per Chancellor Yang’s directive released last week, the campus is now requiring all faculty, staff, students, and visitors to wear face masks in shared campus spaces. This applies to everyone regardless of vaccination status. The Chancellor’s message containing details is located here: https://chancellor.ucsb.edu/memos/2021-08-03-covid-19-update-masking-required-indoors-campus.

7. REMINDER: As we quickly approach the start to fall quarter, please remember to register your vaccination status with campus Student Health Services (SHS) no later than two weeks before the start of classes on September 23rd. Failure to register, or alternatively receive an exception or deferral, will prevent you from receiving on-site campus authorization. This registration is for all staff, faculty, and students who received their vaccinations at a provider other than campus SHS. Registration is located on the SHS patient portal here: https://studenthealthoc.sa.ucsb.edu/login_dualauthentication.aspx. Also, you can reference the complete Vaccination Mandate Policy here: SARS-CoV-2 Vaccination Policy.

8. REMINDER: Requests by staff and faculty for exceptions or deferrals to the UC Vaccination Mandate Policy must be submitted by September 9th through the campus Student Health Services Patient Portal at this link: https: https://t.e2ma.net/click/zsh09e/vlhcsn/76ljpx. Student staff members should submit requests through the process for students (here: https://t.e2ma.net/click/zsh09e/vlhcsn/nzmjpx) rather than the employee process to avoid duplications. 

9. REMINDER: Career and student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below.

Regarding regular onsite work, all individual staff working on campus must first receive formal approval from Marisela and have on file a related and approved Temporary Remote Work Agreement (found here: https://www.hr.ucsb.edu/forms) outlining their on-campus schedule and pre-approved by a staff member’s supervisor prior to sending the document to Marisela. Please note that any minor time/schedule adjustments are not necessary to send to Marisela for approval but should be coordinated with direct supervisors. Regarding campus visits by staff not already approved for on-site work, please do not assume that it is ‘fine’ to simply fill out the daily campus screener questionnaire without being granted prior department approval from Marisela. If Marisela is out (as noted on the ‘away’ calendar) please reach out to your unit director for access to campus. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person.

After receiving formal approval from your unit director, please then complete the following prior to coming to campus: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

August 3, 2021

Hard to believe that August is already upon us. As we quickly approach the campus’ September 1st return to campus date, there will likely be a number of preparation requests with tight timelines. Please note that we will communicate these as soon as we receive them, and we greatly appreciate your attention to them despite the resulting short notice disruption. This week’s update follows, and as usual, thank you all for your continued hard work:

1. Chancellor Yang released a COVID-19 update email message earlier today regarding a rise in cases across Santa Barbara County and with members of the UCSB campus community. Given this impact driven by the Delta variant, effective immediately, the campus is now requiring all faculty, staff, students, and visitors to wear masks in shared indoor spaces. This new mandate applies to everyone, regardless of vaccination status. Despite this news, the campus continues to implement plans for a return to campus for fall quarter. Campus planning and safety protocols will continue to be modified as needed, with regular updates provided prior to the beginning of fall quarter. Please see the Chancellor’s original message for more details which can also be found here: https://chancellor.ucsb.edu/memos/2021-08-03-covid-19-update-masking-required-indoors-campus.

2. The Division’s WSSP/Logistics workgroup met last week and we continue to be informed that the Division is working on clarifying guidance as they receive information from campus EH&S with regards to WSSP document language updates and distribution to staff, as well as updating division processes in response to the recent return to campus announcements from Campus Human Resources. As this continues to be a work in progress, we will pass along information once we have anything solid. In the meantime, and as has been previously announced/requested, managers are asked to please forward their staffing information to their unit director no later than Friday, August 13th.

3. The campus provided additional COVID-19 Vaccination Program Policy information via a July 29th email message as a follow-up to the UC Office of the President vaccination policy announcement from last week (https://t.e2ma.net/click/zsh09e/vlhcsn/vtjjpx). This follow-up is focused on exceptions or deferrals based on medical, disability, religious justifications, or pregnancy. Requests should be submitted through the Student Health Patient Portal at this link: https://t.e2ma.net/click/zsh09e/vlhcsn/76ljpx. Student staff should submit requests through the process for students (here: https://t.e2ma.net/click/zsh09e/vlhcsn/nzmjpx) rather than the employee process to avoid duplication. Requests should be made as soon as possible but no later than September 9th, 2021. Employees and students receiving an exception or deferral, or who have requests pending, will be required to undergo weekly testing and to wear face coverings in all indoor spaces on campus or in university housing (excluding individual residence rooms). In addition, all approved employees and students will be required to complete a Daily COVID-19 Screening Survey. Please see the original email message for additional details and information links.

4. Anjum announced in a July 28th email message that she will be holding an Authorized Signer workshop next Tuesday, August 10th at 10:00am. The workshop is available to staff and student group coordinators needing this training to complete and submit AS requisitions. Please note that it is not necessary to repeat the training if a workshop was already attended this year. Please sign up in advance at this link: https://forms.gle/FDK4R6r6DfitYkR7A. The workshop Zoom link will be sent out to attendees on Monday, August 9th at 2:00pm. This will be the only Authorized Signer workshop offered before the AS Finance & Business Committee begins offering workshops in the fall. Please encourage attendance and forward Anjum’s email to students requiring this training so they may sign up. Please also contact Anjum with any related questions.

5. Campus Procurement completed a Gateway system version update earlier this week. One of the results is a modified look to the dashboard and to requisitions, with requisitions having the most obvious change. If you have not been on the Gateway portal in a while, you may want to take a look and familiarize yourself with the updates. 

6. Via a Staff channel Slack message earlier today, JudyAnn requested that all career staff review their AS website staff profile for any update needs. The profile page is here: https://www.as.ucsb.edu/about/staff/. If you are also a student group advisor, please review your advisor info here: https://www.as.ucsb.edu/about/staff/advisors/. To update your info at either of the above, please use the update form located here: https://staff.as.ucsb.edu/staff-profile-update/.

7. REMINDER: If you have not already done so, please review the new UCSB Human Resources flexible work arrangements webpage located here: https://www.hr.ucsb.edu/flexible-work-arrangements. Also, if you missed the original date, you can view a previous staff information webinar here: ttps://drive.google.com/file/d/1K7_loojLSVeLxsqpDj2xesqdFYtzIQMo/view?usp=sharing.

8. REMINDER: The Student Affairs mentorship program that will provide opportunities for second year students to join support “flocks” is still open for signups until this Friday, August 6th. These flocks are designed to engage students who Joined UCSB in Fall 2020 with the goal of helping these students build community, connect to campus resources, and get to know UCSB and Isla Vista. The flocks will be led by pairs of career staff and experienced undergraduate students. Mentors should plan on devoting 1.5 to 2 hours per week to the program through Fall quarter. If interested, please complete a Google form found here: https://forms.gle/M7MuqnsDjgtXFqLt6. Questions can be sent to: mailto:emmaparker@ucsb.edu.

9. REMINDER: If you are planning to take any time off during this last full month of summer please submit your request as soon as possible and be sure to post the dates on the time-off calendar once approved.

10. REMINDER: Career and student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below.  

Regarding regular onsite work, all individual staff working on campus must first receive formal approval from Marisela and have on file a related and approved Temporary Remote Work Agreement (found here: https://www.hr.ucsb.edu/forms) outlining their on-campus schedule and pre-approved by a staff member’s supervisor prior to sending the document to Marisela. Please note that any minor time/schedule adjustments are not necessary to send to Marisela for approval but should be coordinated with direct supervisors.  

Regarding campus visits by staff not already approved for on-site work, please do not assume that it is ‘fine’ to simply fill out the daily campus screener questionnaire without being granted prior department approval from Marisela. If Marisela is out (as noted on the ‘away’ calendar) please reach out to your unit director for access to campus. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person.  

After receiving formal approval from your unit director, please then complete the following prior to coming to campus: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

July 27, 2021

No additional updates or guidance regarding return to campus planning or protocols have been released by the campus or division in the last week, however, the related division workgroup will be meeting this week and, as usual, any new information will be passed along. In the meantime, as was confirmed in last week’s Update, we will move forward with developing department staffing plans for Fall quarter. As requested last week, managers are asked to please forward their staffing information to their unit director no later than Friday, August 13th.

2. If you have not already done so, as was also reported in last week’s Update, please review the new UCSB Human Resources flexible work arrangements webpage announced in their July 19th email message. The webpage can be found here: https://www.hr.ucsb.edu/flexible-work-arrangements. Also, if you happened to miss the related informational webinar for staff yesterday, you can view the recording here: https://drive.google.com/file/d/1K7_loojLSVeLxsqpDj2xesqdFYtzIQMo/view?usp=sharing.

3. Campus Procurement announced that Gateway purchase order processing, fulfillment, and shipment sites are scheduled to be offline from this Friday, July 30th beginning at 9:00am until Monday, August 2nd at 3:00pm. Please plan for any related activities accordingly.

4. Campus Transportation and Parking Services provided an information email message yesterday regarding upcoming events that will impact parking and traffic flow on campus. Three student programs scheduled for this Friday, June 30th beginning at 9:00am are involved and include impacts to roads and parking lots near AS Main/Admin. Please see the original email message for details and plan accordingly should you be driving to campus that day.

5. Via a Staff channel Slack message yesterday, Andy announced the creation of a new drive in the shared AS drive called AS in the News. A folder with the same name contains approximately 10 years of articles that mention AS, and are organized by entities or offices. You can find this new resource here: https://drive.google.com/drive/u/0/folders/1emZW_e1yyM0E23nidT7PwADSUY-43v4X. Please see Andy’s Slack message for additional details.

6. Student Affairs announced in a July 15th email message the formation of a new group mentorship program that will provide opportunities for second year students to join support “flocks”. These flocks are designed to engage students who Joined UCSB in Fall 2020 with the goal of helping these students build community, connect to campus resources, and get to know UCSB and Isla Vista. The flocks will be led by pairs of career staff and experienced undergraduate students. Staff members are encouraged to volunteer as flock leaders/mentors and should plan on devoting 1.5 to 2 hours per week to the program through Fall quarter. If interested, or if you know of any students who would be exceptional flock leaders, please complete a related Google form found here: https://forms.gle/M7MuqnsDjgtXFqLt6. Please complete the Google application form by Friday, August 6th. Program questions can be sent to: mailto:emmaparker@ucsb.edu.

7. REMINDER: Campus Enterprise and Technology Services (ETS) will implement Multi-Factor Authentication (MFA) log in protocol for the campus Virtual Private Network (VPN) service beginning next Monday, August 2nd. If you are already signed up for MFA, nothing additional is necessary. If you need to sign up for MFA, please do so here: https://www.it.ucsb.edu/mfa.

8. REMINDER: There is still time to take advantage of the Student Affairs professional development opportunity, Foundations. Applications can be submitted through this Friday, July 30th. Student Affairs employees with a minimum of one year of UCSB work experience and a maximum of five years are invited to apply. Please see the reminder email message from July 19th for details.

9. REMINDER: If you are planning to take any time off this summer please submit your request as soon as possible and be sure to post the dates on the time-off calendar once approved.

10. REMINDER: Career and student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below.

Regarding regular onsite work, all individual staff working on campus must first receive formal approval from Marisela and have on file a related and approved Temporary Remote Work Agreement (found here: https://www.hr.ucsb.edu/forms) outlining their on-campus schedule and pre-approved by a staff member’s supervisor prior to sending the document to Marisela. Please note that any minor time/schedule adjustments are not necessary to send to Marisela for approval but should be coordinated with direct supervisors.

Regarding campus visits by staff not already approved for on-site work, please do not assume that it is ‘fine’ to simply fill out the daily campus screener questionnaire without being granted prior department approval from Marisela. If Marisela is out (as noted on the ‘away’ calendar) please reach out to your unit director for access to campus. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person.

After receiving formal approval from your unit director, please then complete the following prior to coming to campus: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

July 20, 2021

Chancellor Yang provided a campus update email message on July 15th summarizing the UC’s final policy regarding mandated COVID-19 vaccinations (message link: https://chancellor.ucsb.edu/memos/2021-07-15-uc-systemwide-covid-19-vaccine-policy-update; UCOP policy link: https://t.e2ma.net/click/o9tw4m/45taihb/wrlop8c). In addition, the Chancellor’s message includes FAQ links for staff and students (staff: https://t.e2ma.net/click/o9tw4m/45taihb/scnop8c; students: https://t.e2ma.net/click/o9tw4m/45taihb/84nop8c).

In essence, the policy mandates that all staff, faculty, and students must be vaccinated against COVID-19, or receive an approved exemption, before they will be allowed to participate in any University programs or allowed in any UC facility or office. This also extends to any UC programs that may occur off campus, such as UC athletics or education abroad. For vaccinations provided by sources other than campus Student Health Services, proof of vaccination is required by submitting vaccination information online through the “Medical Clearances” section of the campus Student Health Services Portal (here: https://t.e2ma.net/click/o9tw4m/45taihb/4ppop8c). All faculty, staff, and students must be in compliance with this policy two weeks before the first day of Fall instruction, which for UCSB is Thursday, September 23rd. Please see the original message and included links for details.

2. Campus Human Resources (HR) announced in a July 19th email message a new webpage focused on resources for evaluating the appropriateness of flexible work arrangements where appropriate as part of return to campus planning. The webpage can be found here: https://www.hr.ucsb.edu/flexible-work-arrangements. In addition to a number of resources and guidance principles, Campus HR will be holding an information webinar for staff scheduled for tomorrow (Wednesday), July 21st from 9:00am to 10:00am. The Shoreline event link is here: https: https://shoreline.ucsb.edu/UCSBHR/rsvp_login?id=1124813&private_event=1. Please see the original email message for more details.

3. Additional detailed divisional guidance beyond that provided by the above from the Chancellor and campus HR, continues to be pending. Until such guidance is provided, the department will continue with current processes. We are certainly hoping for more information prior to the targeted September 1st return to campus date, but in the interim, and as indicated in yesterday’s Campus Updates email message, we will move forward with developing department staffing plans for Fall quarter, taking into account the current campus information, and that managers please forward their staffing information (as detailed in yesterday’s message) to their unit director no later than Friday, August 13th.

In addition, if you currently have an essential services worksite/schedule proposal submitted to Marisela for approval, you will need to re-submit it with any applicable edits based on the newly distributed guidelines/information (best referenced in yesterday’s Campus Updates email message). Also, please indicate whether your proposal is to provide essential services between now and September, or if it is a September through December proposal. Please also note that the deadline for any such revised proposal submissions is one week from today on Tuesday, July 27th, and must first be approved by the relevant area manager before re-submitting. Lastly, should no revised edits be necessary, please send an email to Marisela prior to next week’s deadline indicating this.

4. As a reminder, Irina sent an email message on July 13th requesting that all purchase orders for the 2021-2022 fiscal year need to be submitted to the Admin office by next Monday, July 26th. Please contact Irina if you have any related questions or need assistance.

5. This Thursday’s Staff Meeting has been cancelled to provide additional time to assist with completing work and projects this week. We will reconvene as scheduled in two weeks on Thursday, August 5th at the usual time of 1:00pm to 3:00pm.

6. REMINDER: Campus Enterprise and Technology Services (ETS) will implement Multi-Factor Authentication (MFA) log in protocol for the campus Virtual Private Network (VPN) service beginning Monday, August 2nd. If you are already signed up for MFA, nothing additional is necessary. If you need to sign up for MFA, please do so here: https://www.it.ucsb.edu/mfa.

7. REMINDER: The Student Affairs professional development opportunity for long-term career growth in the student affairs field, Foundations, is still accepting applications through Friday, July 30th. Student Affairs employees with a minimum of one year of UCSB work experience and a maximum of five years are invited to apply. Please see the reminder email message from July 19th for details.

8. REMINDER: If you are planning to take any time off this summer please submit your request as soon as possible and be sure to post the dates on the time-off calendar once approved.

9. REMINDER: Career and student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below.

Regarding regular onsite work, all individual staff working on campus must first receive formal approval from Marisela and have on file a related and approved Temporary Remote Work Agreement (found here: https://www.hr.ucsb.edu/forms) outlining their on-campus schedule and pre-approved by a staff member’s supervisor prior to sending the document to Marisela. Please note that any minor time/schedule adjustments are not necessary to send to Marisela for approval but should be coordinated with direct supervisors. Regarding campus visits by staff not already approved for on-site work, please do not assume that it is ‘fine’ to simply fill out the daily campus screener questionnaire without being granted prior department approval from Marisela. If Marisela is out (as noted on the ‘away’ calendar) please reach out to your unit director for access to campus. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person.

After receiving formal approval from your unit director, please then complete the following prior to coming to campus: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

July 13, 2021

With respect to campus and divisional back to campus planning guidance, nothing new has been released over the last week with the exception of the continuation of the WSSP workgroup meeting on a bi-weekly basis. Currently, that meeting is scheduled for this week. Any relevant updates will be passed along to all of you. In the meantime, and as has been previously stated, we will continue with current processes until solid guidance is provided.

2. Oscar announced in a July 6th Slack staff channel message that he is now on campus every other Wednesday beginning last week on July 7th. Please submit a service ticket (AS help desk login on the AS website here: https://help.as.ucsb.edu/) if you need his assistance while he is on campus during these days.

3. The Associate Vice Chancellor of Housing, Dining & Auxiliary Services, Willie Brown, announced in a July 12th email message that the UCSB Campus Store reopened yesterday, Monday July 12th (safety and health procedures are in place). Summer hours will be Monday through Friday from 10:00am to 3:00pm with entry through the front doors on the northwest side of the UCen. All patrons are required to wear a mask before entering regardless of vaccination status. The Campus Store will provide masks for customers who do not have one. Online shopping also continues to be an option at http://campusstore.ucsb.edu/ with in-store pickup now available in addition to shipping. Please see the original message for further details.

4. The UCPath Center sent an email message on July 7th updating campus staff on the previously announced system-wide UCPath upgrade project. While the message reiterates that impacts are expected to be low, frequent communications will be provided via the UCSB UCPath website and the launch of a new Technology Insider page. This will be the hub for information and resources around related training and business process changes. The Technology Insider page can be found at this link: https://www.ucpath.ucsb.edu/technology-insider. Please also see the original email for more information.

5. REMINDER: Campus Enterprise and Technology Services (ETS) will implement Multi-Factor Authentication (MFA) log in protocol for the campus Virtual Private Network (VPN) service beginning Monday, August 2nd. If you are already signed up for MFA, nothing additional is necessary. If you need to sign up for MFA, please do so here: https://www.it.ucsb.edu/mfa.

6. REMINDER: The Academic and Staff Assistance Program (ASAP) will hold its Mission Harbor workshop this Wednesday, July 14th at 12:00pm to 12:50pm. The workshop is focused on providing employees with information about Mission Harbor’s psychological services. Mission Harbor serves Santa Barbara County with mental and behavioral health services and the workshop will discuss local options for staff, family members, and students. RSVP here mailto:asap@hr.ucsb.edu to receive a workshop Zoom link.

7. REMINDER: If you are planning to take any time off this summer please submit your request as soon as possible and be sure to post the dates on the time-off calendar once approved.

8. REMINDER: Career and student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below. R

egarding regular onsite work, all individual staff working on campus must first receive formal approval from Marisela and have on file a related and approved Temporary Remote Work Agreement (found here: https://www.hr.ucsb.edu/forms) outlining their on-campus schedule and pre-approved by a staff member’s supervisor prior to sending the document to Marisela. Please note that any minor time/schedule adjustments are not necessary to send to Marisela for approval but should be coordinated with direct supervisors.

Regarding campus visits by staff not already approved for on-site work, please do not assume that it is ‘fine’ to simply fill out the daily campus screener questionnaire without being granted prior department approval from Marisela. If Marisela is out (as noted on the ‘away’ calendar) please reach out to your unit director for access to campus. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person.

After receiving formal approval from your unit director, please then complete the following prior to coming to campus: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

July 6, 2021

As was reported in last week’s update, the division has not yet provided confirming guidance with respect to the June 23rd email message containing new guidelines from the campus COVID-19 Response Team. In the mean time, and while the Worksite Specific Safety Plan (WSSP) development has largely been completed, the WSSP workgroup will continue to meet bi-weekly through mid-October for divisional departments to check in about logistics as the “return to campus” effort unfolds. It is clear that despite some improvements in COVID-19 restrictions, the situation remains fluid with many questions remaining unanswered. So we will continue with current processes, and when we receive solid guidance updates we will, of course, provide these to all of you as we receive them. 

2. Despite it seeming like summer just started, planning for Fall quarter is underway with a need to get printed material for convocation Welcome Packets in production. Last Thursday July 1st, Chelsea posted a request in the Staff Slack channel to send her all known events planned for the 2021-22 academic year if you want them added to the new AS wall calendars, which will be included in the Welcome Packets. Please reply to Chelsea ASAP should you have any events to include.

3. Also with respect to summer and related vacation planning, if you have been considering taking any time off this summer, please submit your request as soon as you can and post the dates on the time-off calendar once approved. 

4. As campus Enterprise and Technology Services (ETS) continues to implement Multi-Factor Authentication (MFA) across a number of campus systems, its next effort is with the campus Virtual Private Network (VPN) service (Pulse Secure). Beginning Monday, August 2nd, you will need to use the MFA process to log in to the campus VPN service. As with the recent UCPath and Gateway moves to MFA, if you are already signed up, you will not need to do anything additional to complete MFA when logging in to the VPN service. If you still need to sign up for MFA, you can do so here: https://www.it.ucsb.edu/mfa. Please also see the original ETS announcement email message sent this morning, July 6th.

5. Campus Design & Construction Services announced in a June 29th email message that bike path repair will take place adjacent to the Old Gym (building 479) between the Bus Loop and the AS Bike Shop from July 6th (today) through July 28th. The related bike path section will be closed for this time period so please see the original message for detour information.

6. In a July 1st email message, the campus Visitor Center and Office of Admissions announced that beginning next Monday, July 12th, the Visitor Center will be open to the public for self-guided visits of the campus. While guided tours remain suspended, new campus staff who have not had a chance to familiarize themselves with the campus due to remote work are invited to join some of the Visitor Center’s new-staff training tours taking place during the weeks of 7/19 and 7/26. Please send an email to mailto:Jayne.Reimel@sa.ucsb.edu if you are interested. More information on the self-guided visits can be found here: https://admissions.sa.ucsb.edu/campus-visits.

7. The Academic and Staff Assistance Program (ASAP) announced a new workshop in an email this morning, July 6th, focused on providing employees with information about Mission Harbor’s psychological services. Mission Harbor serves Santa Barbara County with mental and behavioral health services and the workshop will discuss local options for staff, family members, and students. RSVP here mailto:asap@hr.ucsb.edu to receive a workshop Zoom link.

8. REMINDER: With this being another short holiday work week, this Thursday’s Staff meeting has been cancelled. We will reconvene on the next currently scheduled staff meeting date two weeks later on Thursday, July 22nd at the usual time of 1:00pm until 3:00pm.

9. REMINDER: Career an student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below.

Regarding regular onsite work, all individual staff working on campus must first receive formal approval from Marisela and have on file a related and approved Temporary Remote Work Agreement (found here: https://www.hr.ucsb.edu/forms) outlining their on-campus schedule and pre-approved by a staff member’s supervisor prior to sending the document to Marisela. Please note that any minor time/schedule adjustments are not necessary to send to Marisela for approval but should be coordinated with direct supervisors. Regarding campus visits by staff not already approved for on-site work, please do not assume that it is ‘fine’ to simply fill out the daily campus screener questionnaire without being granted prior department approval from Marisela. If Marisela is out (as noted on the ‘away’ calendar) please reach out to your unit director for access to campus. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person.

After receiving formal approval from Marisela, please then complete the following prior to coming to campus: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

June 29, 2021

On June 23rd, the UCSB Covid-19 Response Team sent an email message to campus staff and faculty containing numerous updated COVID-19 guidelines for navigating related restrictions during this summer’s transition back to campus. These detailed guidelines are based on regulations and guidance recently updated by Cal/OSHA and the California Department of Public Health. In addition to the original email, you can view the message details at this link: https://t.e2ma.net/webview/zgo54e/b5aa993e94c1cb3ec9c716fc9de1340c. As you review the guidelines, please note that the department will continue under current operational restrictions until further guidance on these updates is provided to us by divisional leadership. We will in turn provide you updates as we receive them from the division. As usual, please reach out to Marisela or Ed if you have related questions.
 

2 Regarding the Division’s Worksite Specific Safety Plan (WSSP) project, in light of the updates provided by the UCSB Covid-19 Response Team reported above, we are now anticipating some related language changes to the WSSP template. Those updates will be coming from campus Environmental Health & Safety (EH&S) and will likely take about two weeks to complete. We anticipate that soon after this is done, the division will begin sending the updated template out to staff to review and formally acknowledge doing so. We will let you know once we have more information on this. In the meantime, please keep an eye out for a required survey message from the division regarding Fall 2021 planning, which is due to be sent out to all staff in early July as was reported in last week’s update message.
 

3 On Friday, June 25th, it was reported in the Slack Staff channel that an AS Recycling bike has gone missing. If you are on or around campus, please keep your eyes open for a possible sighting and let Katee know if you hear anything about it. The missing bike has been reported to UCPD, so please call them directly (805-893-3446) to report the location of the bike if you happen to actively spot it. Please see the Slack message for a picture of the bike. 
 

4 Campus Administrative Services sent out its annual message this morning concerning the California Whistleblower Protection Act. In essence, the message is a reminder to staff that the UC system maintains an independent hotline to receive calls or web-based anonymous reporting concerning possible improper governmental activity. The web-based form can be found here: http://universityofcalifornia.edu/hotline. The 24/7 phone hotline is found here: 1-800-403-4744. More information about the whistleblower process can be found here: http://www.ucop.edu/uc-whistleblower/index.html. Please also see the original email message for additional details.
 

5 Student Affairs (SA) announced in a June 22nd email message that the division’s professional development opportunity, Foundations, is accepting applications through Friday, July 30th. The program this year will again be in a hybrid setting with both online and in-person opportunities to meet. The program is focused on developing new student affairs professionals and is open to SA staff members to apply who have a minimum of one year of UCSB experience and a maximum of five years. Please see the original email message for details. The Foundations application can be found online here: https://forms.gle/yKFBjDqz6PeXoxen6.
 

6 The UCPath Center is anticipating higher transaction volumes over the couple of weeks due to a combination of current payroll cycles and holidays. As a result, UCPath may exceed the usual 1 to 5 day service targets so please anticipate this if you need to submit a question to or initiate a transaction with the UCPath Center.
 

7 For all FlexCard holders, if you need to access the FlexCard Allocation Module on Wednesday, June 30th, please note that it will be offline from 5pm that day until 7am the following morning on July 1st in order to process/post all 2021 fiscal year-end transactions.
 

8 NASPA, Student Success in Higher Education, is a professional organization for the field of student affairs, and is currently holding its 2021 Virtual Conferences on Student Success in Higher Education this week through tomorrow, June 30th. You can visit the website at https://www.naspa.org/events/naspa-conferences-on-student-success-in-higher-education to learn more about the conference, the organization, and related resources. In addition, despite not attending, you can request conference resources here:NASPA Student Success Conference Resources to learn more about how short retention surveys, event polling, and program benchmarking can help maximize and communicate the value of student success programming and support.
 

9 A reminder that with the 4th of July holiday falling on next Sunday, the related University holiday closure will be next Monday, July 5th.
 

10 With next week’s holiday and resulting short work week, the July 8th Staff meeting has been cancelled. We will reconvene on the next currently scheduled staff meeting date two weeks later on Thursday, July 22nd at the usual time of 1:00pm until 3:00pm.
 

11 REMINDER: Career and student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below.
Regarding department approval, all individual staff visiting campus either on a one time basis or a due to a change in their regular attendance plan, must request and be granted prior approval by Marisela. A formal email request needs to be sent to a staff member’s individual supervisor and then to Marisela before taking any next steps. Please do not assume that it is ‘fine’ to simply fill out the daily screener questionnaire without being granted prior department approval. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person. After receiving formal approval from Marisela, please then complete the following prior to coming to campus:
a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/.
b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.
c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

June 23, 2021

As a reminder, we are scheduled for a Staff Meeting this Thursday, June 24th from 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

2. Chancellor Yang announced in a June 18th email message that UC President Michael Drake officially implemented Juneteenth as a new UC holiday, which will be observed this year next Monday, June 28th. You can view President Drake’s announcement on UCnet here: https://ucnet.universityofcalifornia.edu/news/2021/06/a-message-to-the-uc-community-from-president-drake.html; you can also view Chancellor Yang’s message here: https://chancellor.ucsb.edu/memos/2021-06-18-juneteenth-added-uc-holiday-calendar. As you enjoy the additional break from work, please remember the Chancellor’s words regarding this important holiday to “…reflect on our country’s history, the institutional racism inherited by each generation, and the continued fight for justice and equality for all.”

3. The campus COVID-19 Response Team announced in a June 16th email message a process for campus employees to upload their COVID-19 vaccine information. This process is in anticipation of the UC’s mandatory COVID-19 vaccine policy taking effect this fall. In essence, UCSB Student Health Services (SHS) has created a confidential and simple way to upload this information through the SHS Patient Portal. Detailed instructions can be found here: https://studenthealth.sa.ucsb.edu/docs/default-source/covid-19/uploading-covid-vaccines.pdf. The SHS Patient Portal can be found here: https://studenthealthoc.sa.ucsb.edu/login_dualauthentication.aspx. In addition, SHS will continue to host weekly Johnson & Johnson COVID-19 vaccination clinics through the summer for staff, faculty, and students. Clinics will be held every Tuesday and Thursday during regular business hours and appointments can be scheduled through the SHS Patient Portal. Please see the original email message for additional details. 

4. As you likely know, Cindy has been transitioning to retirement for quite some time now. Despite our good fortune that she has been willing to make this an extended process, her last day at AS is upon us this Thursday the 24th. Cindy’s contributions to the department and the campus are far too extensive to summarize here, but they have certainly been significant to the department’s growth and success, and her presence in AS Admin will be greatly missed. Thank you Cindy, best wishes for a well deserved retirement, and we hope to see you during future campus visits.

5. We also say goodbye to Ron Perry, a Legal Advisor in the Legal Resource Center (LRC), whose appointment ends next Wednesday, June 30th. Ron has been helping advise students through the LRC since 2016, primarily with a focus on housing issues. We thank Ron for all of his service and expertise to students and the department.

6. While nothing significant has transpired in the last week with respect to the Division’s Worksite Specific Safety Plan (WSSP) project, the WSSP workgroup met this week but detailed specifics from this source are still pending. In addition, yesterday Vice Chancellor Margaret Klawunn provided an email message update regarding return to campus planning. Most of the information in her message is still relatively general regarding Fall work arrangements, but the Vice Chancellor does mention that all division professional staff will be receiving a required survey in early July to collect important information for Fall 2021 planning. Please keep an eye out for this and complete it by the stated deadline. As usual, we will keep you all updated in turn on anything new. 

7. The UCSB Chief of Police, Alex Yao, announced in a June 21st email message that abandoned bicycle abatement will begin by the UCSB Community Service Organization (CSO) beginning on Wednesday, July 7th with completion estimated by Wednesday, July 21st. The abatement will be focused on University apartment complexes including Sierra Madre, San Joaquin, and Santa Ynez apartments. All bicycles that are not affixed with a yellow registration tag will be considered abandoned and subject to impound. Please see the original email message for additional details.

8. Transportation & Parking Services announced in a June 17th email message that parking lot 12 will be temporarily closed for asphalt sealcoating and re-striping. The closure will start Friday the 25th at 5:30pm and should re-open by 7:00am on Monday the 28th.

9. UCPath will be undertaking a system-wide upgrade project that is expected to be completed by December, 2021. While impact is expected to be low, frequent communications will be provided including information and resources around training for any related process changes. A detailed overview of the project can be found here: https://drive.google.com/file/d/1Z6Lbk9-oXrrMQdFSVx13hWhYN2kxkA7U/view.

10. Campus Human Resources announced in a June 18th email message that UC President Michael Drake has approved a Pay for Family Care and Bonding (PFCB) program, and it will be available as of July 1st, 2021. Also, effective July 1st, the UC’s new Adoption Assistance Plan will reimburse faculty and staff who are expanding their families through adoption for some of their related expenses. With regard to the PFCB program, it gives employees the option to replace some of the income they would otherwise lose during an approved leave period under the UC’s Family and Medical Leave (FML). More information on PFCB is available here: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/other-benefits/pay-for-family-care-bonding.html. More information on the Adoption Assistance Program is available here: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/other-benefits/adoption-assistance.html.

11. The Vice Chancellor for Student Affairs, Margaret Klawunn, announced in a June 18th email message the formation of the Student Affairs Student Success Initiative Workgroup. The most immediate goal of the workgroup is to facilitate a smooth transition for students back to campus this fall. The workgroup will be reaching out to departments for information, participation, and possible sub-committee representation in the near future. Pease see the original message for further details. 

12. REMINDER: Career and student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below. Regarding department approval, all individual staff visiting campus either on a one time basis or a due to a change in their regular attendance plan, must request and be granted prior approval by Marisela. A formal email request needs to be sent to a staff member’s individual supervisor and then to Marisela before taking any next steps. Please do not assume that it is ‘fine’ to simply fill out the daily screener questionnaire without being granted prior department approval. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person. After receiving formal approval from Marisela, please then complete the following prior to coming to campus: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

June 15, 2021

1. Chancellor Yang provided an update message on June 11th primarily focused on the University’s return to campus plans. While numerous details are still being worked out, the following summarizes the most relevant topics to the department:

  • As of today, June 15th, and in conjunction with the end of California restriction tiers, the campus will no linger be imposing constraints on building occupancy in offices and laboratories, provided six feet of distancing can be maintained between work spaces.
  • As of today, June 15th, fully vaccinated students who come to campus will no longer be required to test for COVID-19.
  • Currently, and until pending further notice from OSHA, the campus will continue to require daily symptom surveys, distancing of six feet, and masking for all building occupants.
  • While departments should create and maintain a list of authorized building users to provide to building committees, there is no longer a need to log daily visitors, control building access or maintain a schedule of occupants.
  • Masks will not be required outdoors unless persons are less than six feet apart.
  • All on-campus university buildings have been evaluated and cleared by Facilities Management and outside experts.
  • Campus staff should expect to continue current work arrangements through at least June 30th, then during the two-month period from July 1st to September 1st, per recommendations in progress from the Return to Campus Working Group, employees will gradually be cleared to transition to normal in-person, on-site work. The department will ultimately determine specific area needs/plans during this time including related flexible work arrangements.
  • UC Vaccination Policy for faculty, staff, and students will be finalized and issued by July 15th, with an effective date target for policy compliance by Monday, September 6th, 2021. UCOP will share additional information and FAQ’s by mid-July concerning general implementation guidance.
  • The campus plans to open student housing to full capacity for the Fall quarter.

Although the above is great news, it is important to remain flexible in the event that public health guidelines necessitate changes. Additional updates will be coming throughout the Summer. Please see the Chancellor’s original message for additional details at this link: https://chancellor.ucsb.edu/memos/2021-06-11-june-campus-planning-update.

2. Per a reminder posted on June 14th by JudyAnn on the Slack General channel, it is time again to update the AS webpage regarding what is and isn’t available this summer quarter for your area services and any groups you advise. Please fill out the updates form on the related updates page found at this link: https://www.as.ucsb.edu/covid-19-status-updates/.

3. The UCPath Center recently provided guidance in a June 11th email message on which online browsers are best for the use of UCPath. Recommended browsers include:

  • Google Chrome (Version 91)
  • Firefox (Version 89)
  • Microsoft Edge (Version 91)
  • Safari (Version 14)

Please note that Internet Explorer 11 is no longer a supported browser for UCPath. Please visit UCPath here: http://ucpath.universityofcalifornia.edu/ and click on “Ask UCPath” should you have any questions about this information or for any other services.

4. The recording of the Divisional meeting from June 3rd is now available in case you were unable to join it live. The links provided include the following:

In addition, a recording of the University Awards highlighting some outstanding student recipients can be viewed here: https://youtu.be/iCxNbWTuNA8.

5. The Academic and Staff Assistance Program (ASAP) announced in a June 14th email message a new presentation, Transitioning to a Post-Pandemic World. The presentation is designed to address re-entry anxiety to the old normal of the campus workplace and/or shifting into new workspace realities and core values. The presentation is scheduled for next Wednesday, June 23rd at 12:00pm to 12:50pm. RSVP on Shoreline at https://cglink.me/2dD/r1116358 to access the Zoom registration link.

6. While the Division’s Worksite Specific Safety Plan (WSSP) project continues, in light of the Chancellor’ recent update message (above), the Division confirmed that this week’s WSSP workgroup meeting has been cancelled. While the simplified WSSP plans for all departments are still required, unofficially, the Division is stating that it looks like we will be able to complete our respective planning for return to campus in a much less restrictive and complicated environment. Miles Ashlock, the Division’s Chief of Staff, will be providing more detailed information concerning next steps later this week. As usual, we will provide you all with an update as well after we have received his information. 

7. REMINDER: The approval workflow for Gateway orders has been modified in order to better ensure UC policy on separation of duties. As a result, a couple of AS staff members assigned internal Gateway approval steps are no longer able to submit Gateway requisitions, so related shopping carts will need to be assigned to an alternative manager. Previous assignments to Anjum or Ed will require this alternate Requester/Approver routing.

8. REMINDER: A number of campus applications now require Multi-Factor Authentications (MFA) to log in beginning TODAY including the campus procurement portal, Gateway. If you are already set up for MFA for UCPath, you should be able to log in. Should you be new to MFA, please visit the MFA webpage here:https://www.it.ucsb.edu/mfa to get started.

9. REMINDER: UCSB Transportation and Parking Services launches the new UCSB ePermits parking permit system on July 1st. Since your vehicle’s license plate will act as your parking permit under this new system, you should confirm that your vehicle is registered to your parking account. More related information on the ePermit system is available here: https://www.tps.ucsb.edu/news/ucsb-epermits-launching-july-1-2021.

10. REMINDER: Career and student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below. Regarding department approval, all individual staff visiting campus either on a one time basis or a due to a change in their regular attendance plan, must request and be granted prior approval by Marisela. A formal email request needs to be sent to a staff member’s individual supervisor and then to Marisela before taking any next steps. Please do not assume that it is ‘fine’ to simply fill out the daily screener questionnaire without being granted prior department approval. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person. After receiving formal approval from Marisela, please then complete the following prior to coming to campus: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

June 8, 2021

As a reminder, we are scheduled for a Staff Meeting this Thursday, June 10th from 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

2. As we quickly approach a new fiscal year (2020-2021), AS staff will be able to ensure their Authorized Signer status for AS Requisitions as Anjum will be holding a related workshop as an agenda item during this Thursday’s Staff Meeting. If you are unable to attend this week’s meeting, please reach out to Anjum for possible future workshop opportunities.

3. Congratulations to all of the award recipients at this year’s AS Awards Ceremony. If you missed the premier of the celebration video last Friday, you can watch a replay at this link: https://www.youtube.com/watch?v=aZdZ1UQytto. Also, thank you to all of our awards committee members and contributors for a job well done, and a special thank you to the committee’s ‘creative geniuses’ for the creation of a fantastic awards celebration video!

4. The Police Advisory Board distributed an email message late this morning announcing a Town Hall Meeting tomorrow, June 9th from 4:00pm to 5:00pm. The UCSB Chief of Police, Alex Yao will be in attendance for a discussion with the Police Advisory Board and the UCSB community. Comments and questions can be submitted in advance at this link: https://forms.gle/Gsczxbj1kQDwc5Zu9. The registration link to the virtual meeting is here: http://tinyurl.com/ad5dm9ce.

5. In a June 3rd email message, campus Administrative Services provided a draft of an updated Presidential Campus Safety Plan for review and comment. This plan lays a foundation for transforming UC’s culture, policies and practices to achieve a vision of safety in which all members of the community feel equally welcomed, respected and protected from harm. Please provide any feedback, questions or comments by June 30th via an email to Deborah Hudgens, Human Resources Department, at debbie.hudgens@hr.ucsb.edu. Please see the original message for details and the policy draft attachment. You can also view the UCOP message with the draft policy link here: https://www.ucop.edu/campus-safety-plan/.

6. Campus Transportation and Parking Services (TPS) provided an email update on June 3rd regarding campus traffic and parking impacts this week, and primarily through this Thursday, June 10th, due to visitor traffic generated by the current UCSB Grad Walk / Commencement 2021 on-campus activities. Traffic and parking in certain areas will be heavily impacted during this period. TPS and UCPD will be on site to direct traffic. Please see the original email message for additional details or go to the Commencement website for primary commencement parking areas information here: https://www.ucsb.edu/commencement/grad-walk/directions-parking.

7. UCSB Transportation and Parking Services will be launching the UCSB ePermits parking permit system on July 1st, 2021. Beginning on this date, you will no longer be required to display a physical parking decal on your vehicle as your license plate will associate your vehicle with your individual parking account. Your vehicle must be registered to your parking account for your permit to be valid. Follow the steps in this link: https://www.tps.ucsb.edu/news/associating-vehicle-your-parking-account to associate your vehicle. More information on the ePermit system is available here: https://www.tps.ucsb.edu/news/ucsb-epermits-launching-july-1-2021. As with parking permit stickers, annual ePermits expire at the end of every fiscal year on June 30th.      

8. The Division’s Worksite Specific Safety Plan (WSSP) project continues with weekly divisional meetings/updates taking place as related information/changes are provided to the workgroup departments. While AS has largely completed its WSSP draft, we just learned this morning that this week’s workgroup meeting has been cancelled, partially due to new information coming from CalOSHA. How this information will impact the WSSP is unknown at this time, but we will update you all once we have anything relevant. As a reminder, as far as we know at this time, the campus is planning for 100% on-campus course attendance for Fall quarter. All areas within AS will therefore be working on plans this summer to provide services for this level of on-campus student attendance.

9. REMINDER: The approval workflow for Gateway orders has been modified in order to better ensure UC policy on separation of duties. As a result, a couple of AS staff members assigned internal Gateway approval steps are no longer able to submit Gateway requisitions, so related shopping carts will need to be assigned to an alternative manager. Previous assignments to Anjum or Ed will require this alternate Requester/Approver routing.

10. REMINDER: A number of campus applications will require Multi-Factor Authentications (MFA) to log in beginning next Tuesday, June 15th, including the campus procurement portal, Gateway. If you are already set up for MFA for UCPath, you should not need to do anything additional for setup. Should you be new to MFA, please visit the MFA webpage here:https://www.it.ucsb.edu/mfa to get started.

11. REMINDER: Any online professional development opportunities that require time to take during regular work schedule hours must first receive prior approval from an individual’s direct supervisor. This serves to inform supervisors of potential schedule/work conflicts and staff availability. This applies to all staff members participating in professional development.

12. REMINDER: Career and student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below.

Regarding department approval, all individual staff visiting campus either on a one time basis or a due to a change in their regular attendance plan, must request and be granted prior approval by Marisela. A formal email request needs to be sent to a staff member’s individual supervisor and then to Marisela before taking any next steps. Please do not assume that it is ‘fine’ to simply fill out the daily screener questionnaire without being granted prior department approval. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person. After receiving formal approval from Marisela, please then complete the following prior to coming to campus: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

June 1, 2021

Student Affairs is holding a Divisional webinar meeting this Thursday, June 3rd from 9:30 – 11:00am. The webinar will include the annual Margaret T. Getman and William J. Villa Service to Students awards ceremony. These annual awards recognize university staff, faculty, and departments that have demonstrated an extraordinary commitment to the general growth and development of students and student life. All career staff should plan on attending. You should have received a Zoom invite but the meeting can also be accessed here: https://ucsb.zoom.us/j/89785536312?pwd=YTBJK3F6Y054Sm1ybEQzQUFYeGhSZz09.

2. The UCSB COVID-19 Response Team announced in a May 27th email message that an updated set of protocols and guidelines have been developed for holding small outdoor gatherings of UCSB-affiliated groups on and off campus. The related documentation can be found here: https://www.ucsb.edu/COVID-19-information/small-group-outdoor-gatherings-guidelines. Please also see the original message for additional details.

3. UCSB Procurement is in the process of implementing a number of updates to the Gateway procurement system. Most applicable to all department staff is that Gateway Shoppers (anyone with a valid NetID) will be able to add account strings, attachments, and revised ship-to addresses before assigning a cart to a Requester. Previously, these information fields could only be populated by requisition Requesters. These changes will go into effect this Friday, June 4th. Please contact Ed if you have questions.

4. Campus Human Resources provided an update email message on May 26th regarding the previously announced Salary Program for non-represented (policy covered) staff. The update contains a number of guidelines that are intended to assist with the implementation of the program including effective dates and eligibility information. Please see the original message for details. Related web resources and FAQs can be found on the HR website here: https://www.hr.ucsb.edu/hr-units/compensation/merit-program.

5. As has been, and continues to be discussed, the weekly Divisional Worksite Specific Safety Plan (WSSP) meeting provided a few additional updates to the fluid return to campus planning. Last week’s meeting confirmed that student course attendance for Fall quarter is being planned for 100%. As a result, the Division is now recommending that the WSSP plans initially be completed and submitted to the Division in their simplest form to meet basic safety regulations. This means that the template provided to the department will be populated primarily with basic staffing and location information, while more detailed location-specific operations planning for the department will take place over the summer as more firm information from the campus is distributed. We will provide further updates as they become available.

6. Austin Foreman provided a new Strategic Vision Plan update email message on May 29th containing the final draft of the plan that has been ratified by both the incoming and outgoing AS Senates.. The plan is set to be in effect until the end of academic year 2024. Please see the original message for additional details and the plan attachment.

7. The University has developed an information guide regarding online harassment and ‘doxing’ (broadcasting private information about activist individuals/organizations in order to harass), and how to protect oneself from this and ensure an inclusive campus climate. Please take a few moments to review the resource document at this link: https://studentlife.sa.ucsb.edu/docs/default-source/campusclimateinclusion/ucsb-doxing-guide.pdf?sfvrsn=79483782_2.

8. The campus Office of Diversity, Equity, and Inclusion announced in a May 27th email message a presentation titled Thriving Through Reform, Together. The virtual event will include a presentation on the office’s current initiatives and programs, future plans for advancing equity and justice on campus, and a Q&A session (you can pre-submit a question here: VCDEIOffice@diversity.ucsb.edu). The event will be held this Thursday, June 3rd from 1:30 – 2:30pm. Registration is required here: https://ucsb.zoom.us/webinar/register/WN_jPSTt6syRFCozseIxdzdvA.

9. The Chancellor’s Staff Advisory Council (CSAC) announced in a May 27th email message the 2020-21 Staff Awards and Service Milestone Recipients. CSAC will host a virtual celebration for 2019-20 and 2020-21 staff award recipients. Awardees should soon see a related email. Associated Students staff recognitions this year include the following:  

2020-2021 PWA Unsung Hero/INE Award Recipient
Marisela Marquez  

20 Years Service Award
Theodore Coe
Marisela Marquez
Kathleen Versola  

Please see the original message for an attachment listing other recipients from across the campus. Congratulations to all!  

10. POSTPONED: Per a May 28th email message, the film screening of “Not One More” which documents the May 23, 2014 Isla Vista Tragedy has been postponed. AS is working to reschedule the event in the near future and will provide an update message and link at a later time.

11. REMINDER: The 2020-2021 AS Awards video will premier this Friday, June 4th to announce the department’s award recipients. A direct link will be provided to the YouTube video and you can also find the video at http://www.youtube.com/associatedstudents. Viewers will be able to live chat as the announcement video premiers.

12. REMINDER: The current fiscal year ends this June 30th. To facilitate the year-end closing process, ALL AS requisitions must be turned in to AS Admin NO LATER THAN THIS FRIDAY JUNE 4th, 2021. Please contact Cindy or Anjum if you have any questions.

13. REMINDER: Campus Enterprise Technology Service (ETS) announced that a number of campus applications will require Multi-Factor Authentications (MFA) to log in beginning Tuesday, June 15th, including the campus procurement portal, Gateway. If you are already set up for MFA for UCPath, you should not need to do anything additional for setup. Should you be new to MFA, please visit the MFA webpage here:https://www.it.ucsb.edu/mfa to get started.

14. REMINDER: Any online professional development opportunities that require time to take during regular work schedule hours must first receive prior approval from an individual’s direct supervisor. This serves to inform supervisors of potential schedule/work conflicts and staff availability. This applies to all staff members participating in professional development.

15. REMINDER: Career and student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below.   Regarding department approval, all individual staff visiting campus either on a one time basis or a due to a change in their regular attendance plan, must request and be granted prior approval by Marisela. A formal email request needs to be sent to a staff member’s individual supervisor and then to Marisela before taking any next steps. Please do not assume that it is ‘fine’ to simply fill out the daily screener questionnaire without being granted prior department approval. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person. After receiving formal approval from Marisela, please then complete the following prior to coming to campus: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

May 25, 2021

Given that we are in a very busy week 9 while trying to wrap up numerous Spring quarter projects, this week’s Staff Meeting has been cancelled. We will re-convene in two weeks as scheduled on Thursday, June 10th at the usual 1:00pm start time. 

2. As the last weekend of May approaches, next Monday, May 31st is Memorial Day and also a UC Holiday. Please make sure to take advantage of the extra down-time for relaxation and self care.

3. While the 7th anniversary of the May 23rd, 2014 tragedies has recently passed, an additional remembrance film screening of “Not One More” is scheduled for this Sunday, May 30th at 4:00pm. Please see the announcement email message from May 21st for details. You can also visit the AS Memorial webpage at https://www.as.ucsb.edu/2014-memorial/

4. UCSB Human Resources announced in a May 21st email message that the UC Office of the President approved an extension to the temporary increase to the vacation accrual maximum for policy-covered (non-represented) staff. Effective June 1, 2020 through September 30, 2021 (previously June 30, 2021), policy-covered staff may receive up to an additional 15 months (instead of up to an additional 4 months) within which to take vacation leave in order to bring an employee’s vacation accrual below the maximum. Employee’s will continue to accrue vacation leave during this timeframe. Please see the original message for details.

5. The Associated Students Awards Committee will premier an awards video on Friday, June 4th to announce the department’s award recipients. A direct link to the YouTube video will be provided during week 10 prior to the premier, and you may also find the video at http://www.youtube.com/associatedstudents. Viewers will be able to live chat as the announcement video premiers.

6. The UCSB Trans Task Force announced in a May 24th email message that non-student members of the campus community, including faculty, staff, and other affiliates, are now able to indicate their pronouns in UCSB Identity and Access Management (IAM). For faculty and staff wanting to update their pronouns, please visit the IAM Edit Profile page here: https://www.im.ucsb.edu/iam/myprofile. Please also see the original email message for details.

7. As you likely know, the campus will be holding a limited Grad Walk as part of this year’s commencement celebration  beginning on June 7th through the 10th. In a May 21st email reminder, the campus Office of Event Management and Protocol is asking for assistance implementing the event. If you are interested, please see the original message for a related Staff Participation Form and submit it per instructions by tomorrow, May 26th.

8. The Academic and Staff Assistance Program (ASAP) announced in a May 24th email message a presentation titled The Psychological Impact of Race-Based Stress Among Communities of Color. This event will discuss the impact of discrimination on the mental and physical health of communities of color. Please see the original message for additional details. You can register on Shoreline here: https://cglink.me/2dD/r1106405 to receive the event’s Zoom link.

9. REMINDER: The Campus Climate Survey deadline is rapidly approaching with a due date of next Monday, May 31st. Please take the time to complete the survey as it is a critical step for the campus to address areas requiring attention for making progress toward social justice and equity at UCSB. You should have received an individual email invitation and survey link. 

10. REMINDER: The current fiscal year ends this June 30th. To facilitate the year-end closing process, ALL AS requisitions must be turned in to AS Admin NO LATER THAN JUNE 4th, 2021. Please contact Cindy or Anjum if you have any questions.

11. REMINDER: There is one week left to determine your plexiglass orders for onsite work spaces. Please review the related Amazon product link (here: https://www.amazon.com/SignHero-Professional-Plexiglass-USA-Made-Reception/dp/B08GHB2YS7), and send your order requests to Kat NO LATER THAN JUNE 1st (next Tuesday). 

12. REMINDER: Campus Enterprise Technology Service (ETS) announced that a number of campus applications will require Multi-Factor Authentications (MFA) to log in beginning Tuesday, June 15th, including the campus procurement portal, Gateway. If you are already set up for MFA for UCPath, you should not need to do anything additional for setup. Should you be new to MFA, please visit the MFA webpage here:https://www.it.ucsb.edu/mfa to get started.

13. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

May 18, 2021

The campus announced in a May 17th email message that it will be holding Johnson & Johnson COVID-19 Vaccination Clinics on Thursdays from 10:00am to 3:30pm on May 20th and 27th, and June 3rd and 10th. The clinics will take place inside the Student Health Services (SHS) building and will be open to all UCSB faculty, staff and students age 18 and older. You can sign up for an appointment via the SHS Patient Portal here: https://t.e2ma.net/click/raqc0e/vlhcsn/rm369w with your NetID and password. Please see the original message for additional details. 

2. Campus Enterprise Technology Service (ETS) announced in a May 17th email message that a number of additional campus applications will begin requiring Multi-Factor Authentications (MFA) to log in beginning Tuesday, June 15th. Some of the key applications for the department include Gateway, FlexCard Management, and Online GL. If you are already set up with MFA for UCPath, you should not need to do anything additional as that setup will allow your MFA access to these other applications in the same manner. Please see the original message for instructions and links should you be new to MFA and for the complete list of affected applications.

3. Chancellor Yang announced in a May 14th email message that the UC will be implementing systemwide salary increases for eligible non-represented staff for the 2021-22 fiscal year. The increases will be effective for eligible staff July 1, 2021. Please see the original message for details and which can also be found at this link: https://chancellor.ucsb.edu/memos/2021-05-14-university-salary-increases-2021-22. In addition, more information will likely be forthcoming within the next couple of months from the department.

4. As was discussed during last week’s Staff Meeting, the Division has requested that each department create a Worksite Specific Safety Plans (WSSP) in anticipation of a return to campus this summer or fall. To help facilitate this, AS will be concurrently convening its own internal WSSP workgroup to ensure the needs of the department are addressed. Two volunteer staff members from each unit are being asked to join the workgroup. Interested staff members are asked to share their interest with their unit director by this Friday at 5:00pm.

5. Austin Foreman announced in a May 12th email message that the new AS Vision strategic plan is almost complete. Attached to the message are two plan drafts. A finalized version will be presented to the AS Senate by today, Tuesday May 18th. While a related comment period is now closed, please review the documents to update your awareness of the plan and its goals.

6. Campus Student Information Systems & Technology announced in a May 12th email message a webinar focused on how to make the technology world more accessible and inclusive for people who may have disabilities, whether temporary or permanent. The webinar is scheduled for Thursday, May 20th (in conjunction with Global Accessibility Awareness Day) from 10:00am to 11:30am. You can register here: https://ucop.zoom.us/webinar/register/WN_KJcj2WCLQj2N–n8SzKn_A. Please see the original message for details.

7. UCSB Arts & Lectures is presenting a free virtual event, Creating Hope with His Holiness the XIV Dalai Lama, scheduled for tonight, May 18th at 8:30pm. No registration is needed and the event can be watched live streamed here: https://www.youtube.com/watch?v=LJs8yhpXI8U. Please see the email message from May 14th for additional details.

8. The Asian Resource Center and the Educational Opportunity Program are hosting a community care workshop to explore the community’s relationship to safety, especially in light of the national conversations happening around Asian American identity and the rise in anti-Asian hate crimes. The workshop is being held this evening, May 18th from 5:00pm to 6:30pm. The workshop link is here: https://ucsb.zoom.us/j/5535904327. Please see the original email message from May 14th for additional details.

9. The Academic and Staff Assistance Program (ASAP) announced in a May 17th email message a six-week confidential therapy group for the Latinx staff and faculty community to process, heal, connect, and find strength as a collective. The group will meet weekly between June 3rd to July 8th. This is a closed group so space is limited. You can RSVP here: mailto:asap@hr.ucsb.edu. Please see the original message for details.

10. Vice Chancellor Margaret Klawunn provided a reminder email message on May 13th encouraging all staff to complete the Campus Climate Survey. While the survey is lengthy, the Vice Chancellor is reinforcing the importance for carving out time to complete it as it is a critical step for the campus to address areas requiring attention for making progress toward social justice and equity at UCSB. You should have received, or will shortly, an individual invitation and survey link. Please complete the survey by May, 31st.

11. REMINDER: The current fiscal year ends this June 30th. To facilitate the year-end closing process, ALL AS requisitions must be turned in to AS Admin NO LATER THAN JUNE 4th, 2021. Please contact Cindy or Anjum if you have any questions.

12. REMINDER: Kat provided an updated email message on May 5th regarding plexiglass orders for onsite work spaces. Please determine your area needs including reviewing the related Amazon product link (here: https://www.amazon.com/SignHero-Professional-Plexiglass-USA-Made-Reception/dp/B08GHB2YS7), and send your order requests to Kat NO LATER THAN JUNE 1st. 

13. REMINDER: The month-long staff celebration titled Staff MAYnia continues in place of the usual non-pandemic in-person Staff Celebration week. Please see the related Shoreline link here: https://shoreline.ucsb.edu/events_list for more information.

14. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

May 12, 2021

AS Administration office hours have been changed effective immediately to Mondays and Thursdays from 11:00am to 12:00pm (previously 12:00pm to 1:00pm). This is a standing schedule where you may pose questions to AS Admin staff over Zoom at this link: https://ucsb.zoom.us/j/85799003945?pwd=alh3MkFhZ0plRWxyajdMOUtyZUNOdz09.

2. As a reminder, we are scheduled for a staff meeting this Thursday, May 13th from 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09. The meeting will include a special ergonomics presentation.

3. Campus Design and Construction Services announced in a May 5th email message that the northern half of parking lot 3 (across from AS Admin/Main) is closed off as of May 7th for construction work on the Classroom Building project. This half will remain closed until mid-September, 2021. Parking will remain available in the southern half of the lot. In addition, per a related May 10th message, it was announced that a concrete pour will take place at the site beginning early morning this Saturday, May 15th through the end of the day. Please note the increased truck traffic impacting the area and plan accordingly should you need to access the area on that date.

4. Campus Human Resources announced in a May 7th email message the 2021 Staff Engagement Survey. This survey is intended for the UC to learn about non-represented (policy-covered) staff impressions about working at the university. You can find a related story on UCnet here: https://ucnet.universityofcalifornia.edu/news/2021/05/ucs-systemwide-staff-engagement-survey.html. This week, a representative sample of staff members will receive an email from Willis Towers Watson, the firm conducting the survey, with an invitation to take the survey. Please complete the survey if you receive an invitation. Please also see the original message for more information.

5. Another survey, the Campus Climate Survey, was announced in a May 10th email message from the Vice Chancellor for Diversity, Equity, and Inclusion, Belinda Robnett. The results from this survey will be used to inform a forthcoming campus Diversity, Equity, and Inclusion strategic action plan, and your participation is essential to the results of this survey. You should have received a separate email from gauchosurveys@bap.ucsb.edu which contains your personalized survey link. Please complete the survey by May, 31st. Please also see the original message for more information.

6.  Survey season continues with UC Travel sending an email message on May 5th announcing the launch of a second round of their systemwide survey to explore travel concerns of the UC community. The UC’s relationships with travel services such as hotel, airlines, etc. will be enhanced by any data you are able to provide. Please see the original message for more information and the survey link.

7. Chancellor Yang provided an update message on May 7th regarding June Commencement plans. The primary announcement is that graduates have been invited to bring two guests each to accompany them for a Grad Walk during the week of June 7th, allowing guests to watch in-person while their student takes part in the graduation processional and name announcements. The message also includes details outlining COVID-19 safety protocols that will be followed during the event. Please see the original message for further details which can also be found here: https://chancellor.ucsb.edu/memos/2021-05-07-commencement-update-guests-grad-walk.

8. The Office of International Students & Scholars (OISS) announced in a May 10th email message a Q&A event via Zoom with the UCSB Police Department next Tuesday, May 18th at 5:00pm. International students and scholars are invited to anonymously submit questions or concerns in advance for UCSB PD to address. Please see the original message for the submittal form and event Zoom information.

9. UCSB Professional and Continuing Education announced in a May 5th email message that Summer enrollments are now open, including a reminder that UCSB staff receive a 25% discount off of course fees. Please see the original message for more information including related links.

10. REMINDER: The current fiscal year ends this June 30th. To facilitate the year-end closing process, ALL AS requisitions must be turned in to AS Admin NO LATER THAN JUNE 4th, 2021. Please contact Cindy or Anjum if you have any questions.

11. REMINDER: Kat provided an updated email message on May 5th regarding plexiglass orders for onsite work spaces. Please determine your area needs including reviewing the related Amazon product link (here: https://www.amazon.com/SignHero-Professional-Plexiglass-USA-Made-Reception/dp/B08GHB2YS7), and send your order requests to Kat NO LATER THAN JUNE 1st. 

12. REMINDER: The month-long staff celebration titled Staff MAYnia continues in place of the usual non-pandemic in-person Staff Celebration week. Please see the related Shoreline link here: https://shoreline.ucsb.edu/events_list for more information.

13. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

May 4, 2021

Chancellor Yang provided an email message update on April 29th regarding the campus 2021 budget status. Essentially, the Chancellor confirmed that the campus has been able to address the budget shortfall for the 2020-21 fiscal year (10% / $21 million reduction) and will not be asking units and departments to implement one-time reductions this year. Revenue stream shortfalls, however, still remain with specific strategies are still under development. You can read the full details here: Budget Update or see the original message. 

2. Vice Chancellor Margaret Klawunn provided a follow-up email message on April 30th to the Chancellor’s previous budget update. Despite the Chancellor’s good news, the Vice Chancellor is reminding the Division that current budget measures must continue, such as reducing spending and conducting reviews/approvals for open positions prior to hiring. In addition, departments will receive detailed one-time budget reduction targets by May 14th, and there is an expectation that the Division will need to make some budget reductions for the fiscal year 2022. Please see the original email message for additional details.

3. Department budget funds rollover requests for the July 2021-June 2022 fiscal year must be submitted by this Friday, May 7th. Please see the April 27th email message from Cindy for details, including a link to the rollover request form (also found here: https://asfb.as.ucsb.edu/rollover-requests/).

4. The current 2020-2021 fiscal year ends this June 30th. To facilitate the fiscal year end closing process, it is vital that all AS Requisitions for expenditures during this current fiscal year be turned in to AS Admin NO LATER THAN JUNE 4th, 2021. Please contact Cindy or Anjum if you have any questions or issues.

5. The Chancellor’s Staff Advisory Council announced in a May 3rd email message a month-long staff celebration titled Staff MAYnia. This is being presented in place of the otherwise usual in person Staff Celebration Week. The celebration includes a number of virtual events this month with more information available on Shoreline at this link: https://shoreline.ucsb.edu/events_list. Chancellor Yang has also recorded a video message that can be found at this link: https://csac.ucsb.edu/events/staffmaynia.

6. The UCSB Department of Communications is presenting a series of 5 free Zoom webinars on communicating about COVID-19. The webinars are scheduled from 11:00am to 6:15pm this Thursday, May 6th. Please see the original message for details or click on this link: https://www.comm.ucsb.edu/news/annual/arthur-n-rupe#2021. Please register on Shoreline at this link: http://cglink.me/2dD/r1067279

7. The Office of Diversity, Equity, and Inclusion announced in an April 30th email message the training opportunity, Moving Beyond Bias (MBB). This training opportunity is available for faculty, administrators, and staff at all career levels. For more information, please visit the MBB website here: https://movingbeyondbias.org/. Senior Administrator/Staff trainings are scheduled for Tuesday, June 1st from 9:00am – 5:00pm, and Wednesday, June 2nd from 9:00am – 5:00pm. Please see the original email message for registration links.

8. Student Engagement and Leadership (SEAL) announced in an email this morning that the four 2021-2022 Memorial Scholarship Applications deadline has been extended to next Monday, May 10th. Please see today’s email for details and links to each of the award applications.

9. The University announced back in a February 11th email message proposed revisions to the University-wide police policies and administrative procedures commonly known as the “Gold Book”. These policies and procedures constitute a directive to the members of the UCPD and provide direction and guidance as well as the coordination framework for the protection of the UC community and its resources. The current full policy can be found here: https://policy.ucop.edu/doc/4000382/PoliceProceduresManual. Please see the original email message for attachments containing the proposed changes. While the official comments deadline was yesterday, May 3rd, you may still submit any comments for forwarding to Marisela and Ed as soon as possible but no later than this Friday, May 7th.

10. REMINDER: The campus announced in an April 27th email message a 30-day comment period relating to proposed revisions to the Interim Presidential Policy on COVID-19 Vaccination Program. An additional related message was sent on April 22nd. The primary proposed change is a requirement that students, faculty, academic appointees, and staff living, learning, or working on University Premises, or participating in person in University programs, to receive a COVID-19 vaccine. Please see the original messages for policy details which can also be found at this link: Proposed Policy. Please submit any related questions and comments to Marisela and Ed by Friday, May 21st.

11. REMINDER: Per Kat’s April 22nd email message, please reply back to her should you have any plexiglass COVID-19 safety needs for your respective area(s). Please first review the available options contained in the link: Plexiglass

12. REMINDER: The new ePerformance staff evaluation process is underway. Current information, resources, and due-date timelines are located at this HR/UCPath website link: https://www.ucpath.ucsb.edu/ePerformance. Please Note: ePerformance is for non-represented (policy covered) employees ONLY. ePerformance does not apply to represented staff as these employees remain on a different performance/evaluation plan schedule (July 1 to June 30) and continue to use the old related evaluation form. 1

3. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

April 28, 2021

AS Spring Elections have come to a successful conclusion with all reaffirmations passing. Congratulations to the entire elections team for their hard work. You can view the results on the AS Website at this link: 2021 Spring Elections Results. This week’s update follows and as usual, thank you all for your continued hard work:  

1. The campus announced in an April 27th email message a 30-day comment period relating to proposed revisions to the Interim Presidential Policy on COVID-19 Vaccination Program. The primary proposed change is a requirement that students, faculty, academic appointees, and staff living, learning, or working on University premises, or participating in person in University programs, to receive a COVID-19 vaccine. Please see the message for further details including related attachments, additional proposed policy changes, and how to provide feedback.

2. The campus issued an Emergency Notice on April 22nd regarding a cluster of positive COVID-19 cases in a university-recognized sorority house in Isla Vista. Additional details are available in a related email message, and serves as a reminder that despite the recent movement of the County to a less restrictive COVID-19 Tier (Orange), diligence is still required with following COVID-19 safety protocols.

3. In preparation for at least a partial return to campus this summer and/or fall, Kat sent an email message on April 22nd asking staff to provide any plexiglass needs you foresee in your respective areas. Please review the options contained in the link Kat provided (here: Plexiglass) and message her back with related order requests or questions.

4. As a reminder, we are scheduled for a Staff meeting this Thursday, April 27th from 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

5. Campus IT continues with its webinar series “Protecting Your Digital Self” with a discussion focused on Diversity, Equity, and Inclusion in the Digital Age. The Zoom webinar is scheduled for this Friday, April 30th at 12:00pm. Please see the email message from April 26th for details. Registration is available here: https://ucsb.zoom.us/webinar/register/8116147182253/WN_xfmeFBAnSxG8HKMvRH6r3Q.

6. UCSB’s Healthy Beverage Initiative Group announced in an April 21st email message an open conversation about ways to improve UCSB’s beverage environment. The Zoom discussion will be held on May 6th from 4:00pm to 5:00pm at this link: http://tinyurl.com/UCSBHBIRGS21. Please see the original message for details.

7. The Academic and Staff Assistance Program (ASAP) will hold a wellness workshop on Wednesday, May 5th from 12:00pm to 12:45pm to discuss the impact of sleep deprivation and provide practical tools to address insomnia. You can register for the Zoom discussion on Shoreline here: http://cglink.me/2dD/r1080298.

8. Student Engagement and Leadership (formerly OSL) announced in an April 21st email message that applications are now open for four memorial scholarships awarded annually in the name of members of the UCSB student body whose live were cut short under tragic circumstances. Applications are due Monday, May 3rd by 11:45pm. Please see the original email message for details and related application links.

9. CORRECTION: The link provided in last week’s Update to access the department’s COVID-19 Leave Request form is no longer located on the AS website home page. For career staff, it is now located on the staff’s website’s useful forms page here: https://staff.as.ucsb.edu/useful-forms/, and for student staff, it is located on the student staff site (at the bottom) at this link: https://studentstaff.as.ucsb.edu/resources/.

10. REMINDER: The Associated Students 2021 Awards nominations are now under way. The nomination form can be found here: https://forms.gle/PK1WsQRfvYUZxvmr6. Awards descriptions/details and nomination tips can be found here: AS Awards Resources. Please submit your nominations as soon as possible and before the deadline of April 30th.

11. REMINDER: The deadline for submitting to Marisela the last of the ‘paper’ performance evaluations for all policy covered (non-represented) staff is TODAY, Wednesday, April 28th. If you are a new staff member at AS, please speak with your supervisor for confirmation regarding your participation.

12. REMINDER: The new ePerformance staff evaluation process is underway. Current information, resources, and due-date timelines are located at this HR/UCPath website link: https://www.ucpath.ucsb.edu/ePerformance. Please Note: ePerformance is for non-represented (policy covered) employees ONLY. ePerformance does not apply to represented staff as these employees remain on a different performance/evaluation plan schedule (July 1 to June 30) and continue to use the old related evaluation form.

13. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

April 20, 2021

Happy AS Spring Elections week. As is mentioned again below, please encourage your student groups and any other students you engage with to vote by This Thursday at 4:00pm as a 20% undergraduate voter turnout is required to validate the results. As usual, thank you for your continued hard work:

1. Chancellor Yang provided a re-opening update email message on April 16th which can also be found here: https://chancellor.ucsb.edu/memos/2021-04-16-fall-2021-planning-update-person-instruction-and-housing. The Chancellor touched on a number of related topics regarding planning efforts for Fall quarter covering instruction, housing, and on-campus working arrangements. It is important to note that planning efforts remain contingent on public health guidelines, making for a continued fluid environment where late changes to plans should be anticipated. Please see the original message or link for details.

2. The campus Clery Act Compliance Coordinator, Jessica Fougere, distributed an email message on April, 13th regarding the 2020 data collection for Campus Security Authorities (CSA’s). If you received both this message a well as a separate Qualtrics survey message, you are required as a campus CSA to complete the brief survey in order to report certain crime disclosures. Please see the original messaging for details.

3. This week, of course, is the 2021 AS Spring General Election. Please encourage any students you engage with to vote before the election closes at 4:00pm this Thursday, April 22nd. Students can vote here https://vote.as.ucsb.edu/ and will need a valid UCSB NetID and password to access a ballot.

4. On April 16th, Miles Ashlock provided an email message containing a number of resource links from last Friday’s Divisional Meeting as well as a link to the meeting recording which can also be found here https://youtu.be/cX6CI0CpuuMfor those unable to attend.

5. Prompted by the recent UCOP data security incident, it is important to note that UCSB Information and Technology offers a host of IT security resources on its website. Please use this link https://www.it.ucsb.edu/security to access the relevant information and resources.

6. The campus announced in an April 19th email message that COVID-19 vaccinations will be provided on campus on two separate dates for Veterans and their Spouses, and Caregivers. Sponsored by the US Department of Veteran Affairs, the vaccination dates are Saturday, April 24th, and Saturday, May 15th at the UCSB Health Center. Please see the original email message for additional details.

7. Austin Foreman from the AS Strategic Vision Committee sent an email message on April 19th as a reminder that the first of three strategic planning focus group meetings for AS entities will be held via Zoom this Thursday, April 22nd from 1:45pm to 3:00 pm. AS staff members are invited to attend any of the meetings. Please see Austin’s message for details.

8. REMINDER: The Associated Students 2021 Awards nominations are now under way. The nomination form can be found here: https://forms.gle/PK1WsQRfvYUZxvmr6. Awards descriptions/details and nomination tips can be found here: AS Awards Resources. Please submit your nominations as soon as possible and before the deadline of April 30th.

9. REMINDER: The deadline for submitting to Marisela the last of the ‘paper’ performance evaluations for all policy covered (non-represented) staff has been extended to end-of-business on Wednesday, April 28th. Supervisors – please forward any completed evaluations to Marisela prior to this date as they become available. If you are a new staff member at AS, please speak with your supervisor for confirmation regarding your participation.

10. REMINDER: The new ePerformance staff evaluation process has begun as of April 1st. The new 12-month performance cycle runs from April 1st to March 31st. Current information, resources, and due-date timelines are located at this HR/UCPath website link: https://www.ucpath.ucsb.edu/ePerformance. Please Note: ePerformance is for non-represented (policy covered) employees ONLY. ePerformance does not apply to represented staff as these employees remain on a different performance/evaluation plan schedule (July 1 to June 30) and continue to use the old related evaluation form.

11. REMINDER: The department maintains a dedicated Staff Internal Resources website where you can find information and resources on a number of topics including various forms, human resources information, and existing process documents, to name a few. The site can be found at this link: https://staff.as.ucsb.edu/. You will need to log in with your personal credentials to access.

12. REMINDER: You can find the department’s COVID-19 Leave Request instructions, policy reference, and related request form on the AS website home page. Clicking on the “Leave Request (information and form)” box will take you to the resource page. You can also find it by clicking on this link: https://www.as.ucsb.edu/leave-request/.

13. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

April 13, 2021

Chancellor Yang provided an update email message this morning concerning UCSB Anti-Racism and Social Justice Efforts on the campus. Related topics include initiatives from the Office of the Vice Chancellor for Diversity, Equity and Inclusion, a faculty recruitment initiative, updates to research commitments, Race to Justice dialogue programing, student programming, campus safety and policing reforms, campus-wide initiatives and commitment. Please see the original message for details within each of these topics. You can also find the message at this link: https://chancellor.ucsb.edu/memos/2021-04-13-update-our-campus-anti-racism-and-social-justice-efforts.  

2. Student Affairs provided Division staff with a copy of an Announcements/Update message on April 9th that was sent to students last Friday. The message includes a number of Spring quarter topics that include current COVID-19 protocols and vaccination updates and resources, Public Health advice for those who are vaccinated, and a partial list of in-person activities on campus this Spring. Please see the message for related details.    

3. Oscar announced yesterday in the Staff Slack channel important guidance for backing up files as we continue to work remotely. Please see Oscar’s message for details which includes an FAQ help link for uploading/downloading files in google drive for backup purposes.    

4. Last Friday, April 9th, JudyAnn announced in the General Slack channel, that the Staff menu on the AS website has been shortened in items accessible from the main navigation bar. Please see JudyAnn’s original Slack message for additional details, and please visit the AS website and provide JudyAnn with any related questions/concerns.    

5. Miles Ashlock, Chief of Staff for Student Affairs, announced in an April 12th email message the availability of new Zoom backgrounds to help get the word out about student elections and fee reaffirmations. Miles encourages everyone to consider using one of the backgrounds through the end of elections next week through April 22nd. You can find the backgrounds at this link: https://drive.google.com/drive/folders/14shuQIZLpFl_NtkbtoA0V7abwbFm3yVF?usp=sharing.    

6. In an April 9th email message, the Asian Pacific Islander (API) Task Force at UCSB issued a formal statement against anti-Asian violence. Please see the message’s attached statement for details including referrals to a number of support resources.    

7. The campus Department of Recreation announced a limited reopening as of yesterday, April 12th, with primarily outdoor facilities, workshops, and Adventure programs. Please see their message from April 12th or visit their Returning to Recreation site at this link: https://t.e2ma.net/click/wknddg/w853wt/42u9nk.    

8. As you may recall, Austin Foreman requested via an April 2nd email message feedback from AS staff on the status of the previous strategic plan goals for the department. Austin provided additional clarity and guidance in an April 12th email message on what to focus on when looking over the report attachment he provided. If you have not already done so, please take time to review his latest message and provide feedback no later than next Friday, April 23rd.    

9. Student Affairs announced in an April 8th email message that current Executive Director for Career Services, Ignacio Gallardo, has agreed to oversee campus Veterans and Military Services. Ignacio will also be leading the effort to recruit a new Coordinator of Veterans and Military Services, which has been vacant since last July. Please see the original message for further details.    

10. The UCSB Alcohol & Drug Program and Health & Wellness announced in an April 12th email message a free, live Zoom webinar titled Challenges to Sleep…Electronics. Scheduled for Friday, April 16th from 12pm to 1pm, the webinar will focus on addictive electronic usage, particularly with respect to social media and how it affects sleep, as well as tips on how to improve your daily routines. Pease see the original message for details and the webinar Zoom link.    

11. The Associated Students 2021 Awards nominations request details were provided today via email and on the Slack General channel (thank you Chelsea!). The nomination form can be found here: https://forms.gle/PK1WsQRfvYUZxvmr6. Awards descriptions/details and nomination tips can be found here: AS Awards Resources. Please submit your nominations as soon as possible and before the deadline of April 30th.    

12. REMINDER: The UCSB Staff Assembly has announced the 2020-2021 Staff Citation of Excellence Awards Program. The purpose is to acknowledge and celebrate outstanding achievements and meritorious service of career staff. Ten awards will be made which include a plaque and $500 for each. Any UCSB faculty, academic, management, or staff member may submit a nomination, along with one endorsement letter. Submissions must be received no later than 4:00pm this Friday, April 16th. Please see the related email message from April 5th for details and the nomination form, or visit the webpage at: https://www.staffassembly.ucsb.edu/staff-awards.    

13. REMINDER: The deadline for University Awards has been extended to this Friday, April 16th. All faculty and staff who work with students are asked to nominate outstanding students who will receive an undergraduate or graduate degree in the 2020-2021 academic year. Awards descriptions and nomination forms are located at this link: https://docs.google.com/forms/d/e/1FAIpQLSdO-5qeOKyTkQV3FLgfHyIwYvGSZ8xA2a5K47ZpLRir8rXkQQ/viewform?usp=sf_link.    

14. REMINDER: The last of the ‘paper’ performance evaluations for all policy covered (non-represented) staff are due to be submitted by supervisors to Marisela on April 22nd. Supervisors should be scheduling related discussions with their staff to meet this deadline.  

15. REMINDER: The new ePerformance staff evaluation process has begun as of April 1st concurrently as the department completes the transitional evaluation process described above. The new 12-month performance cycle runs from April 1st to March 31st and will repeat on this schedule every year. Current information, resources, and due-date timelines are locate at this HR/UCPath website link: https://www.ucpath.ucsb.edu/ePerformance. Also, you are encouraged to join one of the scheduled demonstrations of the ePerformance system which are currently being held through April 15th. Please see the demonstration schedule located in the right hand column of the ePerformance home page under the Get to Know the ePerformance Process section. Additional ePerformance information was also provided in an April 1st email message.    

16. REMINDER: The department maintains a dedicated Staff Internal Resources website where you can find information and resources on a number of topics including various forms, human resources information, and existing process documents, to name a few. The site can be found at this link: https://staff.as.ucsb.edu/. You will need to log in with your personal credentials to access.    

17. REMINDER: You can find the department’s COVID-19 Leave Request instructions, policy reference, and related request form on the AS website home page. Clicking on the “Leave Request (information and form)” box will take you to the resource page. You can also find it by clicking on this link: https://www.as.ucsb.edu/leave-request/.    

18. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

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April 6, 2021

The Campus announced in a March 31st email message, as well as an April 2nd follow up message, that there has been a systemwide data security incident involving UC employees and personal identity information. In addition, UCOP and the Campus released a third message this morning containing an FAQ’s link concerning the incident that can be found here: https://t.e2ma.net/click/j081te/vlhcsn/bqz5zw. Stolen information may include names, birth dates, Social Security numbers, and bank account information which is being threatened to be released by the attackers in an extortion attempt. While the University is working with authorities, it is offering all employees free credit monitoring and identity theft protection for one year as a way to provide proactive protection. The University will also contact individuals directly who are confirmed to be affected. Please see the original messages for details including protective service sign up information and other steps that can be taken.  

2. As we are in tax season, Campus IT/Security provided an IRS issued warning about impersonation fraud targeting students, faculty, and staff at colleges and universities using ‘.edu’ email addresses. The warning relates to a phishing campaign that impersonates the IRS and asks for personal information. Please see the original March 30th email message for details.  

3. In an April 1st email message, Campus Human Resources announced that the University has decided to offer all University employees, including exclusively represented employees, a new 2021 allotment of Emergency Paid Sick Leave (EPSL). For full details, please see information at this link: https://ucnet.universityofcalifornia.edu/news/2021/03/emergency-paid-sick-leave-for-covid-19-relief-available-to-uc-employees-for-2021.html. Related EPSL is available now through September 30, 2021.  

4. The Gateway procurement portal will be unavailable beginning this Friday, April 9th at 6:00pm until Sunday, April 11th at 9:00am to implement a system upgrade. Please plan your access needs accordingly.  

5. UCSB’s Policy Coordinator, Jennifer Lofthus, provided a Notice of Comment Period for revisions to the Sexual Violence/Sexual Harassment Frameworks for Faculty and Staff. Please review her detailed March 31st email message for the proposed changes and submit any feedback by the due date of April 14th. This is particularly pertinent given that April is Sexual Assault Awareness Month.   

6. Austin Foreman requested via an April 2nd email message feedback from AS staff on the status of the previous strategic plan goals for the department. When you have a chance, please review his message and related report attachments and provide any comments you have back to Austin on the accuracy of the reports or any missing information.  

7. The UCSB Library provided an email message on April 1st confirming its reopening and Spring programming schedule. Students, faculty, and staff can reserve a seat for limited study space availability. The Library also continues to offer a pickup and mailing service as well as other remote services. Please see the original message for details and related links.  

8. Campus LSIT announced in an April 5th email message a DocuSign open forum on April 15th from 10:00am to 11:30am. The virtual Zoom event will include a template overview, tips and tricks, and a Q&A session. Please see the original message for details  

9. The UCSB Staff Assembly has announced the 2020-2021 Staff Citation of Excellence Awards Program. The purpose is to acknowledge and celebrate outstanding achievements and meritorious service of career staff. Ten awards will be made which include a plaque and $500 for each. Any UCSB faculty, academic, management, or staff member may submit a nomination, along with one endorsement letter. Submissions must be received no later than 4:00pm on Friday, April 16th. Please see the related email message from April 5th for details and the nomination form, or visit the webpage at: https://www.staffassembly.ucsb.edu/staff-awards.  

10. The end-of-year Associated Students Awards process for the current academic year is under way. Please keep an eye out for nomination details messaging that will soon be distributed to the department.   

11. Student Affairs is now accepting nominations for University Awards and are asking all faculty and staff who work with students to nominate outstanding students who will receive an undergraduate or graduate degree in the 2020-2021 academic year. Awards descriptions and nomination forms are located at this link: https://docs.google.com/forms/d/e/1FAIpQLSdO-5qeOKyTkQV3FLgfHyIwYvGSZ8xA2a5K47ZpLRir8rXkQQ/viewform?usp=sf_link. The deadline to submit nominations is this Friday, April 9th at 12:00pm.  

12. Campus Advocacy, Resources & Education (CARE) announced in an April 1st email message that this April marks the 20th anniversary for Sexual Assault Awareness Month (SAAM). CARE is hosting SAAM virtual events throughout the month and provided a calendar schedule in the original email. You can also find additional information on the 2021 SAAM website at this link: https://care.ucsb.edu/sexual-assault-awareness-month-saam.  

13. The Office of Enrollment Services announced in an April 2nd email message the promotion of April as Financial Wellness Awareness month. The message includes a calendar of virtual programming events where students can participate in activities and events to learn more about loans, filing taxes, balanced eating on a budget, ways to save, paying off debt, and more. Many of the events are presented by the AS Community Financial Fund (CFF). Please see the original message as well as the information link for details and registration (link: https://food.ucsb.edu/resources/financial/financial-wellness-awareness-month).  

14. UCSB Arts & Lectures announced in an April 2nd email message a new programming initiative, Creating Hope, featuring a free keynote virtual event with His Holiness the XIV Dalai Lama of Tibet. The event is scheduled for Tuesday, May 18th beginning at 8:30pm (PDT). Please see the original message for event and programming details.  

15. UCSB Undocumented Student Services announced in an April 5th email message Immigrant Resilience Week – a week of events running from April 12th to 16th to raise awareness and support for undocumented students and the immigrant community. Please see the original message for details and a schedule of events.  

16. REMINDER: As the ePerformance evaluation process begins, the last of the ‘paper’ evaluations are coming to a close at the end of the month with the completion of a transitional process covering July, 2020 to March, 2021. All policy covered (non-represented) staff should soon be scheduled for a related discussion with their supervisor to take place before April 22nd. Completed forms will be turned in to Marisela by this date and after discussions have taken place.  

17. REMINDER: The new ePerformance staff evaluation process has begun as of April 1st concurrently as the department completes the transitional evaluation process described above. The new 12-month performance cycle runs from April 1st to March 31st and will repeat on this schedule every year. Current information, resources, and due-date timelines are locate at this HR/UCPath website link: https://www.ucpath.ucsb.edu/ePerformance. Also, you are encouraged to join one of the scheduled demonstrations of the ePerformance system which are currently being held through April 15th. Please see the demonstration schedule located in the right hand column of the ePerformance home page under the Get to Know the ePerformance Process section. Additional ePerformance information was also provided in an April 1st email message.  

18. REMINDER: Please keep in mind that numerous AS resources, such as “Where’s my Check” and how to put a proposal together for essential service provision, are currently available on the AS Website Home Page at https://www.as.ucsb.edu/. Until further notice, these are the resources we have to use from our remote work locations.  

19. REMINDER: Should you have any change to a home address, please update that information in UCPath, with your direct supervisor, and your remote work agreement form assuming it does not already contain that current information.  

20. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

March 30, 2021

Having recently reached the one-year milestone of the significant pandemic-driven changes to our work and personal lives, it is important to reflect back on how we, individually and as a department, have overcome and adapted to the challenges. To document this for internal and external reference, and celebrate the tremendous work and creativity that all AS staff members have contributed throughout this unprecedented experience, the department will soon be releasing its annual report highlighting many of these significant achievements. By virtue of your dedication, hard work and contributions, the entire department, including staff, managers and directors, have contributed to this report. Related case studies and information have been organized and analyzed by directors and recently submitted to Andy and Chelsea for design and layout (thank you Andy and Chelsea for the consolidation and formatting of all of this information!). A future announcement will be made when distribution is ready. In the meantime, thank you all for your hard work and adaptability as we continue to navigate the ever-changing COVID-19 landscape.  

2. The campus provided a COVID-19 vaccination email message update on March 29th to announce that the Santa Barbara County Health Department (SBCHD) has an increased supply of COVID-19 vaccines available for the next three weeks. All UCSB employees, including graduate students employed by the university, are eligible to receive the vaccine. The appointments are available through the SBCPHD website at https://t.e2ma.net/click/zoevse/vlhcsn/v1hnxw. Please see the original email message for further details including vaccination locations and dates.  

3. A friendly reminder that in place of this week’s Staff Meeting, we will all be attending the ESR Retreat from 1:00pm to 4:00pm on Thursday via Zoom. The retreat will continue on Friday during the same hours so please plan accordingly. You all should have received calendar invites for both days. Zoom links for each day are also here: Thursday: <p>https://ucsb.zoom.us/j/88227158871?pwd=anE5Snd1eFRFeGQ0YXJUbEUvRi9XUT09</p> Friday: <p>https://ucsb.zoom.us/j/88313671759?pwd=bVdTSXJCQmpPbmVvS0ltcE41WmxjUT09</p>  

4. For all FlexCard holders, Vaughn Boyle in the campus FlexCard Admin office announced in a March 23rd email message that all active cardholders now have a transaction limit of $10,000 which is an increase from the previous $5,000 limit. Please keep in mind that all previous commodity restrictions remain in place and transaction increase permission must still be obtained for any purchase over the new limit. Please see Vaughn’s message for further details.  

5. As the campus transitions to the new ePerformance evaluation process, the last of the ‘paper’ evaluations under the outgoing process is rapidly coming due on April 30th. This applies only to non-represented staff and supervisors. Please see Lili’s March 23rd email message and attachment for further details. You can also find additional information on the campus HR website at https://www.hr.ucsb.edu/performance-development-policy-covered-staff. Supervisors – please schedule related evaluation meetings as soon as possible for any supervised staff not yet completed.  

6. The campus Office of Diversity, Equity, and Inclusion announced in a March 29th email message the next installment of its “Difficult Dialogues: Anti-Blackness” series to be held this Wednesday, March 31st at 12:00pm to 1:30pm. The talk will be delivered by Dr. William Smith from the University of Utah, and is titled, “We Charge Genocide!: The Mental and Physical Tolls of Racial Battle Fatigue among Black People.” Please see the original message for details, registration information, and Dr. Smith’s full profile.  

7. Austin Foreman announced in a March 29th email message that the student AS Strategic Plan Committee is heading into the final phase of their survey project in which all AS groups need to participate. Please see Austin’s message for details and if you are advising any AS student groups, please encourage them to complete the request as timely as possible.  

8. Campus Design & Construction Services announced in a March 29th email message that the northern half of parking lot 3 will be blocked off this Saturday, April 3rd to provide a construction area for a large concrete pour at the new Classroom Building site. As you are likely aware, this is the primary parking lot across from AS Main/Admin so please plan accordingly if you are driving to campus that day.  

9. REMINDER: Beginning Friday April 2nd through Sunday April 4th, the campus will be closed to overnight visitor parking to discourage Warm Up Weekend crowds. A number of campus parking lots and access roads may also be closed as needed. For more information, please see the Transportation and Parking Information website at http://www.tps.ucsb.edu/.  

10. REMINDER: Please review the new ePerformance staff evaluation process which is scheduled to begin this Spring on April 1st. The 12-month performance cycle runs to March 31st and will repeat on this schedule every year. Current information and resources are locate at this HR/UCPath website link: https://www.ucpath.ucsb.edu/ePerformance.  

11. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

March 16, 2021

As mentioned in last week’s Ops Update, while COVID-19 cases continue to fall, it is critical that we all remain diligent with respect to personal safety and adhering to current campus COVID-19 mitigation policies for the benefit of all, and to ensure that Spring quarter is a good a it can be despite the on-campus limitations. Please also note that the weekly Ops Update will take a pause between terms and will resume the first week of Spring quarter on Tuesday, March 30th. Please take time to review this week’s ops update below and, as usual, thank you for your continued hard work:  

1. The campus provided a COVID-19 vaccination update in an email message on March 9th. In summary, the message confirmed that the Santa Barbara County Public Health Department (SBCPHD) announced that individuals working in higher education are now eligible to receive COVID-19 vaccines as doses are available. However, the State of California has decided to move to Blue Shield as the sole COVID-19 vaccine administrator meaning that UCSB will no longer receive future vaccine doses due to Blue Shield contract requirements. Therefore, UCSB employees are strongly encouraged to take advantage of any opportunity to obtain vaccines through their own healthcare providers, or from those listed on the SBCPHD website here: https://t.e2ma.net/click/z4ytpe/vlhcsn/n7w0rw, and to register online with the California Department of Public Health Portal MyTurn here: https://t.e2ma.net/click/z4ytpe/vlhcsn/3zx0rw. Please see the original email message for additional information.  

2. While you may already be aware, a friendly reminder that this week’s regularly scheduled Staff meeting has been cancelled. Please be sure to take a moment for your own self-care during the cancelled meeting time.  

3. Please welcome Katee Gustavson who has joined AS as the new interim Recycling & Compost Coordinator, stepping in for Jessie Schmitt who’s last day with AS is next Friday, March 26th. Katee will begin her new role this Thursday, March 18th. Please see Lili’s Personnel Announcement email message from earlier this morning for more information.  

4. Per JudyAnn’s March 15th Slack post in the General channel, today, March 16th, is UCSB’s Decision Release Day for incoming first-year students. These prospective students will be viewing UCSB websites in increasing numbers, so please review your area’s respective AS website information, including those for student groups you advise, to ensure information, projects, and currently listed student officers are up to date.  

5. Campus Enterprise Technology Services (ETS) announced in a March 15th email message that they will be performing router migration cleanup activities on Thursday, March 25th from 12:01am to 7:30am. This will affect the entire campus network at various times during the scheduled window so please plan accordingly. Please see the original email message for additional details.  

6. The Academic and Staff Assistance Program (ASAP) announced a confidential drop-in therapy group scheduled to meet once a month between March 31st and May 19th. The group is being developed to foster colleague connections and promote psychological well-being. Please see the original email message from March 15th for details. RSVP at mailto:asap@hr.ucsb.edu.  

7. REMINDER: Beginning Friday April 2nd through Sunday April 4th, the campus will be closed to overnight visitor parking to discourage Warm Up Weekend crowds. A number of campus parking lots and access roads may also be closed as needed. For more information, please see the Transportation and Parking Information website at http://www.tps.ucsb.edu/.  

8. REMINDER: Please review the new ePerformance staff evaluation process which is scheduled to begin this Spring on April 1st. The 12-month performance cycle runs to March 31st and will repeat on this schedule every year. Current information and resources are locate at this HR/UCPath website link: https://www.ucpath.ucsb.edu/ePerformance.  

9. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.  

10. REMINDER: Given the ongoing, although revised, Santa Barbara County Public Health Department stay-at-home order (revised order found here: https://t.e2ma.net/click/g0c73f/wgg5yt/8tavdk), Associated Students will continue to maintain scaled back operations that include the following: a) Projects, services, and activities that are not fully implemented/approved are on hold until new guidance allows. b) Supervisors: review with staff onsite operations/staffing to determine if they can be suspended or provided remotely. c) New one-off campus and AS facility visits are suspended during current orders. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.

March 10, 2021

As Winter quarter winds down (week 10 already!), we look forward to more Covid-19 progress in Spring. However, we still need to remain diligent with respect to personal safety and adhering to current campus policies for the benefit of all. Please take time to review this week’s ops update below and, as usual, thank you for your continued hard work:  

1. As we hit the one-year mark working under COVID-19 restrictions, it is important to remind ourselves that there continue to be processes for requesting COVID-19 related leave as well as for safe campus workplace protocols. With regard to COVID-19 leave, the department’s request process can be found at this link: http://www.as.ucsb.edu/leave-request/.   With regard to safe workplace protocols, whether for a regular schedule or for periodic/one-time campus visits, both student and career staff must first complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. You can login to the Training Center at this link: https://www.learningcenter.ucsb.edu/.   Once the training course is completed, onsite staff must register for and complete a daily COVID-19 screening survey prior to leaving home. Survey registration is at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.   Once on campus, social distancing and face masks are required when away from any isolated personal workspace, indoors or outdoors. In addition, please familiarize yourself with the campus’ comprehensive COVID-19 information covering workplace/travel safety, testing, and vaccinations located on the UCSB COVID-19 Information website at this link: https://www.ucsb.edu/COVID-19-information.  

2. This Sunday, March 14th is Daylight Savings Time for all of you non-Arizonans. Be sure to ‘Spring Forward’ all of your clocks by one hour Saturday night.  

3. A big welcome to Daniel Chavez who started Monday as the department’s new Food Bank Coordinator. Many of you will likely meet Daniel over the next couple of weeks as he makes the rounds through orientation. Also feel free to reach out to Daniel directly to introduce yourself (Slack or email at danielc@as.ucsb.edu).  

4. UCSB Business Services announced in a March 8th email message that John Pavia has joined the campus FlexCard team as FlexCard Coordinator, filling the position previously held by Lynn Corrigan who retired last June. John will increasingly take over day-to-day FlexCard customer service over the coming weeks. In addition, it was announced that Vaughn Boyle, Settlement Services and Capital Asset Manager for campus Business Services, will be retiring this June. Vaughn has also been filling in as interim FlexCard Coordinator. Please see the original email message for further details.  

5. Campus Administrative Services provided an updated email message on March 8th regarding Warm Up Weekend campus parking and access. Beginning Friday April 2nd through Sunday April 4th, the campus will be closed to overnight visitor parking. Campus checkpoints will be set up beginning at 5:00pm on Friday, April 2nd and will continue as needed throughout the weekend. Unauthorized vehicles will be denied access without prior approval. In addition, a number of campus parking lot and access road closures are possible. Please see the original message for details as well as the Transportation and Parking Information website at http://www.tps.ucsb.edu/.  

6. The UCSB Police Advisory Board announced in a March 5th email message their first Town Hall webinar with UCSB’s Chief of Police, Alex Yao, scheduled for this Thursday, March 11th from 6:00pm to 8:00pm (PST). Students, staff, faculty, and all those who are a part of the campus community are encouraged to attend. Registration is required and can be completed at this link: http://tiny.cc/hf2rtz.  

7. Campus Human Resources announced in a March 4th email message that an extension was approved to the temporary change to the Absence from Work Policy for policy-covered staff employees, which is intended to offer relief to parents during the pandemic. The revised extension now runs through June 30, 2021. Please see the original message for further details. You can also view the full article on UCnet at this link: https://ucnet.universityofcalifornia.edu/news/2021/03/eligible-staff-may-continue-to-use-accrued-sick-leave-for-child-care-reasons-due-to-covid-19-through-june-30,-2021.html.  

8. The UCPath Center announced in a March 2nd email message that it implemented a new case closure process that went into effect that day. The new process provides case submitters with additional time to review the case resolution before the case is closed by UCPath to allow more time for additional follow up actions or questions to be submitted. Cases will be automatically closed after 5 days with email notification to the submitter unless additional action is requested. Please see the original message for details.   

9. The campus Policy Coordinator, Jennifer Lofthus, provided a 90-day comment period notice regarding a number of UC policy revisions. These include Classification of Gifts and Awards (providing greater clarity for properly classifying private support in contemporary circumstances), Travel Regulations (revised mileage reimbursement rates), and Financial Aid Guidelines (updated clarifications and guidelines). Please see the original March 8th email message for details and policy attachments.  

10. The campus Vice Chancellor for Administrative Services, Garry Mac Pherson, announced the issuance by UCOP the UC’s Native American Cultural Affiliation and Repatriation Interim Policy to clarify the process by which all UC campuses will implement the Federal Native American Graves Protection and Repatriation Act which protects Native American graves and requires repatriation of Native American human remains and certain cultural items. The Vice Chancellor’s message confirms UCSB’s commitment to this policy. Please see the original message for details.  

11. Community Housing Services outlined in a March 3rd email message housing benefits that UCSB employees have as a result of a collaboration with Coastal Housing Partnership. These include home buying education webinars, mortgage refinance cost savings resources, and a free rental search site resource. Please see the original message for details and webinar dates.  

12. The Academic and Staff Assistance Program (ASAP) announced a six-week confidential therapy group supporting the Asian, Pacific Islander, and Desi American campus community. This therapy group will provide a confidential, safe space to process, heal, connect and find strength as a collective. This is a closed group so space will be limited. Please see the original email message on March 8th for schedule and registration details.  

13. REMINDER: Preventing and responding to sexual violence, sexual assault, sexual harassment, dating/domestic violence and stalking are top priorities for the UC. Under the UC Policy on Sexual Violence and Sexual Harassment (found here: http://policy.ucop.edu/doc/4000385/SVSH), all UC employees, including those who don’t directly supervise anyone, are designated as Responsible Employees who must notify the Title IX officer if, while they are working, they learn that a student may have experienced sexual violence or sexual harassment. Detailed information as to how to fulfill this obligation and the reporting process is available on the UCSB Sexual Violence Prevention and Response website at this link: http://sexualviolence.ucsb.edu/faq/responsible.employees/. Additional detailed information is also available on the UC Systemwide Sexual Violence Prevention & Response website at this link: https://sexualviolence.universityofcalifornia.edu/.  

14. REMINDER: Please review the new ePerformance staff evaluation process which is scheduled to begin this Spring. Current information and resources are locate at this HR/UCPath website link: https://www.ucpath.ucsb.edu/ePerformance.  

15. REMINDER: Given the ongoing, although revised, Santa Barbara County Public Health Department stay-at-home order (revised order found here: https://t.e2ma.net/click/g0c73f/wgg5yt/8tavdk), Associated Students will continue to maintain scaled back operations that include the following: a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows. b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity. c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.

March 3, 2021

Student Affairs Vice Chancellor Margaret Klawunn distributed a Division update message on February 26th. In addition to marking one year this week of the campus working remotely due to COVID-19, the Vice Chancellor provided a budget update emphasizing the need to stay the course with current financial savings strategies while also referencing a recent update from Chancellor Yang (found here: https://chancellor.ucsb.edu/memos/2021-02-22-covid-19-update). In addition, the Vice Chancellor encourages everyone to participate in self-care and offers a number of related suggestions. Please see her message for details.  

2. As a reminder, we are scheduled for a Staff Meeting this Thursday, March 4th from 1:00pm to 3:00pm (PST) via this Zoom link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.  

3. As previously announced, the campus is moving to a new staff evaluation process this Spring known as ePerformance. With that implementation quickly approaching, staff and supervisors should be reviewing and becoming familiar with the currently available information and resources located on this HR/UCPath webpage: https://www.ucpath.ucsb.edu/ePerformance. In addition, please keep an eye out for new email announcements concerning additional related presentations.  

4. Campus Procurement announced that General Accounting is realigning campus and UCOP Object Codes. If you have been using a particular Object Code on your Gateway orders, please be sure to check the Object and Commodity Codes list located on your Gateway dashboard in case there has been an update to the item category you are ordering from and to avoid possible system order rejection. Current long-term Gateway POs such as Vendor Blankets and Contracts will be automatically updated where possible.  

5. In a February 28th email message, Austin Foreman announced the distribution of an “All Undergrad Survey” to obtain feedback from the undergraduate campus community to help develop an updated AS Strategic Vision plan focused on the needs of the UCSB student body. Austin asks that the survey link be distributed as widely as possible to students so please feel free to pass along the survey link located here: https://www.surveymonkey.com/r/ASUCSBUndergradSurvey. Please see Austin’s message for more info and a suggested message for passing along the link.  

6. Student Affairs announced in a February 25th email message a collaborative live webinar hosting by the UCSB Drug and Alcohol Program and UCSB CAPS titled Finding Inner Calm in Emotionally Turbulent Times. The webinar will provide stress management skills for taking greater control of one’s emotions to feel calmer and more balanced. The webinar is open to the entire campus community and is scheduled for today, Wednesday, March 3rd, 12:00pm – 1:00pm (PST); webinar link: https://ucsb.zoom.us/j/83640597291 (Passcode 461157). Please see the original message for details.  

7. The Academic and Staff Assistance Program (ASAP) announced in a March 1st email message another Wellness Workshop webinar titled Relax and Renew: Body Movement for Wellness. This experiential 45-minute workshop will guide participants through a sequence of yoga poses, breath work, and meditation. The workshop is scheduled for next Wednesday, March 10th, 12:00pm to 12:45pm. You can register on Shoreline at this link: http://cglink.me/2dD/r1031010.  

8. UC Travel distributed an email message on February 25th summarizing a recent survey with a focus on “Travel after COVID-19”. While the message provides a few related statistics, it also announces a Spring calendar of travel education webinars. Please see the original message for details. The webinar schedule can also be found at this link: https://travel.ucop.edu/connexxus/public/travel-webinars?mc_cid=5025bc58a7&mc_eid=0b3431ac41.  

9. REMINDER: If at all possible, please have your Gateway orders shipped directly to your remote work location utilizing the “One-time Ship-to Address” option provided via instructions on your Gateway dashboard. Please do not have orders shipped to campus Central Receiving, and only have them shipped to AS Admin if you are unable to receive items at your location. If Admin does receive your shipment, please pick up the items timely after their arrival.   1

0. REMINDER: Given the ongoing, although revised, Santa Barbara County Public Health Department stay-at-home order (revised order found here: https://t.e2ma.net/click/g0c73f/wgg5yt/8tavdk), Associated Students will continue to maintain scaled back operations that include the following: a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows. b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity. c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.  

11. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside).   Please be sure to schedule time to discuss in advance the need to work onsite with your supervisor and to receive both their approval and that from Marisela prior to any onsite work/visit.

February 23, 2021

1. Chancellor Yang provided a COVID-19 update message yesterday that touched on a number of topics including vaccinations, spring quarter instruction and remote work, summer plans, commencement, and fall quarter. Given the continued fluid nature of COVID-19 challenges including the high prevalence of cases in the County and Isla Vista, plans for a number of these areas remain unsettled. However, it ha been confirmed that given the current level of local COVID-19 cases, course instruction for spring quarter will continue to be primarily remote at the same level it has been for winter quarter, with remote work for staff also continuing. Decisions beyond this, including for commencement, will be delayed until later in spring quarter. Please read the Chancellor’s full message found here https://chancellor.ucsb.edu/memos/2021-02-22-covid-19-update if you have not already done so. 

2. As announced by Lili in a February 17th email message, the AS Food Bank Coordinator search has concluded with the selection of a great candidate, Daniel Chavez, who is scheduled to begin on Monday, March 8th. Please see Lili’s message for a synopsis of Daniel’s background. Despite our collective mostly remote work locations, please be sure to welcome Daniel once he has started and is online. 

3. Campus Procurement has issued a reminder that unless your Gateway orders are absolutely necessary to support the campus during the current shutdown, please do not have your orders shipped to campus Central Receiving. In addition to having orders shipped to AS Admin, you have an option in Gateway to have orders shipped to your remote work location using the “One-time Ship-to Address” option. Instructions can be found at a link on the Gateway dashboard and here: https://www.bfs.ucsb.edu/sites/www.bfs.ucsb.edu/files/docs/procurement/Add%20One-Time%20Ship-to%20Address%20for%20Off%20and%20On%20Campus.pdf

4. In a February 16th email message, the UCSB Library announced that as of July 27, 2021, the libraries on all 10 UC campuses will be connected through a unified discovery and borrowing system known as UC Library Search. This new system will replace the current catalog search tool and should make finding and borrowing materials across the system easier. More information about the project can be found here https://libraries.universityofcalifornia.edu/uclibrarysearch/ as well as in the original email message. 

5. In a February 22nd email message, the campus announced a special panel discussion and Q&A webinar that will explore COVID-19 vaccines and other, non-pharmaceutical interventions aimed at mitigating the spread of the virus. The panelists include a number of UCSB medical and microbiology experts. The webinar is scheduled for this Thursday February 25th, from 12:30pm to 1:30pm (PST). Please see the original message for additional details and registration information. 

6. The Multicultural Center (MCC) announced in a February 19th email message a Zoom workshop focused on students experiencing housing insecurity. The workshop, titled Rapid Rehousing: Supporting UCSB Students’ Housing Needs, is scheduled for this Wednesday, February 24th at 6:30pm (PST). One of the guest speakers is Ron Perry who will share information and answer questions about the recent California eviction moratorium and other legal resources available for students. Please see the original message for additional detail. You can join the workshop at this link: https://ucsb.zoom.us/j/87365352809 (Meeting ID: 873 6535 2809; Passcode: 1504). 

7. In a February 17th email message, the campus Deputy ADA Compliance Officer, Jennifer Lofthus, announced an upcoming web accessibility training opportunity. This online workshop will present best practices in website accessibility to make your website more accessible to the campus community including the introduction of a free assessment tool, Siteimprove. The training is scheduled for this Thursday, February 25th at 10:00am (PST). You can register for the workshop here: https://bit.ly/3tKmjgj

8. As you know, the payroll process requires all staff to complete timecards in Kronos in a consistent and timely manner, and for managers to complete their approvals for staff timecards every other week prior to Tuesday morning sign-offs. As of late, completion of this process has improved significantly. So a big thank you to all for your attentiveness with completing your respective parts and please keep it going! 

9. REMINDER: Given the ongoing, although revised, Santa Barbara County Public Health Department stay-at-home order (revised order found here: https://t.e2ma.net/click/g0c73f/wgg5yt/8tavdk), Associated Students will continue to maintain scaled back operations that include the following:a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows.b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity.c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela. 

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps:a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.c) Wear face coverings while onsite (indoors or outside). Please be sure to schedule time to discuss in advance the need to work onsite with your supervisor and to receive both their approval and that from Marisela prior to any onsite work/visit.

February 17, 2021

AS Staff was copied on an email update message on February 11th from Student Affairs that was sent to undergraduate students with a focus on spring break plans and travel. In essence, with the ongoing COVID-19 challenges, travel is once again being discouraged beyond 120 miles from homes, including that to other states. In addition, the update offers COVID-friendly options for having fun locally during spring break. Please see the original message for full details.  

2. It seems that this is the season for campus departments to introduce redesigned websites. As with the previously announced campus HR website redesign, the Enterprise Technology Services (ETS) Service Center announced in a February 11th email message that the Timekeeping website now has a new look and updated layout. When time allows, please familiarize yourself with the new website design at https://www.timekeeping.ucsb.edu/. Please also see the original email message for details.  

3. In addition to those previously mentioned, UCPath announced in a February 15th email message, that as of today, a new UCPath website has been launched. The new site has been re-organized and is now fully mobile-responsive making it easy to navigate on a wide range of web browsers and portable devices. Please take time to explore the new website which can be accessed at its usual link: https://www.ucpath.ucsb.edu/.  

4. In a February 10th email message, campus ETS announced that a campus core router migration for the North Hall core will take place on February 24th from 12:01am to 7:30am. It is expected that most network services on campus will be impacted during this time so please plan accordingly should those early morning hours impact your on-campus work plans.  

5. As a reminder, we are scheduled for a Staff meeting this Thursday, February 18th from 1:00pm to 3:00pm (PST) via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.  

6. On February 10th, an email message was distributed to AS student leadership, with AS staff copied, regarding a strategic vision survey that will be distributed to all undergraduate students. The goal is to receive feedback on the needs of students and make changes and goals to the AS Strategic Plan. Please see the original message for additional details.  

7. If you haven’t signed up yet, a new Pet-Therapy channel for AS staff was recently added to Slack. The channel is a place to share pictures and videos of your pets, or simply to take a few moments to view the cuteness.  

8. The Academic and Staff Assistance Program (AAP) will be hosting another presentation titled Cultivating Hope and Possibility: Finding Light in the Pandemic Tunnel. The presentation will offer ways to bring meaning and fulfillment in our personal and professional lives. The presentation was announced in an earlier email message yesterday and the Zoom presentation is scheduled for Wednesday, February 24th from 10:00am to 11:00am (PST). RSVP on Shoreline here http://cglink.me/2dD/r1005428 to receive the Zoom registration link.  

9. REMINDER: Given the ongoing, although revised, Santa Barbara County Public Health Department stay-at-home order (revised order found here: https://t.e2ma.net/click/g0c73f/wgg5yt/8tavdk), Associated Students will continue to maintain scaled back operations that include the following: a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows. b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity. c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.  

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside).

February 9, 2021

Margaret Klawuun, Vice Chancellor for Student Affairs, distributed an email message yesterday (February 8th) regarding updated budget details and likely impacts for the division. The message includes information on the current financial environment, related priorities, actions already taken, as well as some financial savings strategies and timelines for moving forward. While the message is lengthy, the two primary stated priorities are for the division to continue to pursue and provide an excellent student experience within budget limitations, and to the greatest extent possible, preserve the division’s current workforce. In addition, it is important to note that Vice Chancellor Klawuun along with the division’s CFO, Alex Ramos, will be holding upcoming budget meetings with each department in the division. Since the budget situation remains fluid, we will likely continue to receive information updates as planning and strategies firm up. For now, please see the original message for current details.  

2. If you were unable to attend last Friday’s Student Affairs divisional webinar, the webinar recording is now available and can be viewed at this link: https://vimeo.com/509498056/e19ccaae15.  

3. Chancellor Yang issued a COVID-19 Vaccination Update email message on February 3rd which can also be found at this link: https://chancellor.ucsb.edu/memos/2021-02-03-covid-19-vaccination-update. The message includes information on vaccine supply, guidelines, and number administered to date. Also, given the fluid nature of the campus vaccine program, a vaccine information page has been added to the campus COVID-19 information website at this link: https://www.ucsb.edu/COVID-19-information/vaccine. Please see the original message for additional details.  

4. AS Budget hearings for the 2020-2021 fiscal year have now been scheduled for this Thursday, February 11th and Friday, February 12th from 10:00am to 2:00pm both days. Each group will be allotted 10 minutes to present their budget. Please sign up at the following link and note that each budget hearing day has its own tab on the sign up document: https://docs.google.com/spreadsheets/d/1pbM4NHZhoUZyucVb9c-KAsaK7yioYSPUf9_F9X-XHPk/edit?usp=sharing.  

5. In a February 4th email message, it was announced that the UC Office of the President has issued an interim presidential vaccination policy that took effect on January 15th for all UC campuses. The interim policy sets forth the requirements each campus must undertake to implement and support a vaccination program. This interim policy is scheduled to automatically end on December 31, 2021 should a final policy not be approved by that time. The message contains links (and an attachment) to detailed policy information on vaccination program implementation. This may be a helpful information resource over the next few months so it is recommended that you keep the message for possible future reference.  

6. Next Monday, February 15th is a UC holiday in observance of Presidents’ Day. Please take advantage of the extra down-time for your self care.  

7. UCSB Health & Wellness announced in a February 3rd email message that they will be holding a virtual training on COVID-19 safety, vaccine, myths versus truths, risks, and biology. The training is scheduled for this Wednesday, February 10th from 6:00pm to 8:00pm (PST). You can register for the training at this link: https://shoreline.ucsb.edu/click?linkid=2f3565d8-1b2f-41f9-81e1-ac7bbdf69ce9.  

8. REMINDER: Just a few weeks are left before tax filing day. If you requested an electronic version of your W-2, you can now access it online by visiting UCPath (http://ucpath.universityofcalifornia.edu/). Navigate to Employee Actions > Income and Taxes > View Online W-2. For employees who did not select an electronic version, a printed W-2 will be mailed to the home address on file with UCPath.  

9. REMINDER: Given the ongoing, although revised, Santa Barbara County Public Health Department stay-at-home order (revised order found here: https://t.e2ma.net/click/g0c73f/wgg5yt/8tavdk), Associated Students will continue to maintain scaled back operations that include the following: a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows. b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity. c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.  

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside).

February 2, 2021

In a February 1st email message, Student Affairs copied Divisional staff on a Revised COVID-19 Public Health Order and Enforcement email message that was sent to all undergraduate and graduate students on Friday, January 29th. While the message highlights that travel restrictions have been lifted and that some small OUTDOOR ONLY gatherings are now allowed, there is NO CHANGE to higher education guidance where courses and student services continue to be delivered remotely. In addition, Santa Barbara County remains in the most restrictive tier, Purple, due to widespread virus activity. The revised Order can be found at this link: https://t.e2ma.net/click/g0c73f/wgg5yt/8tavdk.  

In addition, following all COVID-19 safety procedures continues to be vitally important particularly given the high number of cases in Isla Vita in recent weeks. The message also confirms that the Sheriff’s Office will be issuing fines for party hosts that will increase across multiple offenses and which may result in individual or organizational conduct charges for continued violations.  

Please see the original email message for additional details and resources including a helpful illustration of the effectiveness of mask types from Student Health and campus Health & Wellness.  

2. The deadline to turn in AS budget requests for the 2021-2022 fiscal year is this Wednesday (tomorrow), February 3rd at 12:00pm (PST). Additional information on how to sign up for the related budget hearings will be sent out after tomorrow’s deadline has passed.  

3. As a reminder, we are scheduled for a Staff Meeting this Thursday, February 4th  from 1:00pm to 3:00pm (PST) via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.  

4. Student Affairs distributed a meeting/calendar invitation to attend a Divisional Webinar this Friday, February 5th from 10:00am to 11:00am (PST). All staff are asked to attend. The Zoom meeting link is here: https://ucsb.zoom.us/j/85398545062?pwd=bWdPWU5QWjJlS0RxVFZ2dk9mbVdkZz09; Meeting ID 853 9854 5062; Passcode: 467461.  

5. If you were unable to attend last Friday’s Zoom presentation and discussion by Laura Polito from UCSB Student Health regarding the University’s COVID-19 Daily Symptoms Survey, the meeting was recorded and will be available shortly on the shared drive. It will be located in the A.S. Staff folder > Training & Presentations Folder.  

6. Campus Procurement announced that an updated Restricted Commodity and Routing List is now available for guiding Gateway orders by goods/services approval categories. Please replace any previous list that you have printed or saved to your desktop with this updated version. You can find the updated list on the Gateway dashboard under Help and Resources.  

7. Campus Human Resources announced in an email message yesterday the introduction of a new look to their website. While the site address is the same (https://www.hr.ucsb.edu/), the design and organization of the elements are significantly different. Please take the time to review the site and familiarize yourself with it to help facilitate any future need to reference related information.  

8. The UCSB Chief of Police, Alex Yao, announced in an email message this morning that bicycle abatement efforts will begin next Monday, February 8th around University residence halls that are currently unoccupied. These include Anacapa, San Miguel, San Nicolas, Santa Cruz, Santa Rosa, Manzanita Village, and San Rafael. Abatement is scheduled to be completed by February 26th. The UCSB Community Service Organization (CSO) will impound all bicycles that are not affixed with a yellow registration tag. Please see the original message for additional details.  

9. In celebration of Black History Month, Student Affairs distributed a collaborative programing calendar that features numerous events from both on-campus departments and community organizations. If you have not already done so, please see the original email from February 1st for details.  

10. REMINDER: All employees who requested an electronic version of their W-2 can now access their 2020 UCPath online by visiting UCPath (http://ucpath.universityofcalifornia.edu/). Navigate to Employee Actions > Income and Taxes > View Online W-2. You will first receive an email notification confirming this availability. For employees who did not select an electronic version, a printed W-2 will be mailed to the home address on file with UCPath.  

11. REMINDER: Given the ongoing, although revised, Santa Barbara County Public Health Department stay-at-home order (revised order found here: https://t.e2ma.net/click/g0c73f/wgg5yt/8tavdk), Associated Students will continue to maintain scaled back operations that include the following: a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows. b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity. c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.  

12. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside).   Please be sure to schedule time to discuss in advance the need to work onsite with your supervisor and to receive both their approval and that from Marisela prior to any onsite work/visit.

January 26, 2021

Campus Risk Management announced in a January 20th email message that effective January 1st, all potential worksite exposures to COVID-19 will be reported by UCSB, as required by new Cal/OSHA standards (AB 685). This new legislation requires California employers to provide notice to their employees (including staff, academic, and student employees) and the employers of subcontracted employees, of potential exposure to COVID-19 in the workplace within one business day.  

In the event that the UCSB COVID-19 Response Team identifies instances of a potential exposure to COVID-19 in the workplace, the impacted department will be notified and instructed to follow the campus notice requirements posted on the website of EH&S at https://www.ehs.ucsb.edu/. Please see the original email message for additional information and questions submittal links.  

2. The UCPath Center announced this morning that as of today, all employees can access their 2020 UCPath W-2 online by visiting UCPath (http://ucpath.universityofcalifornia.edu/) and clicking on Employee Actions > Income and Taxes > View Online W-2. For employees who requested an electronic version of their W-2, they will receive an email notification confirming this availability. For employees who did not select an electronic version, a printed W-2 will be mailed to the home address on file on Friday, January 29, 2021.  

3. With respect to last Thursday’s staff meeting discussion about the recent changes to the University’s COVID-19 Daily Symptoms Survey, Laura Polito from UCSB Student Health has offered to discuss questions and concerns with AS staff during a meeting this Friday at 11:00am (PST). Please plan on attending. The meeting will be recorded for future reference.  

The Zoom meeting link is here: https://www.google.com/url?q=https://ucsb.zoom.us/j/84351142633?pwd%3DanVHaTd4ZzlLb3hpN3MvMWVvKzJuZz09&sa=D&source=calendar&ust=1612130256736000&usg=AOvVaw1Qqhw7Gy9Tgt9v9P27iSBk (Meeting ID: 843 5114 2633; Passcode: 715205).  

If you were not able to attend last week’s staff meeting, please be sure to reference the meeting minutes about what was discussed and to help contextualize the discussion regarding the Covid-19 survey questions.  

Laura also suggested that some travel related questions might be answered with the information posted on the California Department of Public Health (CDPH) website at this link: https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Travel-Advisory.aspx#. This should help provide differentiation between the travel advisory and the quarantine rules. There is also a link there to the CDC website with more information.  

Additionally, Laura clarifies that the quarantine rules of 10 days are only for people who have left the state. The recommendation against travel more than 120 miles away is just advice. While not mandatory, such travel should only be taken if necessary since such travel increases the risk of COVID-19 spread.        

4. In a January 20th email message, campus FlexCard Administration announced a new process when using a FlexCard to purchase gift cards. In essence, a FlexCard holder will need to contact Vaughn Boyle via email at mailto:flexcard@bfs.ucsb.edu to request an open merchant code on the FlexCard to facilitate a gift card purchase. Vaughn will then contact the issuing bank and then send the FlexCard holder a confirming email that the purchase can be made. The merchant code will be open for a week at most so any attempts to make a similar purchase after this will require another request.  

5.  A remote welcome event for the new Director of the Office of Black Student Development, Elroy Pink, has been scheduled for next Tuesday, February 2nd at 12:00pm (PST). Please feel free to join via this Zoom link: https://ucsb.zoom.us/j/82919524268?pwd=Y2kxanRZcSt6dmxWdFU0SDlEeEJpUT09 (Meeting ID 829 1952 4268; Passcode 814168).  

6. Another Wellness Workshop is being offered by the Academic and Staff Assistance Program (ASAP) titled Just Breathe: The Power of Breathwork on Wednesday, February 3rd from 12:30pm to 1:00pm. This experiential workshop will guide you through breathing exercises used to balance, replenish, and rejuvenate your body, mind, and spirit. A Zoom link will be provided upon RSVP which can be made at this link: mailto:asap@hr.ucsb.edu.  

7. The previously referenced recorded ePerformance introduction webinar has now been posted on the UCSB HR website. You can access the Zoom session recording at this link: https://www.hr.ucsb.edu/managers-supervisors/performance-evaluations. If you did not attend the live sessions, please take the time to view the recorded webinar.  

8. REMINDER: A Zoom information session is scheduled for January 29th from 9am to 10am to learn how to prepare for upcoming changes to Perm numbers and Access cards. The session can be accessed at this link: https://ucsb.zoom.us/my/heykeri. You can also learn more at https://sist.sa.ucsb.edu/perm-augmentation-project.  

9. REMINDER: Given the ongoing Santa Barbara County Public Health Department stay-at-home order (found here: https://www.countyofsb.org/uploadedFiles/phd/News/Text/12_5_2020_Regional%20Stay%20at%20Home%20Order_PR_Updated.pdf), Associated Students will continue to maintain scaled back operations that include the following: a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows. b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity. c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.  

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside).   Please be sure to schedule time to discuss in advance the need to work onsite with your supervisor and to receive both their approval and that from Marisela prior to any onsite work/visit.

January 19, 2021

The campus issued another update regarding the campus COVID-19 vaccination plan in a January 16th email message. Confirmation was provided that campus health care staff vaccinations have been completed and that the next phase of vaccinating staff and faculty over the age of 75 will begin this week. While the phase after this will include staff and faculty over the age of 65, there is not much additional information yet about how other members of the UCSB community will be able to access the vaccine. It is important to note that UCSB is required to follow the guidelines set by the state, county, and federal public health authorities. Please see the email message fo further details.   

2. Student Affairs also distributed another update email message to students on Saturday, January 16th alerting them to a sharp increase in the number of positive COVID-19 test results in Isla Vista. Staff were copied on the message this morning. As of last Friday, 22 new positive results were reported in students living in Isla Vista, and as of last Saturday morning, 51 more positive test results have come in with the vast majority of those among undergraduate students. The message continues with a reminder of the risk to ones self and to spreading the virus to others in the community, as well as a reminder of safety protocols and available resources. Please see the message for details.  

3. In a January 13th email message, the campus Chief Information Security Officer (Sam Horowitz), provided a warning that the upcoming tax season, particularly during the month of February, is a prime time for identity theft. He also provided helpful guidance on how to protect yourself. Please see his message for details and related resources.  

4. ASAP (Academic and Staff Assistance Program) continues to offer confidential Zoom therapy group discussions. The current program, Finding Meaning and Hope During Difficult Times: Is It Possible?, will be offered over six sessions beginning February 4th from 1:00pm to 2:00pm (PST). Please see the original message for full details and session dates. Attendees are asked to commit to attending all six sessions. You can RSVP at this link: mailto:asap@hr.ucsb.edu.  

5. The IVTU (Isla Vista Tenants Union) has reopened their Emergency Fund which allows undergraduate students who are quarantining due to exposure or isolation from a positive COVID-19 test to receive up to $150 in reimbursements for food (and related delivery fees). Students can apply at this link: https://forms.gle/t3oG1uoGixb4MXyz5.   

6. If you have not already visited the site, the AS Marketplace website is now in operation. Currently, course readers and welcome packets are offered but much more is on the horizon. You can visit the Marketplace at this link: http://shop.as.ucsb.edu/.  

7. As you now likely know, the UC is moving to a new evaluation format & process known as ePerformance. While the initial information sessions have already taken place, if you did not attend, you are strongly encouraged to watch the recorded Zoom session once posted on the UCSB HR website. Please check for that posting at this link: https://www.hr.ucsb.edu/managers-supervisors/performance-evaluations.  

8. REMINDER: A Zoom information session is scheduled for January 29th from 9am to 10am to learn how to prepare for upcoming changes to Perm numbers and Access cards. The session can be accessed at this link: https://ucsb.zoom.us/my/heykeri. You can also learn more at https://sist.sa.ucsb.edu/perm-augmentation-project.  

9. REMINDER: Given the ongoing Santa Barbara County Public Health Department stay-at-home order (found here: https://www.countyofsb.org/uploadedFiles/phd/News/Text/12_5_2020_Regional%20Stay%20at%20Home%20Order_PR_Updated.pdf), Associated Students will continue to maintain scaled back operations that include the following: a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows. b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity. c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.  

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside).   Please be sure to schedule time to discuss in advance the need to work onsite with your supervisor and to receive both their approval and that from Marisela prior to any onsite work/visit.

January 12, 2021

As you may recall, the UC is moving to a new evaluation format, “ePerformance”, for all career policy-covered (non-represented) staff that will go into effect April 1, 2021. In preparation, all policy-covered staff are asked to attend an information session this week. The remaining two sessions are scheduled at the following days/times and can be accessed at this Zoom link: https://ucsb.zoom.us/j/84085546403

Wednesday, January 13th 2:00pm – 3:30pm (PST)
Thursday, January 14th 2:00pm – 3:30pm (PST)

2. AS Finance & Business will hold an Authorized Signers Workshop for any BCU members that need to become an AS authorized signer. The approximately 20-minute Zoom workshop is scheduled for this Friday, January 15th at 1:00pm. Attendees can register at this link: https://ucsb.zoom.us/meeting/register/tZcoduCoqz4uEtxIPmEF20syXadziTwBjeFx.

3. Student Affairs distributed an Announcements and Updates message to students on January 8th and copied divisional staff. While the communication was created for students, the message contains valuable information on current COVID-19 status including local impacts, related testing requirements, vaccinations, and general resources. Please take time to review the message if you have not already done so.

4. In a January 7th email message, the Campus provided an update regarding COVID-19 vaccinations. While a lot of uncertainties remain with regards to vaccinations, confirmation was provided that frontline healthcare workers and other first responders will be the first to be offered vaccines. These eligible recipients will be contacted directly. Other campus community members are asked to refrain from contacting Student Health or the COVID-19 Response Team to request a vaccination as there will be no exceptions made. Please see the message for further details or contact the campus COVID-19 Call Center at mailto:ucsb-covid19@ucsb.edu with questions related to other, non-vaccine related COVID-19 issues.

5. The Campus announced in a January 6th email message that changes are coming to Perms and Access cards. While existing all-numeric Perms that are already assigned to students and alumni will not change, beginning in November, 2021, alphanumeric Perms will be assigned to individuals applying for Fall 2022 enrollment. An upcoming Zoom information session has been scheduled to learn how to prepare. The session is scheduled for January 29th from 9am to 10am at this link: https://ucsb.zoom.us/my/heykeri. You can also learn more at https://sist.sa.ucsb.edu/perm-augmentation-project.

6. Campus Design & Construction Services announced in a January 6th email message that due to construction of a new classroom building project, parking lot 3 (directly across from the AS Admin building) will be modified to accommodate related truck traffic. Parking is currently limited to the western side of the lot through a narrowed drive aisle and will remain in place through Friday, January 29th.

7. Next Monday, January 18th is a UC holiday in observance of Martin Luther King Jr. The Managers Meeting for that week has been rescheduled for Tuesday the 19th from 2pm – 4pm (PST).

8. REMINDER: If you have not already done so, please review the “Winter Status (What’s Available)” webpage on the AS website to update info for Winter quarter with regards to your area(s) and any student groups you advise. Please submit updates using the form at the bottom of the webpage located at https://www.as.ucsb.edu/covid-19-status-updates/.

9. REMINDER: Personal tax information updates for 2020 year-end W-2s must be received by UCPath by this Friday, January 15th, 2021. You can view details and other related year-end tax and payroll reminders/dates here on UCnet: https://ucnet.universityofcalifornia.edu/news/2020/12/important-year-end-tax-and-payroll-reminders.html. In addition, Jim Corkill, the Director of Business & Financial Services for the campus, provided details in a January 11th email message.

10. REMINDER: Given the ongoing Santa Barbara County Public Health Department stay-at-home order (found here: https://www.countyofsb.org/uploadedFiles/phd/News/Text/12_5_2020_Regional%20Stay%20at%20Home%20Order_PR_Updated.pdf), Associated Students will continue to maintain scaled back operations that include the following:
a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows.
b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity.
c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.

11. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps:
a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.
b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.
c) Wear face coverings while onsite (indoors or outside).

Please be sure to schedule time to discuss in advance the need to work onsite with your supervisor and to receive both their approval and that from Marisela prior to any onsite work/visit.

January 5, 2021

With the start of a new quarter, please be sure to review the “Winter Status (What’s Available)” webpage on the AS website for your area(s) and any student groups you advise and provide updates as soon as possible by using the related form located at the bottom of the webpage (link: https://www.as.ucsb.edu/covid-19-status-updates/).  

2. As a reminder, we will be resuming our Staff Meeting schedule beginning this Thursday from 1:00pm to 3:00pm (PST) via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.  

3. With the New Year comes the beginning of the AS budget season. Budget packets will be going out to AS groups over the next two weeks. The deadline for submitting budgets is tentatively set for the first Wednesday next month on February 3rd. With the continued COVID-19 restrictions, budget hearings will take place remotely via Zoom. More information will be presented at this week’s Staff Meeting.  

4. As some of you have already experienced, Campus Environmental Health & Safety (EH&S) is beginning to implement a COVID-19 Worksite Specific Safety Plan (WSSP) requirement to be completed by departments in which minimum state requirements and specific operating procedures will be outlined. Part of this plan includes a roster of approved employees returning to on-campus work along with a training record confirmation form for each verifying that they have completed the COVID-19 Return to Work training located in the UCSB Learning Center, along with confirmation of reviewing the department WSSP. While we currently wait to receive instruction from the Division on when/how to proceed, please take time to complete the COVID-19 training course if you have not already done so. Supervisors, please also complete the department approval process now for any additional staff that you anticipate needing to work onsite during Winter quarter as they will need to be added to the WSSP roster. More information will be provided as we receive divisional guidance.  

5. Chancellor Yang provided a Winter Quarter instruction/COVID-19 update in a December 23rd email message (also found at this link: https://chancellor.ucsb.edu/memos/2020-12-23-winter-quarter-instruction-and-covid-19-testing). In addition to confirming that 1,000 additional undergraduate students will be living in on-campus housing for Winter quarter (joining 1,400 graduate and undergraduate students currently in on-campus housing), the Chancellor outlined extended COVID-19 testing, remote instruction, and vaccine planning details. Please be sure to review the message for related specifics.  

6. In a December 22nd email message, Campus LSIT announced that as of January 4th, any items located in a UCSB Box Trash folder will be permanently deleted after 30 days. If you are a Box user and possibly have items in a Box trash folder, please pull those items out as soon as possible to avoid permanent deletion. Please see the original message for details.  

7. As you may recall, Student Affairs held a divisional webinar just prior to the holiday break on December 17th. If you were not able to attend or would like to review the webinar in more detail, you can now view it at this link: https://www.youtube.com/watch?v=kxUL-3vEsIU.  

8. REMINDER: Personal tax information updates for 2020 year-end W-2s must be received by UCPath by January 15th, 2021. You can view details and other related year-end tax and payroll reminders/dates here on UCnet: https://ucnet.universityofcalifornia.edu/news/2020/12/important-year-end-tax-and-payroll-reminders.html.  

9. REMINDER: Given the ongoing Santa Barbara County Public Health Department stay-at-home order (found here: https://www.countyofsb.org/uploadedFiles/phd/News/Text/12_5_2020_Regional%20Stay%20at%20Home%20Order_PR_Updated.pdf), Associated Students will continue to maintain scaled back operations that include the following: a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows. b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity. c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.  

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside). Please be sure to schedule time to discuss in advance the need to work onsite with your supervisor and to receive both their approval and that from Marisela prior to any onsite work/visit.

December 15, 2020

As 2020 thankfully winds down, we thank you for all of your hard work and dedication to making this Fall quarter as successful as it could possibly be under very challenging circumstances. This is the last Internal Affairs & Operations Update for the year and will resume the first week of January. We hope you all have a great holiday break and look forward to a better and Happy New Year. This week’s update follows:

1. Recently, there have been questions surrounding student participation in department activities during Reading/Study week (formally known as “Dead Week). In essence, the campus has in place a formal policy that strongly discourages the scheduling of students during this week for non-instructional activities. Any pursuit of an exception to this policy must receive advanced approval from Marisela, or by delegation on a case by case basis. The campus policy can be found here: https://my.sa.ucsb.edu/catalog/Current/AcademicPoliciesProcedures/DeadWeek.aspx.

2. In a December 14th email message, the campus provided holiday travel guidance information. Particularly given the recent stay-at-home order issued by the California Department of Public Health, the campus strongly recommends that community members avoid any travel. If circumstances do require travel, it is recommended that CDC guidelines be followed (found here: https://www.cdc.gov/coronavirus/2019-ncov/travelers/index.html). Please see the original email for additional details.

3. The campus Library announced in a December 10th email message that it will be closed for the holidays beginning Thursday, December 24th through Sunday, January 3rd. Please see the original email for further details on related Library services.

4. Campus Mail Services and Receiving announced their holiday schedule in a December 9th email message. Hours will be the following:

Monday, December 21st through Wednesday, December 23rd: 7:30am – 12:00pm
Monday, December 28th through Wednesday, December 30th: 7:30am – 12:00pm
Thursday, December 31st and Friday, January 1st: Closed

Each department is asked to collect mail and packages every open day during these holiday hours between 9:00am – 11:30am. Outgoing packages should be dropped off before 11:00am on the above dates for them to be posted and mailed that same day. Regular hours will resume Monday, January 4, 2021.

5. The AS virtual Holiday Party is scheduled for this Thursday, December 17th from 4:00pm to 5:00pm (PST), with a virtual Happy Hour scheduled immediately after at 5:00pm to 6:00pm (PST). Please watch your email for an upcoming Zoom invite. As a reminder, this week’s Staff Meeting is cancelled with the next one scheduled for Thursday, January 7th at 1:00pm (PST).

6. REMINDER: Campus Business & Financial Services will be closed beginning next Monday, December 21st and will reopen on Monday, January 4th. Any contract or Gateway purchase order submittals made between now and the closure date may be delayed until after the holidays.

7. REMINDER: Student Affairs will be holding a Divisional Webinar this Thursday, December 17th from 3:00pm to 4:00pm (PST). Please note that all staff are expected to attend/join via Zoom. Webinar Zoom meeting info is here: https://ucsb.zoom.us/j/85370289048?pwd=R0NxeTRDUEtiOStEYW5iQTk2UTY5Zz09; Webinar ID: 853 7028 9048; Passcode: 835165.

8. REMINDER: Personal tax information updates for year-end W-2s must be received by UCPath by January 15th, 2021. You can view details and other related year-end tax and payroll reminders/dates here on UCnet: https://ucnet.universityofcalifornia.edu/news/2020/12/important-year-end-tax-and-payroll-reminders.html.

9. REMINDER: Given the current Santa Barbara County Public Health Department stay-at-home order (found here: https://www.countyofsb.org/uploadedFiles/phd/News/Text/12_5_2020_Regional%20Stay%20at%20Home%20Order_PR_Updated.pdf), Associated Students will continue to scale back operations that include the following:

a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until Winter quarter and/or after the stay-at-home order ends or as other related guidance allows.

b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity until Winter quarter.

c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps:
 a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.
b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.
 c) Wear face coverings while onsite (indoors or outside).
 Please be sure to schedule time to discuss in advance the need to work onsite with your supervisor and to receive both their approval and that from Marisela prior to any onsite work/visit.

December 8, 2020

Per Chancellor Yang’s latest message to the Campus Community via email on December 6th (link: https://chancellor.ucsb.edu/memos/2020-12-06-santa-barbara-county-stay-home-order), the Santa Barbara County Public Health Department (SBCPHD) issued a Regional Stay-at-Home Order that is currently in effect for at least three weeks and will be re-evaluated by the State of California the week of December 28th.

While the Chancellor’s message provides little new guidance, given the clear parameters of the public health order by both the State and County (found here: https://www.countyofsb.org/uploadedFiles/phd/News/Text/12_5_2020_Regional%20Stay%20at%20Home%20Order_PR_Updated.pdf), Associated Students will scale back a number of operations effective immediately including the following:

a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from  moving forward until Winter quarter and/or after the stay-at-home order or other related guidance allows.
b) Supervisors should review with related staff current onsite operations, staffing, and services to determine if they can be suspended or alternatively, provided in a remote capacity until Winter quarter.
c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.

The SBCPHD order was triggered by “The sharp decrease in (hospital) ICU capacity (and) is a consequence of the increasing case rates we have been seeing throughout the state and region…”. Per the order’s directive, critical operations are allowed to remain open only “…when a remote option is not possible”. We will keep you updated as information from the State, County, and Campus becomes available.

2. As we approach the end of Fall quarter and prior to the beginning of Winter quarter, please review your previously submitted Temporary Remote Work Agreements to confirm if anything has changed relative to your stated onsite work schedule. Should there be a change, please complete an updated Agreement form (found here: https://www.hr.ucsb.edu/employment/hiring/telecommute-remote-work) with the revised onsite work hours/days indicated, submit to your supervisor for review/approval, and your supervisor will then forward the completed form to Marisela for her review and approval.

3. Student Affairs will be holding a Divisional Webinar on Thursday, December 17th from 3:00pm to 4:00pm (PST). You should have received a calendar invite yesterday via email containing the webinar meeting link which is also provided here: https://ucsb.zoom.us/j/85370289048?pwd=R0NxeTRDUEtiOStEYW5iQTk2UTY5Zz09; Webinar ID: 853 7028 9048; Passcode: 835165.

4. Campus Business & Financial Services will be closed beginning Monday, December 21st and will reopen on Monday, January 4th. To ensure purchase order transactions are processed before the closure, please submit before this Friday, December 11th. Contract submittals may be delayed until after the holidays depending on specific contract issues.

5. UCPath sent out an important email message on December 7th regarding year-end tax and payroll reminders. While a number of deadline reminders are included in the message, please note that any tax information updates you need to provide must be received/completed by January 15th, 2021 as UCPath will begin processing W-2s in late January. Please see the email for important related dates and details. You can also view the message here on UCnet.

6. UCPath announced in a December 7th email message that a new appointment feature is now available to all UC employees to schedule phone appointments with UCPath for assistance with submitted inquiries. One-hour appointments are available Monday through Friday, 8:00am to 4:00pm (PST). Please see the original email for more details on how to schedule an appointment.

7. REMINDER: Next week’s staff meeting on December 17th will feature a holiday celebration including a gift exchange for those interested in participating. Please reply to the related participation message last sent this morning by Lili as soon as possible if you have not already done so.

8. REMINDER: Please be sure to complete the AS Strategic Vision Committee’s brief survey regarding strategic planning feedback if you have not already done so. The survey will be closed at the end of this week on Friday, December 11th. You can find the survey here: https://www.surveymonkey.com/r/ASProStaffVision.

9. REMINDER: The UCPath system will be unavailable beginning this Wednesday, December 9th at 10:00pm until Monday, December 14th at 6:00pm. All faculty, staff, student employees, and job applicants (TAM access) will not have any access to UCPath online during this time period.

10. REMINDER: A facility access process for students (i.e. those in leadership or BCU positions) who need to access department buildings is posted on the AS website at this link: https://www.as.ucsb.edu/facilities-access-process/  Only situations that can be confirmed as essential department work that cannot be conducted remotely can be considered.

11. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps:
 a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.
 b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.
 c) Wear face coverings while onsite (indoors or outside).
 Please be sure to receive both your supervisor’s and Marisela’s approval prior to any onsite work.

December 1, 2020

Welcome to December! The final month countdown to the end of 2020 is upon us as we look forward to a hopefully better year in 2021. This week’s update follows:

1. As a final reminder from Campus IT/ETS, beginning this Thursday, December 3rd, all UCSB employees, including student employees, will need to enroll in Multi-Factor Authentication (MFA) to access UCPath. If you have not already done so, you are strongly encouraged to enroll and get MFA on your device before this Wednesday. After that date, Campus IT/ETS can only respond to support requests on a first-come, first-serve basis. To install MFA, go to it.ucsb.edu/mfa and follow the instructions. Please see the latest email message sent on November 30th for details including how to test your device and access other related resources.

2. This week’s staff meeting has been cancelled given the previous shortened holiday week and the approaching end of quarter and related needs to wrap up a number of projects. The next staff meeting will be on December 17th and will include a virtual holiday celebration. We will then reconvene with our regular staff meeting schedule on January 7th, 2021.

3. A number of recent AS Requisition submittals are lacking in any descriptive detail of the requested purchase. Please keep in mind that a requisition requires review and approval of a purchase before any funds can be dispersed. Without any descriptive detail, it is very difficult, if not impossible, to approve for funding. Per the posted requisition instructions on page 2 of the form (link: https://www.as.ucsb.edu/files/2020/06/Requisition_2020-2021.pdf), please be sure that the “who, what (description), where, when (date and time if applicable), and why” is provided. Please be sure to remind all of the student groups that you advise of the importance of including these details.

4. Student Affairs Vice Chancellor Margaret Klawunn sent a COVID-19 email message to the campus community on November 25th. The focus included an announcement of expanded COVID-19 testing and related reminders, as well as impacts and concerns regarding ongoing public health violations in Isla Vista. While timed for the Thanksgiving holiday, the message remains relevant for the remainder of the holiday season. Please see the email for details and resources links.

5. The AS Food Bank will be distributing 100 food/gift cards to students in lieu of food distribution this Wednesday the 2nd, will be closed entirely beginning this Friday the 4th, and will reopen for normal food distributions on Friday, December 11th.

6. Campus Business Services will be holding a DocuSign open forum this Wednesday, December 2nd at 2:00pm. The first part of the event will feature a student from the Technology Management Program and a focus on creating a template for FlexCard receipts. Please see the email message from November 30th for details. You can attend the forum via this Zoom link: https://ucsb.zoom.us/j/87197448087.

7. REMINDER: The UCPath system will be unavailable beginning Wednesday, December 9th at 10:00pm until Monday, December 14th at 6:00pm. All faculty, staff, student employees, and job applicants (TAM access) will not have any access to UCPath online during this time period.

8. REMINDER: Please be sure to complete the AS Strategic Vision Committee’s brief survey that was sent by Austin Foreman to AS staff for strategic planning feedback. The survey can be found at this link: https://www.surveymonkey.com/r/ASProStaffVision.

9. REMINDER: A facility access process for students (i.e. those in leadership or BCU positions) who need to access department buildings is posted on the AS website at this link: https://www.as.ucsb.edu/facilities-access-process/  Please note that only situations that can be confirmed as essential department work that cannot be conducted remotely can be considered.

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps:
 a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.
 b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.
c) Wear face coverings while onsite (indoors or outside).

Please be sure to receive both your supervisor’s and Marisela’s approval prior to any onsite work.

November 24, 2020

Open enrollment for UC benefits ENDS TODAY at 5:00pm. If you have been considering making changes to your health/insurance benefits, you must do so before this deadline. Please see your UCPath dashboard for more information or click on this link: UCnet Open Enrollment website .

2. Chancellor Yang provided an update regarding campus holiday closures and information concerning a Pandemic Relief Fund in a November 23rd email message. In essence, the University is asking each campus to establish a pandemic relief fund to help minimize pandemic-related layoffs. In addition, a curtailment process has been established by the Office of the President should any individual campuses find this necessary to implement in order to generate salary savings which would be deposited in the relief fund. For UCSB, Chancellor Yang confirms that campus budget-saving strategies implemented since the onset of the pandemic have allowed the campus to meet the UC guidelines for a pandemic relief fund without needing to implement the curtailment program during the annual December holiday closure. Please see the original message for more details which can also be found at this link: https://chancellor.ucsb.edu/memos/2020-11-23-campus-holiday-closures-and-pandemic-relief-fund.

With respect to this or any memos from Chancellor Yang, please send any specific questions to your manager, who will then forward to Marisela for her to then forward to the appropriate office.

3. Chancellor Yang provided an additional email message on November 20th confirming that in light of recent public health guidance and the current COVID-19 surge, the campus will continue with the current remote work status through at least Sunday, March 28, 2021. For additional details, please see the original message, which can also be found here: https://chancellor.ucsb.edu/memos/2020-11-20-covid-19-update-staff-and-faculty.

4. In addition to the last two messages, Chancellor Yang provided a third update on November 18th focused on winter quarter instruction and housing. The Chancellor confirms that UCSB will continue to offer most undergraduate and graduate courses via remote instruction for the winter quarter. However, the campus is planning a small increase in the number of in-person courses as a step to possibly increasing this for spring and summer. Depending on public health restrictions, the campus may also offer limited winter quarter housing in undergraduate apartments. For more details, please see the original message or this link: https://chancellor.ucsb.edu/memos/2020-11-18-covid-19-update-planning-winter-quarter.

5. In a November 18th email message, Campus Human Resource confirmed that UC President Drake has extended the time period in which Paid Administrative Leave (PAL) may be used for COVID-19 reasons. All related hours must now be used by June 30, 2021. The full amended Executive Order is posted on UCnet at: https://ucnet.universityofcalifornia.edu/news/2020/01/executive-order-re-paid-administrative-leave-03-16-20.pdf.

With respect to vacation hour caps, UCPath has been modified so that policy-covered staff employees will continue to accrue vacation leave above their maximum until June 30, 2021. This will allow policy-covered staff employees additional time in which to take vacation in order to bring vacation accrual below the maximum. This was last announced in an October 23rd email message from Campus Human Resources. Please note that this does not apply to represented employees. Represented employees who will be over their maximum accrual will need to contact Lili so she can submit an inquiry. Additional questions should be submitted through “Ask UCPath Center” at UCPath.

6. The UCPath system will be unavailable beginning Wednesday, December 9th at 10:00pm until Monday, December 14th at 6:00pm in order to perform a cutover to a new web services platform (Amazon Web Services). All faculty, staff, student employees, and job applicants (TAM access) will not have any access to UCPath online during this time period. Please plan your access needs around this outage accordingly.

7. Student Affairs sent a pre-holiday email message to students on November 20th, and copied division staff the same day. The message outlines some updated COVID-19 protocols including related recommendations for Thanksgiving and Winter Break. Please see the original email message for details.

8. As you may recall from our November 5th Staff Meeting, Austin Foreman provided a follow-up to his presentation regarding the work of the AS Strategic Vision Committee via an email yesterday. That message includes this link https://www.surveymonkey.com/r/ASProStaffVision to a short survey for AS staff to answer related questions and share opinions. If you have not already done so, please take a few minutes to complete the survey.

9. REMINDER: A facility access process for students (i.e. those in leadership or BCU positions) who need to access department buildings is posted on the AS website at this link: https://www.as.ucsb.edu/facilities-access-process/. Please note that only situations that can be confirmed a essential department work that cannot be conducted remotely can be considered.

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps

a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.

b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.

c) Wear face coverings while onsite (indoors or outside).

November 17, 2020

The first weekly AS Admin newsletter was sent out via email by Anjum yesterday on Monday. If you have not already done so, please take a moment and read its content. If you have any questions you would like answered in the newsletter, please submit them through this link: Questions for AS Admin. Most answers will be provided in the newsletter the following Monday. Some answers may take additional time to address in which case they will be answered in a future update.

2. Please note that we are scheduled for a virtual department staff meeting tomorrow (Thursday) at the usual time of 1:00pm – 3:00pm (PST). Meeting Zoom link is here if needed:
https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09

3. The campus recently issued holiday travel guidance in a November 11th email message (Student Affairs also addressed this in a separate email message on November 12th). While the message provides numerous recommendations for safeguards prior to, during, and returning from travel, UCSB campus medical experts and Santa Barbara County Public Health officials strongly recommend against travel in the first place. The CDC has posted information on risks involved with Thanksgiving travel and celebrations at this link: click here. Please see the original campus messages for details and additional information links.

4. The campus announced in a November 16th email message that UCSB is joining other UC campuses in a pilot of California COVID Notify, California’s new, voluntary, smartphone exposure notification system. California COVID Notify provide employees a privacy-first approach as an alternative to other contact tracing methods. The campus is encouraging all UCSB faculty, staff, and students to participate. More information can be found here: California COVID Notify. Please see the original email message for more details and for participation instructions.

5. Both Gateway and FlexCard applications will be unavailable due to a planned outage beginning this Friday, November 20th at 8:00pm until Sunday, November 22nd at 6:00pm. Please plan your use of these applications around the outage accordingly.

6. In a November 16th email message, Campus HR announced that the UC Office of the President recently clarified previously issued guidance pertaining to COVID-19 Extended Family Medical Leave (EFML) related leaves for staff employees. Essentially, the revised guidance allows staff employees to take EFML in less than 2 week blocks under certain circumstances. Please see the original email for more details. The complete revised guidance is posted here: COVID-19 Related Leaves and Job Protections Guidance for Policy-Covered and Represented Staff Employees, reissued October 12, 2020.

7. REMINDER: The deadline to enroll in Multi-Factor Authentication (MFA) to access UCPath is rapidly approaching. This is required of all UCSB employee and your device to be enrolled by December 3rd, 2020. For more information and for device enrollment, please visit it.ucsb.edu/mfa.

8. REMINDER: A facility access process for students (i.e. those in leadership or BCU positions) who need to access department buildings has been posted on the AS website at the link: https://www.as.ucsb.edu/facilities-access-process. Please note that only situations that can be confirmed as essential department work that cannot be conducted remotely can be considered.

9. REMINDER: Open enrollment for UC benefits ends next Tuesday, November 24th at 5:00pm. Please see your UCPath dashboard for more information or click on this link: UCnet Open Enrollment website.

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps:

a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.

b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.

c) Wear face coverings while onsite (indoors or outside).

November 10, 2020

As we are quickly approaching mid-November and the holiday season, please review any pending projects and events proposed by the student groups you advise. Please note that time is becoming tight for any of these projects/events that require campus/department approvals and administrative processing during Fall quarter. This week’s update follows:  

1. To help clarify the requirements the department must follow to allow students (i.e. those in leadership or BCU positions) access to AS Facilities, a related process has been outlined and posted on the AS website at this Link: https://www.as.ucsb.edu/facilities-access-process/. Please keep in mind that consideration and approval for access can only be made for situations that can be confirmed as essential department work that cannot be conducted remotely, paralleling the requirement for staff essential on-campus work. Also please note that requirements and the related process are subject to change as the COVID-19 environment continues to be fluid.   

2. AS Admin announced that it will be sending out a weekly ’newsletter’ beginning this Friday, November 13th incorporating department updates and answers to submitted questions from staff. If you have any questions for the Admin Office, please submit them by 12:00pm on any given Tuesday at this Google Form link: https://forms.gle/bAs2g5ir2bJ7Azxy6. Answers will then be provided in the following Friday’s newsletter. If your question(s) does not receive an answer, it will be addressed in a future update.  

3. If you have not yet heard, Diana Collins Puente has been appointed to the position of Director of Community Affairs, Student Development & Leadership. Her appointment became effective this week on Monday, November 9th. Diana will oversee and build teams to advance community affairs, guide student co-developed curricula and experiential learning, and provide mentoring and resources that advance student initiated projects. She will supervise the Assistant Director for Student Leadership and Government Affairs, and the Assistant Director for Student Development and Civic Engagement. Congratulations Diana!  

4. Student Affairs continues to send weekly newsletters to all undergraduate and graduate students containing information and updates on events, announcements, and resources. The latest newsletter was forwarded to AS staff via a November 3rd email message. Departments continue to be invited to submit content by any given Wednesday at close of business in the SAWeekly Email Submissions folder. Please see the original email message for additional details.  

5. If you are a FlexCard holder, you should be aware that you must re-certify your status annually by re-taking the FlexCard cardholder exam. However, the exam module is behind the UCSB firewall, and unless you are taking the exam from a campus computer, you must log on via a VPN from a remote work location computer. Please click on this link for campus IT VPN instructions: https://www.it.ucsb.edu/pulse-secure-campus-vpn/get-connected-vpn.  

6. The Academic and Staff Assistance Program (ASAP) announced a new presentation in a November 9th email message titled “A Year Like No Other: Some Coping Skills to Adapt”. Scheduled for Wednesday, November 18th at 10:00am to 11:00am, the presentation will help attendees learn coping skills to rebuild personal and professional lives. RSVP on Shoreline at http://cglink.me/r881063 to receive the Zoom registration link.  

7. If you encounter or suspect a student is in distress due to sexual harassment, sexual assault, or a related triggering event, please keep in mind that there are a number of campus resources that you can refer the student to as well as find reporting and policy information. A few of these are located within the following links:   Campus Advocacy Resources and Education (CARE) http://wgse.sa.ucsb.edu/care/home   Counseling & Psychological Services (CAPS) http://caps.sa.ucsb.edu/   Student Affairs Distressed Students http://www.sa.ucsb.edu/responding-to-distressed-students/welcome   Student Affairs Mental Health Coordinators http://www.sa.ucsb.edu/responding-to-distressed-students/safety-net/coordinators   Office of Title IX/Sexual Harassment Policy Compliance https://oeosh.ucsb.edu/titleix/   UCPD http://www.police.ucsb.edu/   Isla Vista Foot Patrol http://www.sbsheriff.org/ivfp.html

8. REMINDER: The curtailment proposal originally outlined by President Drake in an October 12th email message (found at this link: https://ucnet.universityofcalifornia.edu/news/2020/10/president-drake-begins-consultation-process-on-possible-expanded-curtailment-program.html) and updated with additional information on October 28th (found at this link: https://ucnet.universityofcalifornia.edu/news/2020/10/consultation-continues-on-possible-systemwide-curtailment-program.html), is still under review by UCOP. We will update you should we receive any additional information, but in the interim, please review the President’s messages if you have not already done so.

9. REMINDER: This Wednesday, November 11th (tomorrow) is a campus holiday in observance of Veteran’s Day.  

10. REMINDER: Multi-Factor Authentication (MFA) to access UCPath goes into effect on December 3rd. Enrollment is required of all UC employees and your device for accessing UCPath. For more information and for device enrollment, please visit this link: it.ucsb.edu/mfa.  

11. REMINDER: Open enrollment for UC benefits continues until 5:00pm on Tuesday, November 24th for UC employees. Please see your UCPath dashboard for more information or click on this link: UCnet Open Enrollment website .  

12. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside).   Please be sure to receive both your supervisor’s and Marisela’s approval prior to any onsite work.

November 4, 2020

With so much stress centered around elections lately, both locally and nationally, it is as important as ever to be aware of the support services offered by the campus as indicated below. Please don’t hesitate to take advantage of these resources for yourselves or for recommending to students. This week’s update follows:

1. Given the tumultuous nature of the current national election, Student Affairs distributed an email message on November 2nd to staff, and students on November 1st, containing links to a number of resources to help navigate emotions and provide support and community post-election. Please see the original message for details as well as this related resources link: 2020 Election Resources.

2. In addition to Student Affairs, the Academic and Staff Assistance Program (ASAP) announced in an email message on November 2nd that same day, confidential individual 30-minute therapy appointments from today through November 6th are available to support staff, faculty, and Post-doctoral scholars that may be feeling triggered, overwhelmed, or are in distress as a result of the election. Please see the message for details including appointment scheduling options.

3. The department will be holding a virtual Staff Meeting this Thursday at the usual time of 1:00pm to 3:00pm (PST). Zoom meeting access is via this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

4. Next Wednesday, November 11th, the campus will be closed in observance of Veteran’s Day. Please take advantage of this holiday closure for your self care.

5. As a follow-up to the request that Authorized Signers provide wet signatures, it is important to note that the redundancy of having these on file in addition to electronic versions, is a standard recognized business practice that provides protection to both the department and the signers in cases where proof of authorization comes under scrutiny by outside agencies, both on campus and off. Despite the inconvenience this may pose to some, the importance remains. AS Admin continues to try and minimize any inconveniences including offering to send a self-addressed stamped envelope upon request using this link: as.requisitions@ucsb.edu. Also, should any student encounter additional challenges in getting a signature form sent in, advisors are asked to please refer them to Anjum so she can work with them directly. Please use the link above to make this request as well. In addition, if any staff member is having difficulty with fulfilling requirements for authorized signatures including a hard copy wet signature, staff should reach out to their supervisor, or Marisela or Ed directly.

6. As you may recall, the University requested that all staff, faculty, and students who will be working, living, or learning on a UC campus during the 2020-21 flu season obtain an influenza vaccination by November 1st. While that date has now past, if you have received a vaccination, you can attest to that at the campus electronic health record portal at this link: Point N Click.

For faculty or staff members seeking an exemption or an accommodation, please log in here HR ServiceNow and submit a Medical Exemption/Accommodation Request. Students seeking the same can submit their requests here: UCSB Student Health Gateway.

7. The Vice Chancellor of Student Affairs, Margaret Klawunn, and the Vice Chancellor for Administrative Services, Garry Mac Pherson, distributed the 2020-2021 Annual Notification of UC Santa Barbara substance Abuse Policy and Implementing Guidelines via a November 1st email message. Please take time to familiarize yourself with this notification. The full related policy text can be found here: UC Santa Barbara Substance Abuse Policy and Implementing Guidelines.

8. If you, as a UCSB staff member, have a family member applying as a freshman to a UC campus this fall (for fall 2021 admission), you are invited to join a virtual application workshop hosted by the Office of Admissions on Monday, November 9th at 5:00pm. Please see the October 30th email message for more information. Registration is here: http://ow.ly/QB6V50C7urB.

9. REMINDER: Campus IT and ETS sent a reminder email message yesterday to enroll in Multi-Factor Authentication (MFA) to access UCPath. This is required of all UCSB employees and your device for accessing UCPath must be enrolled by December 3rd. For more information and for device enrollment, please visit it.ucsb.edu/mfa. Please also see the original email message.

10. REMINDER: Please be sure to forward any questions you have concerning the curtailment periods proposed in an October 12th email by President Drake to Marisela before the November 9th submission deadline. You can find the original message on UCnet here: https://ucnet.universityofcalifornia.edu/news/2020/10/president-drake-begins-consultation-process-on-possible-expanded-curtailment-program.html.

Additional details were added on October 28th by President Drake and can be found at this link: https://ucnet.universityofcalifornia.edu/news/2020/10/consultation-continues-on-possible-systemwide-curtailment-program.html.

11. REMINDER: Open enrollment for UC benefits is currently active now until 5:00pm on Tuesday, November 24th for UC employees. Informational webinars are continuing through November 23rd with registration available at this link: https://www.ucop.edu/ucpath-center/_files/mypath/oe/registration.pdf. Please see your UCPath dashboard for more information or click on this link: UCnet Open Enrollment website .

12. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps:

a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.

b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.

c) Wear face coverings while onsite (indoors or outside).

Please be sure to receive both your supervisor’s and Marisela’s approval prior to any onsite work.

October 27, 2020

As October ends and the holiday season rapidly approaches, please be sure to account for upcoming related closures as you manage your projects and meetings schedules. As always, but particularly with the current challenges of Fall quarter, please be sure to take some time to care for yourself. This week’s update follows:

1. With respect to a few questions raised at last week’s Staff Meeting, AS Admin has provided clarification on the following:

a) International students can sign the Authorized Signer sheet with a wet signature and scan and then email it back to     this link: as.requisitions@ucsb.edu.
b) Students within the US who are having difficulty obtaining stamps and mailing the Authorized Signers form back to  AS Admin can request a self-addressed stamped envelope at this link: as.requisitions@ucsb.edu.
c) Anjum or Cindy will be happy to attend any Advisors Meetings upon request to address and help troubleshoot any  and all concerns regarding Admin process issues. Anjum will attend the November 2nd meeting. If you have specific  questions before that meeting, please let Anjum and Cindy know so they can be addressed.
d) The Admin Office will be holding office hours posted twice a week for questions. An update on specific times will be  provided next week. In addition, an online Q&A process is currently under development where Admin process  questions can be submitted by any given Monday with answers posted by the following Friday. Again, details are still  being worked out but the target is for additional details by next week.

2. If you or a student group you advise is looking to send a bulk email message to the campus student population, please follow this process:

a) Complete a Bulk Mailing Request for U-Mail that includes the final message draft. The form can be found here: form
b) Once a confirmation email is received, please forward the message to Ed and cc Marisela for department approval.
c) After Marisela provides approval, the approved request will be forwarded to the Vice Chancellor for Student Affairs    (VCSA) office for review.
d) The VCSA office will complete their signature approval process and submit the request for distribution.

3. As the search process for the Director of Community Affairs continues, there are two open forums scheduled this week that you are encouraged to attend where you can ask questions of, or simply listen to, answers from the candidates. These are scheduled for:

Thursday, October 29th 10:30am – 11:30am
Friday, October 30th 10:30am – 11:30am

Please look for confirming messages this week from Lili containing the respective Zoom session links.

4. Daylight Saving Time ends this Sunday, November 1st at 2:00am, which is the time when clocks in most states “fall back” and gain an extra hour. Please set your clocks accordingly. Please also note that Arizona does not participate in this time change so Ed will be on a 7:00am to 4:00pm PST online schedule beginning next Monday, November 2nd.

5. Campus Human Resources announced in an October 23rd email message that President Drake approved a request to extend the temporary increase to the vacation accrual maximum for policy-covered (non-represented) staff. The extension now brings the effective timeframe through June 30, 2021, allowing policy-covered staff to receive up to an additional 12 months (instead of up to an additional four months) within which to take vacation leave in order to bring an employee’s vacation accrual below the maximum. Employees will continue to accrue vacation leave during this timeframe. This does not apply to represented employees. Please see the email message for additional details.

6. The 2020-21 AS Legal Code is now available on the Governing Documents page of the AS website as a PDF (at this link: https://www.as.ucsb.edu/documents/governing-documents/). Please take time to review the document and invite students to read it as well and identify any areas of questions, forwarding them to Marisela and Holly.

7. Student Affairs, in conjunction with Student Health, announced in an email message today the the University is offering asymptomatic COVID-19 testing at no charge to all UCSB Students who are living in Isla Vista or near the campus starting today, October 27th through Friday, October 30th from 8:30am to 4:30pm. Locations include Loma Pelona and Calaveras. Appointments are required. All staff are asked to help forward this information to students. Please see the email message for additional details.

8. As a reminder, particularly given the variety of issues and stresses that this Fall quarter is producing, there are a number of mental health resources and policy references that can be utilized to help manage challenges that both staff and students may be experiencing. The following are a few resource links:

Counseling & Psychological Services (CAPS); website: https://caps.sa.ucsb.edu/

– Crisis Assistance: https://caps.sa.ucsb.edu/resources/crisis-assistance
– Interpersonal Violence and Sexual Assault: https://caps.sa.ucsb.edu/resources/interpersonal-violence
– Meditation: https://caps.sa.ucsb.edu/resources/relaxation-resources
– Mental Health Peer Program: http://www.ucsbmhp.com/
– Short-term Counseling: https://caps.sa.ucsb.edu/services/short-term-counseling
– Long-term Counseling: https://caps.sa.ucsb.edu/services/long-term-counseling/community-referral

Health & Wellness; website: https://wellness.sa.ucsb.edu/

– Health Topics (including Psychology, Stress Reduction, and others): https://wellness.sa.ucsb.edu/health-topics
– Health & Wellness Events Calendar: https://wellness.sa.ucsb.edu/calendar

Student Affairs Distressed Students; website: http://www.sa.ucsb.edu/responding-to-distressed-students/welcome
– Mental Health Coordinators: http://www.sa.ucsb.edu/responding-to-distressed-students/safety-net/coordinators 

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