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

January 24, 2023

Hope everyone’s week has been going well. With Winter Quarter finally in full swing, search committees for a number of AS position vacancies are also beginning to get underway. While we are all certainly busy with our own area responsibilities, please keep in mind the need and importance of all AS staff to dedicate time and attention to serving on these committees. As always, thank you for your dedication and hard work. This week’s update follows:

1. A reminder that we are scheduled for a Staff Meeting this Thursday, January 26th at the usual time of 1:00pm – 3:00pm (PST). This and Staff Meetings for the remainder of the academic year are currently planned for a hybrid format. This week’s on-campus location will be in the UCen Harbor Room. 

2. As you are likely aware, Associated Students will be holding a special election this Winter Quarter for the Internal Vice President (IVP) position. While online Declaration of Candidacy for the election was due by 8:00pm yesterday, January 23rd, write-in submissions will be accepted if submitted by this Friday, January 27th at 5:00pm. The Special Election will be live as of next Monday, January 30th until Thursday, February 2nd at 5:00pm. Additional information is available on the AS Elections Board website here: https://elections.as.ucsb.edu/. The Winter Special Election supplement will be available on the election live date at this link: https://elections.as.ucsb.edu/supplement-w23/.

3. Campus Procurement announced within the Gateway application that recycled paper is currently in short supply and that it is recommended to order alternatives until supplies are replenished. You can view this notification on the Gateway dashboard after logging on.

4. The campus Emergency Manager, James Caesar, announced that the campus will be conducting Quarterly Emergency Communication Systems Tests during the 2023 calendar year on the following dates:

January 25
April 19
July 19
October 19

These tests include an outdoor speaker component, and depending on your location, when you hear these tests, you are instructed to proceed to your facility’s outdoor assembly point. Please see Katherine’s January 23rd email message where she provided assembly points for each AS facility location. Please keep her email for future reference of these test dates and assembly points.

5. The Chancellor’s Staff Advisory Council (CSAC) announced via a January 18th email message that it is seeking nominations for staff members to join the committee from across campus. The council includes 20 nominated staff members and actively researches and identifies UCSB staff matters and reports them directly to the Chancellor. Members serve 3-year terms and meet on the second Thursday of each month. Please see the original message for details. Nominations need to be submitted by February 17th using the form located at this link: https://forms.gle/FUhsB84nn4V8J8dn7.

6. The campus Transportation Alternatives Program and UCSB Sustainability announced in a January 19th email message an electric bike demonstration where UCSB staff and faculty can test ride and compare a variety of e-bike brands and types. The demonstration is scheduled for this Thursday, January 26th at the Lagoon/UCen Lawn from 11:30am – 1:30pm. Staff will also have the opportunity to reserve an e-bike to take home for a trial until January 31st. Please see the original message for reservation and event details.

7. The Division announced in a January 20th email message that the Director for the Department of Recreation, Jeff Husky, has left the University for another opportunity out of state. In his absence, and during a national search for a new Director, the current Senior Associate Director of Recreation, Cathy Czuleger, will be serving as Interim Director during this time. Please see the original email message for related details.

8. Campus Housing Services distributed via email on January 19th its Housing Benefits Winter Newsletter. The Newsletter contains helpful information, webinar schedules, and resources links for both renters and prospective homeowners. Please see the original email message for details and those related links.

9. REMINDER: The campus roll out of the new phone system, Voice Over IP (VOIP), is scheduled to be implemented for AS within the next two-three months. As part of this transition, Sean posted a request in the Slack Staff channel on January 10th for all staff that currently have a campus phone to please fill out a related survey (here: https://staff.as.ucsb.edu/phone-system-survey/) to assist with a smooth transition. For those part of a larger office suite with a main reception phone line, please dedicate one person to complete the survey.

10. REMINDER: This year’s proposed budgets for AS entities are due by February 1st, with budget hearings currently scheduled for February 2nd and 3rd. Related worksheets have been recently sent out via email so please look for those related messages. Please contact Kelsey with any related questions.

11. REMINDER: A new AS letterhead template featuring the new AS logo is located on the Google shared drive at this link: https://drive.google.com/drive/u/1/folders/1YqZVFu_TbmbxwShnK0CbLulz5Ht4OofK. Please be sure to make a copy of the template before populating it with your information. You can also find this and other logo files, templates, etc. on the AS Website here: http://www.as.ucsb.edu/logo.

12. REMINDER: Search committees for department open career positions continue to be in process of being formed. As part of the makeup of the committees, current department student employees are being invited to participate. To encourage this participation, please inform and invite student staff in your respective areas to apply, and for those interested, please have them complete and submit the information at this link: https://studentstaff.as.ucsb.edu/student-participation-in-search-committees/. Submissions will be reviewed by Marisela and student body President, Gurleen Pabla for appointment. Student Employees who receive stipends may also apply to participate in career level personnel search committees. We will be seeking to update the application, but even in the temporary absence of this, if you supervise anyone who is compensated via stipend, please make sure to include them.

13. REMINDER: Department staff are invited to submit recommendations to Marisela of any staff in other campus departments who you believe might be open to having a discussion for providing limited appointment assistance to AS. Also, if any of you have additional work capacity and are interested in possibly providing the same, please reach out to Marisela for a discussion. Please note that potential offers can be in areas outside of regular duties through cross training, which also benefits both the participating staff member and the department by expanding individual skill sets.

14. 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 its work on process updates but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

15. REMINDER: 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/.

January 18, 2023

Hope everyone had a relaxing and enjoyable holiday weekend and that your work week has been going well. As things finally settle into a new quarter after epic weather events, we thank you again for being flexible and patient with unprecedented challenges. This week’s update follows:

1. As you all likely know by now, the campus is rolling out a new phone system, Voice Over IP (VOIP), which is scheduled to be implemented over the next two-three months. As part of this transition, Sean posted a request in the Slack Staff channel for all staff that currently have a campus phone to please fill out a related survey (here: https://staff.as.ucsb.edu/phone-system-survey/) to assist with a smooth transition. For those part of a larger office suite with a main reception phone line, please dedicate one person to complete the survey.

2. Via email messages on January 13th and 17th, Leah provided an invitation to AS career staff and details for collaborating on crafting a statement to affirm our values as a department. For anyone interested in participating, a drop-in discussion will be held this Thursday, January 19th in CAB with a remote option available for those unable to attend in person (Zoom link here: https://ucsb.zoom.us/j/84341434322?pwd=bUJoTGg0WEtDWGxJTmF2aVdGRnpVdz09). You can also forward your comments in writing via email to Leah and Marisela, preferably answering guiding questions contained in Leah’s messages. Please see these messages for additional details as well as for example statement links. Please also RSVP to Leah and Marisela if you plan to attend in-person or remotely and by indicating your method of attendance. 

3. Earlier today, January 18th, Kat provided a facilities maintenance update and tips for AS spaces as we begin Winter quarter after a period of time where work spaces have been mostly vacant. Please see her message for related details.

4. On Friday, January 13th, Chelsea announced in the Slack Staff channel that there is now a Mapache Plushies poster available for printing and posting in any AS area. Please see Chelsea’s message for an image of the poster. Please contact Chelsea with any related questions.

5. The campus Emergency Manager, James Caeser, distributed to the campus community on January 12th a detailed summary of the campus’ Clery Act Notification of Annual Test of Emergency Response & Evacuation Procedures. This required annual notification includes a number of important related links. Please review the original message for details and retain the message for future reference.

6. Chancellor Yang announced in a January 17th email message that the campus has appointed Ann Marie Musto as the new Vice Chancellor of Human Resources and Chief Human Resources Officer effective April 1, 2023. Please see the Chancellor’s email message for details on Ann Marie’s extensive professional background. You can also view the Chancellor’s message at this link: https://chancellor.ucsb.edu/memos/2023-01-17-appointment-associate-vice-chancellor-and-chief-human-resources-officer.

7. The Academic and Staff Assistance Program (ASAP) announced in a January 17th email message an experiential wellness workshop, Finding Emotional Balance Through Breath and Sound, scheduled for Wednesday, January 25th at 12:10pm to 12:50pm. This 40-minute workshop will focus on finding stillness through breath and sound meditation to improve psychological well being. The workshop is limited to 25 people. If interested, please RSVP on shoreline at this link: https://cglink.me/2dD/r1970097.

8. REMINDER: This year’s proposed budgets for AS entities are due by February 1st, with budget hearings currently scheduled for February 2nd and 3rd. Related worksheets have been recently sent out via email so please look for those related messages. Please contact Kelsey with any related questions.

9. REMINDER: A new AS letterhead template featuring the new AS logo is located on the Google shared drive at this link: https://drive.google.com/drive/u/1/folders/1YqZVFu_TbmbxwShnK0CbLulz5Ht4OofK. Please be sure to make a copy of the template before populating it with your information. You can also find this and other logo files, templates, etc. on the AS Website here: http://www.as.ucsb.edu/logo.

10. REMINDER: Alphanumeric perm Access Card changes went into effect yesterday, Tuesday, January 17, 2023. The related changes only impact new or reissued Access Cards on or after this date and will have no impact on currently issued employee Access Cards. You can view more information on the Perm Augmentation Project webpage here: https://www.it.ucsb.edu/explore-services/perm-augmentation-project.

11. REMINDER: Search committees for department open career positions continue to be in process of being formed. As part of the makeup of the committees, current department student employees are being invited to participate. To encourage this participation, please inform and invite student staff in your respective areas to apply, and for those interested, please have them complete and submit the information at this link: https://studentstaff.as.ucsb.edu/student-participation-in-search-committees/. Submissions will be reviewed by Marisela and student body President, Gurleen Pabla for appointment. Student Employees who receive stipends may also apply to participate in career level personnel search committees. We will be seeking to update the application, but even in the temporary absence of this, if you supervise anyone who is compensated via stipend, please make sure to include them.

12. REMINDER: Department staff are invited to submit recommendations to Marisela of any staff in other campus departments who you believe might be open to having a discussion for providing limited appointment assistance to AS. Also, if any of you have additional work capacity and are interested in possibly providing the same, please reach out to Marisela for a discussion. Please note that potential offers can be in areas outside of regular duties through cross training, which also benefits both the participating staff member and the department by expanding individual skill sets.

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 its work on process updates but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

14. REMINDER: 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/.

January 10, 2023

Happy New Year 2023…hope everyone had a relaxing and enjoyable holiday break. With the current and dramatic start to Winter Quarter due to extreme local weather, there will certainly be some extended adjustments to getting into a ‘usual’ routine, so thank you in advance for once again being flexible with unprecedented challenges. As has been the theme the last few days, please stay safe and dry throughout the current and significant rain events. As usual, thank you for your hard work and dedication. This week’s update follows:

1. As you are all likely aware of by now, the campus has cancelled classes today due to the current and significant rain events hitting Santa Barbara County. As confirmed in previous messaging, the campus remains ‘open’ but staff and faculty are encouraged to work remotely from home today where possible. Related campus messaging includes a January 9th email from the Vice Chancellor of Student Affairs, Margaret Klawunn, as well as an update message from Chancellor Yang available at this link: https://chancellor.ucsb.edu/memos/2023-01-09-classes-canceled-due-extreme-weather-conditions. Please review these if you have not already done so.

As has also been previously communicated, most on-campus AS services will be unavailable today. However, AS Admin will be open with a small career staff presence, and possibly including some student staff. Since the severe weather impacts can change quickly, please be diligent in checking your messages this week as work directives can be updated with short notice.

2. The UCSB Covid-19 Response Team distributed an email message on January 5th summarizing current campus COVID-19 and influenza protocols. These include the current state of Covid-19 testing and related resources, and a reminder/instructions for fulfilling the UC flu vaccination attestation requirement. Please see the email message for details and related links and please keep the email for future reference as needed.

3. We are scheduled to resume department Staff meetings this Thursday, January 12th at the usual time of 1:00pm – 3:00pm (PST). Given the current weather uncertainties at the time of this Update distribution, this week’s meeting will be fully remote via Zoom at this link:  https://ucsb.zoom.us/j/625014226?pwd=aGJOVTRBNzhpQmM1dXJYZUZ1c3F5QT09. Notice will be provided prior to the meeting should an on-campus location be added for in-person attendance.

4. With a new calendar year comes a new budget process for AS groups, and this year’s proposed budgets are due by February 1st, with budget hearings currently scheduled for February 2nd and 3rd. Related worksheets are just about complete and will be sent out soon…please look for those related email messages. Also, please be sure to send Kelsey updated names and contact information for the student chairs of any student groups you advise so those budget worksheets can get to the appropriate person.

5. Campus Information and Technology Services (ITS) announced in a January 4th email message that it will be hosting another Town Hall meeting for the campus community concerning the upcoming campus phone system replacement project. All staff who are users of the current phone system are highly encouraged to attend as an introduction to and demonstration of the new system will be provided, as well as an opportunity to ask related questions. The Town Hall will be held in a virtual format via Zoom on Tuesday, January 17th at 1:30pm (PST). If interested in attending, please register for the Town Hall here: https://ucsb.zoom.us/webinar/register/WN_Ldnw6K9eQlmoLwwS-VqxVw. Please see the original email message for additional details. You can also visit the project webpage for more information here: https://www.it.ucsb.edu/explore-services/campus-telephony-refresh-project.

6. Chelsea announced in a December 15th email message a new AS letterhead template featuring the new AS logo. The template is located on the Google shared drive at this link: https://drive.google.com/drive/u/1/folders/1YqZVFu_TbmbxwShnK0CbLulz5Ht4OofK. Please be sure to make a copy of the template before populating it with your information. You can also find this and other logo files, templates, etc. on the AS Website here: http://www.as.ucsb.edu/logo. Please see Chelsea’s email message for additional details.

7. The UCPath Center distributed an email message on January 5th reminding all staff to check their 2023 Benefit selections in UCPath to ensure that they are reflected correctly, particularly if you made any changes to your benefits selections. Please use the ‘Ask UCPath’ button should you need to submit an inquiry for something that does not appear to be correct.

8. The UCPath Center also announced in a December 15th email message that the deadline for making tax information corrections for 2022 W-2’s is next Tuesday, January 17th. Prior to this date, please take the time to check your profile information in UCPath such as email address, home address, number of dependents, etc. to ensure that they are correct.

9. Campus Information Technology Services (ITS) distributed an email message on December 15th warning the UCSB community of a significant number of fraudulent job offers being received recently across campus. The ITS email message includes details of what these fraudulent messages look like and guidance for what to do if you believe you have received any. Please be sure to review the original email message details and keep for reference as the message includes a number of related resource links.

10. The UCSB Policy Coordinator, Becky Steiger, distributed an email message on December 19th announcing a revised UC Presidential Policy on Abusive Conduct in the Workplace. The new policy took effect last week on January 1, 2023, and the email contains a summary of the new elements as well as a link to the UC policy website. Please review Becky’s email message to familiarize yourself with this important policy if you have not already done so.

11. REMINDER: Campus Information Technology Services (ITS) enabled Google 2-step verification on all functional accounts on Thursday, December 15th. As of that date, any related account users need to log in with Google’s 2-step verification (Google 2SV). You can learn more at this related ITS link: https://it.ucsb.edu/news/enable-google-two-step-verification-functional-accounts-dec-15. You can also submit an AS department help ticket here https://help.as.ucsb.edu/ for additional guidance should you have trouble logging into a functional account.

12. REMINDER: Alphanumeric perm Access Card changes go into effect beginning next Tuesday, January 17, 2023. The related changes only impact new or reissued Access Cards on or after this date and will have no impact on currently issued employee Access Cards. You can view more information on the Perm Augmentation Project webpage here: https://www.it.ucsb.edu/explore-services/perm-augmentation-project.

13. REMINDER: Search committees for department open career positions continue to be in process of being formed. As part of the makeup of the committees, current department student employees are being invited to participate. To encourage this participation, please inform and invite student staff in your respective areas to apply, and for those interested, please have them complete and submit the information at this link: https://studentstaff.as.ucsb.edu/student-participation-in-search-committees/. Submissions will be reviewed by Marisela and student body President, Gurleen Pabla for appointment. Student Employees who receive stipends may also apply to participate in career level personnel search committees. We will be seeking to update the application, but even in the temporary absence of this, if you supervise anyone who is compensated via stipend, please make sure to include them.

14. REMINDER: Department staff are invited to submit recommendations to Marisela of any staff in other campus departments who you believe might be open to having a discussion for providing limited appointment assistance to AS. Also, if any of you have additional work capacity and are interested in possibly providing the same, please reach out to Marisela for a discussion. Please note that potential offers can be in areas outside of regular duties through cross training, which also benefits both the participating staff member and the department by expanding individual skill sets.

15. 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 its work on process updates but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

16. REMINDER: 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/.

December 6, 2023

Hope everyone’s week is starting out well. As Fall quarter concludes, please note that there will be increased vehicle traffic around campus as students depart for the Winter break holidays. Please also be sure to complete your own time-off approval submissions and post to the time-off calendar. As usual, thank you for your hard work and dedication. This week’s update follows:

1. (In an effort to keep evolving health safety protocols top of mind, this week’s Update once again leads with the latest from campus) The UCSB Covid-19 Response Team provided a Covid-19 protocols update email message on November 18th. In essence, the update addresses modifications to campus mitigation efforts that will be effective at the beginning of Winter Quarter 2023. These modifications are due to the current low rate of Covid-19 positivity, the decreasing number of weekly tests performed on campus, and the availability of at-home rapid antigen tests. The related changes include:

– The campus Covid-19 testing center in Building 434 will be discontinued and PCR testing on campus will end.
– Persons who have approved Covid-19 vaccine exemptions will no longer be required to obtain weekly testing.
– Campus isolation housing will be discontinued.

Please note that any of these procedures are subject to being re-established should conditions warrant. Please see the original email message for related details. More information is also available on the campus Covid-19 information pages here: https://info.ia.ucsb.edu/click/jc240g/vlhcsn/j0oqb1.

2. Campus Information and Technology Services (ITS) announced in a November 30th email message that it will be hosting a Town Hall meeting for the campus community concerning the upcoming campus phone system replacement project. All staff who are users of the current phone system are highly encouraged to attend as an introduction to the new system will be provided, as well as an opportunity to ask related questions. The Town Hall will be held in a virtual format via Zoom on Wednesday, December 14th at 1:30pm (PST). If interested in attending, please register for the Town Hall here: https://ucsb.zoom.us/webinar/register/WN_7GY8NOIjRKW1eQHGNmi9-Q. Please see the original email message for additional details. You can also visit the project webpage for more information here: https://www.it.ucsb.edu/explore-services/campus-telephony-refresh-project.

3. Campus Transportation and Parking Services announced in a December 5th email message the upcoming Fall move-out and Winter move-back operations that will impact parking in several campus areas. Move-out begins this Thursday, December 8th through Saturday, December 10th. Related move-back operations continue on Sunday, January 8th. Please see the original email message for details and a list of impacted campus parking lots. 

4. The Vice Chancellor of Student Affairs, Margaret Klawunn, provided a detailed email message on December 2nd concerning compensation practices within the Division. In essence, the Division is making changes and adjustments across Student Affairs in order to provide a more equitable and competitive compensation program. Please see the original email message for details. 

5. Campus Information Technology Services (ITS) distributed a reminder email message on December 1st that it will be enabling Google 2-step verification on all functional accounts by Thursday, December 15th. As of that date, any related account users will need to log in with Google’s 2-step verification (Google 2SV). Please see the email message for additional details and related information links. Please also contact Sean for any additional related guidance.

6. The campus Registrar, the Division of Student Affairs, and Information Technology Services jointly provided a reminder in a December 6th email message that alphanumeric perm Access Card changes go into effect beginning January 17, 2023. The related changes only impact new or reissued Access Cards on or after this date and will have no impact on currently issued employee Access Cards. Please see the email message for details and related FAQs. You can also view more information on the Perm Augmentation Project webpage here: https://www.it.ucsb.edu/explore-services/perm-augmentation-project.

7. AS Recycling announced in a November 29th email message that it will not be servicing campus e-waste bins from December 12th to January 8th due to limited student staffing, so please refrain from overfilling the bins. Should you require urgent e-waste service, you can contact campus Furniture Services to schedule its pickup service by completing and submitting their related request form located on their webpage here: https://www.dls.ucsb.edu/furniture-services. Please also see the original email message for revised waste sorting guidelines.

8. The University Center (UCen) announced in a November 30th email message that it will be implementing a rate increase for its Audio Visual Equipment services beginning January 1st. The new rates can be found on the UCen website under Meetings and Events, and directly under the Rates tab here: https://ucen.ucsb.edu/meetings-and-events/rates. Please plan your impacted event budgets accordingly.

9. Campus Catering announced in a November 30th email message that it has introduced a new menu brochure featuring additional offerings for campus events. The new menu brochure also features updated pricing that will go into effect on January 1st, 2023 for new catering reservations. The new brochure can be found on the dining website under catering menus here: https://dining.ucsb.edu/campus-catering/catering-menus.

10. In an effort to help clarify recent collective bargaining agreement information for represented employees, please familiarize yourself with the following from the campus Employee and Labor Relations Manager, Sydney Roberts:

As of 11/27/2022, the following changes will be automatically implemented in the Kronos Timekeeping System in accordance with the recently ratified UC/Teamsters (CX) collective bargaining agreement:

– Any hours worked over 8 hours in a day will be paid at 1.5 times the regular rate, on the employee’s regular shift.

The requirement that an employee will only earn premium overtime pay if they work 40 hours per week is no longer in effect. Thus, CX employees can no longer “flex” their time within the week for hours of work missed by making up the time earlier or later in the week.
> E.g.: If an employee works 7 hours on Tuesday and works 9 hours on Thursday to make up for the missed hour on Tuesday, they will now be paid premium overtime for the extra hour on Thursday since totals are now calculated per day, not per week. (Note: if an employee were regularly scheduled to work one 7 hour day and one 9 hour day every week, no premium OT would be paid, as they are not working more than their regularly scheduled shift.)

– Additionally, rest breaks, i.e. 15-minute breaks, cannot be combined in any way.

11. REMINDER: Mapache plushies have arrived and logistics for sales and shipping are currently being worked out but should be completed shortly, after which the plushies will be posted on the AS Marketplace at this link: https://shop.as.ucsb.edu/. Please note that there has been a lot of pre-arrival interest so these are likely to go fast, so check the Marketplace often and get your orders in quickly!

12. REMINDER: Campus Design, Facilities, and Safety Services announced in a November 21st email message that Southern California Edison (SCE) will be performing required maintenance necessitating a campus-wide power shutdown on Wednesday, December 28th beginning at 9:00am. SCE estimates that the shutdown will take approximately one hour. Sean will be providing updates as the shutdown date approaches and with regard to what to do with office/computer equipment in preparation. Please see the original email message for details.

13. REMINDER: Search committees for department open career positions are in process of being formed. As part of the makeup of the committees, current department student employees are being invited to participate. To encourage this participation, please inform and invite student staff in your respective areas to apply, and for those interested, please have them complete and submit the information at this link: https://studentstaff.as.ucsb.edu/student-participation-in-search-committees/. Submissions will be reviewed by Marisela and student body President, Gurleen Pabla for appointment.

14. REMINDER: Department staff are invited to submit recommendations to Marisela of any staff in other campus departments who you believe might be open to having a discussion for providing limited appointment assistance to AS. Also, if any of you have additional work capacity and are interested in possibly providing the same, please reach out to Marisela for a discussion. Please note that potential offers can be in areas outside of regular duties through cross training, which also benefits both the participating staff member and the department by expanding individual skill sets.

15. 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 its work on process updates but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

16. REMINDER: 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/.

November 29, 2022

Hope everyone had a wonderful Thanksgiving holiday. Please note that this week’s update includes a number of department and campus reminders. And as we approach the Christmas and New Year holidays, please firm up any time-off plans for supervisor approval and posting to the time-off calendar. As usual, thank you for your hard work and dedication. This week’s update follows:

1. (In an effort to keep evolving health safety protocols top of mind, this week’s Update once again leads with the latest from campus) The UCSB Covid-19 Response Team provided a Covid-19 protocols update email message on November 18th. In essence, the update addresses modifications to campus mitigation efforts that will be effective at the beginning of Winter Quarter 2023. These modifications are due to the current low rate of Covid-19 positivity, the decreasing number of weekly tests performed on campus, and the availability of at-home rapid antigen tests. The related changes include:

– The campus Covid-19 testing center in Building 434 will be discontinued and PCR testing on campus will end.
– Persons who have approved Covid-19 vaccine exemptions will no longer be required to obtain weekly testing.
– Campus isolation housing will be discontinued.

Please note that any of these procedures are subject to being re-established should conditions warrant. Please see the original email message for related details. More information is also available on the campus Covid-19 information pages here: https://info.ia.ucsb.edu/click/jc240g/vlhcsn/j0oqb1.

2. We are scheduled for a Staff meeting this Thursday, December 1st at the usual time of 1:00pm – 3:00pm (PST). As with the last Staff meeting, this week’s meeting will also be held in a hybrid format. For those attending in-person, please see the meeting agenda when distributed for the campus location. Those attending remotely can do so via the usual Zoom link here: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

3. As you have likely seen, an email was distributed to the Association yesterday, November 28th, by the AS Student President, Gurleen Pabla, announcing her executive order to restore legislative function to the Association. The executive order is lengthy but contains important background and details for moving Association business forward, and reviewing the document would be beneficial to familiarize yourself with if you have not already done so. Please reach out to Marisela and Holly should you have any related questions.

4. Sean announced that the long-anticipated Mapache plushies have arrived and just in time for the gift-giving season. Logistics for sales and shipping are currently being worked out but should be completed shortly after which the plushies will be posted on the AS Marketplace at this link: https://shop.as.ucsb.edu/. Please note that there has been a lot of pre-arrival interest so these are likely to go fast, so check the Marketplace often and get your orders in quickly!

5. The campus Academic and Staff Assistance Program (ASAP) announced in a November 28th email message a wellness workshop titled, Finding Emotional Balance Through Breath and Sound Series. This in-person experiential workshop will focus on finding stillness through breath and sound meditation to improve psychological well-being. This 40-minute workshop is scheduled for Thursday December 8th at 12:10pm to 12:50pm in the Haughton Living Room at Mosher Alumni House. Please see the original email message for details including how to RSVP. Also please note that the workshop is limited to 25 people and may fill up quickly.

6. REMINDER: Electronic advertisements can now be posted on new electronic screens in the UCEN and in the AS/MCC building breezeway. Please see Chelsea’s November 16th Slack Staff channel message for details and contact her if you are interested in posting something (ad dimensions are 1920x1080px).

7. REMINDER: Campus Design, Facilities, and Safety Services announced in a November 21st email message that Southern California Edison (SCE) will be performing required maintenance necessitating a campus-wide power shutdown on Wednesday, December 28th beginning at 9:00am. SCE estimates that the shutdown will take approximately one hour. Sean will be providing updates as the shutdown date approaches and with regard to what to do with office/computer equipment in preparation. Please see the original email message for details.

8. REMINDER: The Division of Student Affairs announced via a November 15th email message that it will be hosting a staff renewal and reflection retreat on Wednesday, December 14th from 9:00am to 4:00pm (in-person, on-campus location to be determined). The goal of this optional event is to reflect on what conditions facilitate your professional success and satisfaction and how you would like to grow and apply your strengths. Please see the original email message from Miles Ashlock for details. To reserve a space, please first obtain approval for that day from your supervisor and then RSVP by this Wednesday, November 23rd here: https://forms.gle/jsHu9euai6KREmjdA.

9. REMINDER: Search committees for department open career positions are in process of being formed. As part of the makeup of the committees, current department student employees are being invited to participate. To encourage this participation, please inform and invite student staff in your respective areas to apply, and for those interested, please have them complete and submit the information at this link: https://studentstaff.as.ucsb.edu/student-participation-in-search-committees/. Submissions will be reviewed by Marisela and student body President, Gurleen Pabla for appointment.

10. REMINDER: Department staff are invited to submit recommendations to Marisela of any staff in other campus departments who you believe might be open to having a discussion for providing limited appointment assistance to AS. Also, if any of you have additional work capacity and are interested in possibly providing the same, please reach out to Marisela for a discussion. Please note that potential offers can be in areas outside of regular duties through cross training, which also benefits both the participating staff member and the department by expanding individual skill sets.

11. REMINDER: The University is requiring that all students, staff, and faculty receive or affirmatively decline the annual influenza vaccination by this Thursday, December 1st. The attestation for either is available on the campus Student Health Patient Portal (https://info.ia.ucsb.edu/click/baj6wg/vlhcsn/v5gx30). In addition, the University is requiring all students, staff, and faculty to receive the new Moderna or Pfizer BioNTech Bivalent Covid-19 vaccines if it has been more than two months since your last vaccine/booster dose or unless you have an approved exception. Additional information on these and all related topics can be found on UCSB’s Covid-19 information web pages at this link: https://info.ia.ucsb.edu/click/jkofqg/vlhcsn/v9zmr0.

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 its work on process updates but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

13. REMINDER: 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/.

November 23, 2022

Happy Thanksgiving week to everyone and hope you all have a well-deserved, restful and enjoyable holiday. As is typical this time of year, please note modified holiday hours and closures for any services across campus that you might be engaging with this week. As usual, thank you for your hard work and dedication. This week’s update follows:

1. The UCSB Covid-19 Response Team provided a Covid-19 protocols update email message on November 18th. In essence, the update addresses modifications to campus mitigation efforts that will be effective at the beginning of Winter Quarter 2023. These modifications are due to the current low rate of Covid-19 positivity, the decreasing number of weekly tests performed on campus, and the availability of at-home rapid antigen tests. The related changes include:

  • The campus Covid-19 testing center in Building 434 will be discontinued and PCR testing on campus will end.
  • Persons who have approved Covid-19 vaccine exemptions will no longer be required to obtain weekly testing.
  • Campus isolation housing will be discontinued.

Please note that any of these procedures are subject to being re-established should conditions warrant. Please see the original email message for related details. More information is also available on the campus Covid-19 information pages here: https://info.ia.ucsb.edu/click/jc240g/vlhcsn/j0oqb1.

2. With the Thanksgiving holiday upon us, Edwin announced in a November 21st Slack Staff channel message that the AS Cashiers and Ticket Office will close early today, Wednesday, November 23rd at 12:00pm, and will reopen next Monday, November 28th.

3. Chelsea announced in a November 16th Slack Staff channel message that electronic advertisements can now be posted on new screens available in the UCEN and in the AS/MCC building. Please contact Chelsea if you are interested in posting something (ad dimensions are 1920x1080px).

4. JudyAnn announced in a November 21st Slack General channel message that a new accessibility feature will be added to all AS websites. Please see JudyAnn’s message for an example of the accessibility tools menu. Please contact her directly via Slack if you have any questions or concerns. 

5. Campus Design, Facilities, and Safety Services announced in a November 21st email message that Southern California Edison (SCE) will be performing required maintenance necessitating a campus-wide power shutdown on Wednesday, December 28th beginning at 9:00am. SCE estimates that the shutdown will take approximately one hour. Sean will be providing updates as the shutdown date approaches and with regard to what to do with office/computer equipment in preparation. Please see the original email message for details.

6. Campus Furniture Services announced in a November 16th email message its new procedure for accepting furniture drop-offs at its facility. As of last Thursday, November 17th, Furniture Services will no longer accept unscheduled drop-offs (this includes items for surplus sales, recycling and e-waste). Items must be scheduled for pick up by submitting a work request located at this link: https://webtma.arit.ucsb.edu:8000/ucsb-fsvc-request.html.

7. The Division of Student Affairs announced via a November 15th email message that it will be hosting a staff renewal and reflection retreat on Wednesday, December 14th from 9:00am to 4:00pm (in-person, on-campus location to be determined). The goal of this optional event is to reflect on what conditions facilitate your professional success and satisfaction and how you would like to grow and apply your strengths. Please see the original email message from Miles Ashlock for details. To reserve a space, please first obtain approval for that day from your supervisor and then RSVP by this Wednesday, November 23rd here: https://forms.gle/jsHu9euai6KREmjdA.

8. REMINDER: Search committees for department open career positions are in process of being formed. As part of the makeup of the committees, current department student employees are being invited to participate. To encourage this participation, please inform and invite student staff in your respective areas to apply, and for those interested, please have them complete and submit the information at this link: https://studentstaff.as.ucsb.edu/student-participation-in-search-committees/. Submissions will be reviewed by Marisela and student body President, Gurleen Pabla for appointment.

9. REMINDER: Department staff are invited to submit recommendations to Marisela of any staff in other campus departments who you believe might be open to having a discussion for providing limited appointment assistance to AS. Also, if any of you have additional work capacity and are interested in possibly providing the same, please reach out to Marisela for a discussion. Please note that potential offers can be in areas outside of regular duties through cross training, which also benefits both the participating staff member and the department by expanding individual skill sets.

10. REMINDER: The University is requiring that all students, staff, and faculty receive or affirmatively decline the annual influenza vaccination by December 1st. The attestation for either is available on the campus Student Health Patient Portal (https://info.ia.ucsb.edu/click/baj6wg/vlhcsn/v5gx30). In addition, the University is requiring all students, staff, and faculty to receive the new Moderna or Pfizer BioNTech Bivalent Covid-19 vaccines if it has been more than two months since your last vaccine/booster dose or unless you have an approved exception. Additional information on these and all related topics can be found on UCSB’s Covid-19 information web pages at this link: https://info.ia.ucsb.edu/click/jkofqg/vlhcsn/v9zmr0.

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 its work on process updates but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

12. REMINDER: 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/.

November 15, 2022

Hope everyone had a restful long Veteran’s Day weekend. As the major holidays and end of calendar year rapidly approach, please note that a number of campus services are announcing revised business hours and closures, so please plan any impacted activities/needs accordingly. As usual, thank you for your hard work and dedication. This week’s update follows:

1. Two recent email messages were distributed by the Division of Student Affairs (November 10th) and by the UC Office of the President (November 11th) concerning the current strike by United Auto Workers bargaining unit members that began yesterday, November 14th. While the Student Affairs message was distributed to undergraduate students and focuses on information and resources to help them navigate their impacted courses during this event, it would be helpful to review both messages should you be presented with questions from any students you encounter with related concerns.

2. This week’s previously scheduled Staff meeting (Thursday, November 17th) has been cancelled in order to allow additional time for staff to address pending work/projects and given time constraints with previous and upcoming shortened holiday work weeks. We will reconvene at the next regularly scheduled Staff meeting on Thursday, December 1st. 

3. As has been recently discussed, search committees for department open career positions are in process of being formed. As part of the makeup of the committees, current department student employees are being invited to participate. To encourage this participation, please inform and invite student staff in your respective areas to apply, and for those interested, please have them complete and submit the information at this link: https://studentstaff.as.ucsb.edu/student-participation-in-search-committees/. Submissions will be reviewed by Marisela and student body President, Gurleen Pabla for approval/appointment.

4. With regard to accommodating the workloads of current vacant positions, the department has been seeking assistance from staff in departments across campus, and has received some offers to pick up some of that workload on a limited appointment, and part-time basis. Specifics on those that are moving forward will be communicated in separate announcements shortly once details are finalized. In the interim, we would like to extend a formal invitation to all current department staff to submit recommendations to Marisela of any staff in other departments who you believe might be open to having a related discussion for providing limited appointment assistance to AS. Also, if any of you have additional work capacity and are interested in possibly providing the same, please reach out to Marisela for a discussion. Please note that potential offers can be in areas outside of regular duties through cross training, which also benefits both the participating staff member and the department by expanding individual skill sets.

5. Please be sure to complete the Polly (survey) that Marilyn posted in the Slack Staff channel last Thursday, November 10th to provide your feedback/preferences for a holiday staff gathering in December. If you have not already done so, please complete this as soon as you can so that preparations can begin.

6. Campus Procurement provided a reminder that in order to receive the fastest response time to inquiries concerning topics such as requisitions, bids, invoices, contracts, and general “how-to” questions, to please use the ServiceNow catalog at ServiceNow Procurement Help rather than trying to connect via email to any one Procurement department individual.

7. Chelsea announced in a November 14th email message that she will be presenting a Workshop Wednesday webinar this Wednesday, November 16th at 3:00pm on the topic of Adobe Illustrator fundamentals. Please see Chelsea’s original email message for details and the webinar’s Zoom link. 

8. The UCSB Club and Guest House announced in a November 10th email message its revised holiday hours and closures for the end of 2022 and beginning of 2023. Please see the original email’s attachment for related services details.

9. Campus Dining announced in a November 8th email message that campus café menus can now be accessed on the Market and Eateries webpage at this link: https://dining.ucsb.edu/eateries-markets. Please see the original email message for individual café menu links and revised business hours.

10. Campus Human Resources announced via a November 9th email message that applications are now open for the Spring 2023 (April 10-13) Management Skills Assessment Program at Lake Arrowhead. The program enables participants to identify managerial strengths, determine areas for improvement, learn about skills necessary for effective management, and practice them in a supportive environment. Please see the original email message for details including the application process which must be completed by Wednesday, January 4th at 4:00pm.

11. Also announced via a November 9th email message, UCSB Professional and Continuing Education outlined Winter business and management courses that are now available for enrollment. Please see the original message for the course listings and related information links.

12. REMINDER: The University is requiring that all students, staff, and faculty receive or affirmatively decline the annual influenza vaccination by December 1st. The attestation for either is available on the campus Student Health Patient Portal (https://info.ia.ucsb.edu/click/baj6wg/vlhcsn/v5gx30). In addition, the University is requiring all students, staff, and faculty to receive the new Moderna or Pfizer BioNTech Bivalent Covid-19 vaccines if it has been more than two months since your last vaccine/booster dose or unless you have an approved exception. Additional information on these and all related topics can be found on UCSB’s Covid-19 information web pages at this link: https://info.ia.ucsb.edu/click/jkofqg/vlhcsn/v9zmr0.

13. REMINDER: Open enrollment for UC benefits ends at 5:00pm this Friday, November 18th. Please refer to the October 26th email message from campus Human Resources, as well as an October 28th email message from UCPath for details and related links.

14. 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. As recently reported, the Division of Student Affairs is working on process updates to be distributed in the coming weeks, but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

15. REMINDER: 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/.

November 9, 2022

Hope everyone’s week and month are starting out well. Another reminder that as the holidays rapidly approach, please be sure to present any pending holiday time-off plans to your supervisor for approval and please post related vacation days on the time-off calendar. As usual, thank you for your hard work and dedication. This week’s update follows:

1. The campus Covid-19 Response Team provided an email update on November 2nd focused on related Covid-19 and influenza topics including: 

  • The FDA extension of expiration dates for Covid-19 rapid antigen at-home test kits by seven months.
  • Covid-19 testing and Thanksgiving travel recommendations.
  • Covid-19 vaccine boosters and influenza (flu) vaccine recommendations.

Please see the original email message for details including the UC requirement that all students, staff, and faculty receive or affirmatively decline the annual influenza vaccination by December 1, 2022. The attestation for either is available on the campus Student Health Patient Portal (here: https://info.ia.ucsb.edu/click/baj6wg/vlhcsn/v5gx30). You can view the UC vaccination policy at this link: https://info.ia.ucsb.edu/click/baj6wg/vlhcsn/fdgx30.

2. As a reminder, all matters concerning the health information/issues of students or staff, including related individual records, are confidential, and irrespective of any related illness or accommodation-based information shared by students or staff, that data is expressly prohibited from affecting their supervision or from being shared with any others. This includes information and issues centered around Covid-19. The campus Covid-19 Response Team, and not individual departments, is charged with managing related information and workplace exposures. In addition, the campus continues to maintain a Covid-19 information website (here: https://www.ucsb.edu/COVID-19-information) that includes detailed guidance information and resources links. 

3. A friendly reminder that this Friday, November 11th the University recognizes Veterans Day with a campus holiday closure. Please plan the rest of your work week accordingly.

4. Regarding Winter break plans, Chancellor Yang confirmed the following as this season’s campus holidays:

  • Friday, December 23, 2022
  • Monday, December 26, 2022
  • Friday, December 30, 2022
  • Monday, January 2, 2023

If you are considering taking additional vacation time off around these dates, please begin as soon as possible with your planning to confirm approvals with your supervisor and please be sure to indicate approved time off on the department’s time-off calendar.

5. The Director of the University Center, Louis Reynaud, announced in a November 3rd email message that the Access and Information Desk will be closed beginning December 12th through January 6th. It will reopen at 10:00am on Monday, January 9th. Please plan any related needs accordingly.

6. The campus Office of Enrollment Services, Basic Needs and Rapid Rehousing announced in a November 3rd email message a product donation drive in honor of Hunger and Homelessness awareness Week (November 14th – 18th). Accordingly, the Rapid Rehousing Team will be collecting hygiene, sock, and menstrual product donations now through Friday, November 18th. Please see the original email message for details including donation locations.

7. Campus Administrative Services and Student Affairs distributed via a November 1st email message the 2022-2023 Annual Notification of UC Santa Barbara Substance Abuse Policy and Implementing Guidelines. Colleges and Universities are mandated to annually and regularly distribute the specified drug and alcohol prevention program to students and employees. Please see the original email message for a summary of the policy and related resource links. The full policy can be viewed at https://info.ia.ucsb.edu/click/7ijtwg/vlhcsn/j86h30.

8. REMINDER: In addition to the previously mentioned influenza vaccination requirement, the University is requiring all students, staff, and faculty to receive the new Moderna or Pfizer BioNTech Bivalent Covid-19 vaccines if it has been more than two months since your last vaccine/booster dose or unless you have an approved exception. Additional detailed information on these and all related topics can be found on UCSB’s Covid-19 information web pages at this link: https://info.ia.ucsb.edu/click/jkofqg/vlhcsn/v9zmr0

9. REMINDER: Open enrollment for UC benefits is currently underway and ends at 5:00pm on Friday, November 18th. Please refer to the October 26th email message from campus Human Resources, as well as an October 28th email message from UCPath for details and related links.

10. REMINDER: Work continues in the department with staffing changes and related recruitments by addressing the vacancies in three ways: limited appointments are being pursued with some close to being completed and announced; career appointments are in process with a number of search committees set to move forward once cleared by the campus Human Resources job advertising queue (there are many openings across campus waiting in this queue and timing is currently an unknown); a campus-approved temp agency (AppleOne) is being engaged for appropriate interim assignments. Updates will continue to be provided as each of these staffing strategies progress. While all of this continues, some services and processes may be delayed, so thank you in advance for your patience.

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. As recently reported, the Division of Student Affairs is working on process updates to be distributed in the coming weeks, but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

12. REMINDER: 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/.

November 1, 2022

Happy first day of November. Hard to believe that the holidays are just about upon us. With that in mind, please be sure to present any pending holiday time-off plans to your supervisor for approval and please post related vacation days on the time-off calendar. As usual, thank you for your hard work and dedication. This week’s update follows:

1. (In an effort to keep this important health policy top-of-mind for Fall quarter, this week’s Internal Ops Update once again leads with this topic) With the campus student population at full capacity, please keep in mind the updated UC vaccination policy requirements introduced by the campus Covid-19 Response Team in their September 22nd email message. The policy requires that all staff, faculty, and students receive (or affirmatively decline) the influenza vaccination before December 1, 2022. In addition to this and the established Covid-19 vaccination requirement for all staff, faculty, and students, the policy requires this population to receive the new Moderna or Pfizer BioNTech Bivalent Covid-19 vaccines if it has been more than two months since your last vaccine/booster dose or unless you have an approved exception. Additional detailed information on these and all related topics can be found on UCSB’s Covid-19 information web pages at this link: https://info.ia.ucsb.edu/click/jkofqg/vlhcsn/v9zmr0

2. We are scheduled for a Staff meeting this Thursday, November 3rd at the usual time of 1:00pm to 3:00pm. We will be holding this week’s meeting in a hybrid format with those of you available on-campus attending in-person in the Flying A conference room located in the UCen Main building. For those attending remotely, please access the meeting per the usual Zoom link here: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09

3. As was posted in a previous Internal Ops Update, campus Information Technology Services (ITS) announced in an October 4th email message that Google two-step verification (2SV) would originally be effective today, November 1st for all Google Functional Accounts, requiring a phone number for sending a confirming login code. This is very problematic as AS has 400+ such accounts, each utilized by more than one individual, making it very difficult to establish a single phone number for multiple individuals to access login codes for each shared account. Thanks to Sean’s hard work convincing ITS of this issue, the two-step verification has been delayed until December 15th to allow for more time to establish a solution. Please see Sean’s Slack posts in the Staff and General channels for more information.

4. As a department, AS is fortunate to have a number of online applications available to staff for completing our respective responsibilities. An important related tool for department-wide communication is the Slack application. If you have not fully incorporated Slack into your daily communication needs, please do so to help AS continue to establish efficient/effective communication methods for all staff, which also greatly helps under any operational and work location challenges. In addition, please be sure to utilize the application’s real-time status indicators. Utilizing this feature provides instant status updates on whether a staff member, including yourself, is currently available, in a meeting, at lunch/break, out on vacation, or any number of custom status messages that can easily be posted and help each of us better manage the flow of our in-coming and out-going messaging. Please also note that you can post a message in the Slackhelp channel if you have any questions concerning any of the application’s functionality.

5. As a reminder, AS has an online marketplace (here: https://shop.as.ucsb.edu/) that is open to post items for sale from throughout the department. Please reach out to Sean if there is interest in your area for adding something to the AS Marketplace website. Also, for those of you interested in the Mapache plushies, they should be available soon and in time for the upcoming holidays. Please keep an eye on the AS Marketplace for availability. 

6. For any of you that place Gateway orders on weekends, please note that the Gateway portal will be offline beginning this Friday, November 4th at 6:00pm through Sunday, November 6th at 9:00am. All functionality will be unavailable during this time so please plan accordingly.

7. Workshop Wednesdays are starting up again this Wednesday, November 2nd at 3:00pm. This week’s Workshop is presented via Zoom by Lisa Osborn on the topic of Podcasting Fundamentals. Please see Lisa’s October 31st post in the Slack General channel for more details including the Workshop’s Zoom link.

8. REMINDER: Open enrollment for UC benefits is currently underway and ends at 5:00pm on Friday, November 18th. Please refer to the October 26th email message from campus Human Resources, as well as an October 28th email message from UCPath for details and related links.

9. REMINDER: The office of the Vice Chancellor for Student Affairs announced via an October 13th email calendar invitation that the Fall Quarter Divisional Staff Meeting will be held this Wednesday, November 2nd from 9:00am – 11:00am in Corwin Pavilion. In addition, and thank you to JudyAnn for locating, it looks like there is a Zoom link available for those unable to attend in person https://ucsb.zoom.us/j/85134106617?pwd=QXdPVVlkbGlqNU1taTE0RUR1N2pHUT09. Please note that all available staff are expected to attend.

10. REMINDER: The 2022 Parents and Family Weekend event is scheduled for this Friday, November 4th and Saturday, November 5th. To learn more about the event, please visit the information link here: http://www.ucsb.edu/parentsfamilyweekend. Please note that the event will likely create an increase in pedestrian and vehicle traffic over the two scheduled days.

11. REMINDER: Work continues in the department with staffing changes and related recruitments by addressing the vacancies in three ways: limited appointments are being pursued with some close to being completed and announced; career appointments are in process with a number of search committees set to move forward once cleared by the campus Human Resources job advertising queue (there are many openings across campus waiting in this queue and timing is currently an unknown); a campus-approved temp agency (AppleOne) is being engaged for appropriate interim assignments. Updates will continue to be provided as each of these staffing strategies progress. While all of this continues, some services and processes may be delayed, so thank you in advance for your patience.

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. As recently reported, the Division of Student Affairs is working on process updates to be distributed in the coming weeks, but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

13. REMINDER: 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/.

October 25, 2022

Hope everyone’s week is starting out well during this very busy Fall quarter. As usual, thank you for your hard work and dedication. This week’s update follows:

1. (In an effort to keep this important health policy top-of-mind for Fall quarter, this week’s Internal Ops Update once again leads with this topic) With the campus student population at full capacity, please keep in mind the updated UC vaccination policy requirements introduced by the campus Covid-19 Response Team in their September 22nd email message. The policy requires that all staff, faculty, and students receive (or affirmatively decline) the influenza vaccination before December 1, 2022. In addition to this and the established Covid-19 vaccination requirement for all staff, faculty, and students, the policy requires this population to receive the new Moderna or Pfizer BioNTech Bivalent Covid-19 vaccines if it has been more than two months since your last vaccine/booster dose or unless you have an approved exception. Additional detailed information on these and all related topics can be found on UCSB’s Covid-19 information web pages at this link: https://info.ia.ucsb.edu/click/jkofqg/vlhcsn/v9zmr0

.

2. The AS website has transitioned the home page link, “All Things Finance“, to the new Admin Help site under “All Things Admin“. As you may recall, the Admin Help site is designed to answer your inquiries by getting them to the relevant staff member under a number of admin topics listed on the help site. This webpage incorporates the same resource links as before (i.e. requisition forms, account numbers, financial policies and procedures), as well as the login portal for Admin Help. When time allows, please take a moment and familiarize yourself with this updated resource located at this link: https://adminhelp.as.ucsb.edu/.

3. The University distributed via email on October 19th its systemwide newsletter, UCnetwork, which featured a preview to the upcoming open enrollment period for 2023 benefits. Open enrollment begins at 8:00am this Thursday, October 27th and ends at 5:00pm on Friday, November 18th. While more information will be distributed shortly, you can view a preview here: https://universityofcalifornia.us8.list-manage.com/track/click?u=3ed27f61279491dd7506b90ab&id=e16e4be1bf&e=73810ab112.

4. As you are all aware, the campus experienced a major network outage that began last Tuesday, October 18th. The outage affected a number of critical campus services and applications until it was resolved on Thursday, October 20th. Per campus Information Technology Services’ (ITS) October 20th email message, please contact them at (805) 893-5000 should you continue to be experiencing any issues. In addition, please note that ITS maintains and updates an online information resource during any technical outages at https://status.ucsb.edu/

5. Campus Administrative Services distributed a reminder email message on October 24th that traffic and parking plans for Halloween 2022 go into effect this Friday, October 28th through Saturday, October 29th. The campus will be closed to overnight parking during this time period, however, restrictions will be eased between the hours of 7:30am and 5:00pm to allow for normal business on campus. Please see the original email message for details.

6. Campus Information Security/Cybersecurity continues to promote October as Cybersecurity Awareness Month by providing an informational email message on October 21st focused on Social Engineering. In the context of IT security, this is defined as “any act that influences a person to take actions that may or may not be in their best interest”. Please see the original email message for details and examples of social engineering attacks. For specific steps that you can take to guard against social engineering attacks, please visit https://it.ucsb.edu/security.

7. The UC Records Management Committee announced in an October 20th email message that it will be hosting an Electronic Records Day forum titled “The Great Digital Transformation”. Forum speakers will include experts in UC archives, records management, and security. The hour-long Zoom event will take place November 1st at 10:01am. Please see the original email message for event details including background information on the forum’s speakers.

8. The campus Academic and Staff Assistance Program (ASAP) announced via an October 25th email message a new Zoom presentation titled “Realign with Purpose: Ways to Promote Human Connection, Socialization, and Mental Well-Being”. This presentation is designed to help align one’s values and address any obstacles or challenges that need help getting resolved. The presentation is scheduled for Tuesday, November 8th from 12:05pm to 12:50pm. RSVP at this link if you are interested in attending: https://forms.gle/szvjdFzWZD4L4FwT7. Please see the original email message for further details.

9. Campus Conference and Hospitality Services announced in an October 18th email message that the West (Campus) Conference Center has reopened and is now accepting reservation requests. Please see the original email message for facility and reservation details.

10. REMINDER: The office of the Vice Chancellor for Student Affairs announced via an October 13th email calendar invitation that the Fall Quarter Divisional Staff Meeting will be held next Wednesday, November 2nd from 9:00am – 11:00am in Corwin Pavilion. All available staff are expected to attend.

11. REMINDER: Another friendly reminder regarding payroll that while timely supervisor approvals of bi-weekly timecards continue to improve, there are still a number of missed punches being overlooked prior to some approvals, which slows down the sign-off/upload process. Please be sure to correct all missed punches prior to approving any timecards. Thank you!

12. REMINDER: The 2022 Parents and Family Weekend event is scheduled for Friday, November 4th and Saturday, November 5th. To learn more about the event, please visit the information link here: http://www.ucsb.edu/parentsfamilyweekend. Please note that the event will likely create an increase in pedestrian and vehicle traffic over the two scheduled days.

13. REMINDER: Work continues in the department with staffing changes and related recruitments by addressing the vacancies in three ways: limited appointments are being pursued with some close to being completed and announced; career appointments are in process with a number of search committees set to move forward once cleared by the campus Human Resources job advertising queue (there are many openings across campus waiting in this queue nd timing is currently an unknown); a campus-approved temp agency (AppleOne) is being engaged for appropriate interim assignments. Updates will continue to be provided as each of these staffing strategies progress.

14. REMINDER: AS finance processes and related submission requirements remain unchanged during the AS Admin/Finance staffing transitions. This includes those processes outlined on the AS Website under ‘All Things Admin’ (here: https://adminhelp.as.ucsb.edu/). Please continue to follow the documented instructions as usual. In addition, the timing for recurring financial processes and submissions remain unchanged.

15. 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. As recently reported, the Division of Student Affairs is working on process updates to be distributed in the coming weeks, but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

16. REMINDER: 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/.

October 19, 2022

As Fall quarter progresses, a number of meetings and events are being transitioned from virtual formats to a pre-pandemic ‘normal’ of in-person formats. So please be sure to make note of these as previous virtual routines begin to be phased out. As usual, thank you for your hard work and dedication. This week’s update follows:

1. (In an effort to keep this important health policy top-of-mind for Fall quarter, this week’s Internal Ops Update once again leads with this topic) With the campus student population at full capacity, please keep in mind the updated UC vaccination policy requirements introduced by the campus Covid-19 Response Team in their September 22nd email message. The policy requires that all staff, faculty, and students receive (or affirmatively decline) the influenza vaccination before December 1, 2022. In addition to this and the established Covid-19 vaccination requirement for all staff, faculty, and students, the policy requires this population to receive the new Moderna or Pfizer BioNTech Bivalent Covid-19 vaccines if it has been more than two months since your last vaccine/booster dose or unless you have an approved exception. Additional detailed information on these and all related topics can be found on UCSB’s Covid-19 information web pages at this link: https://info.ia.ucsb.edu/click/jkofqg/vlhcsn/v9zmr0

2. A friendly reminder that we are scheduled for a Staff meeting this Thursday, October 20th, at the usual time of 1:00pm – 3:00pm. This week’s meeting will continue to be held via Zoom as sufficient locations on campus for an in-person hybrid format remains unavailable. We will revisit this again in two weeks for the next scheduled meeting. In the meantime, you can join this week’s meeting remotely via the usual Zoom link here: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09

3. The office of the Vice Chancellor for Student Affairs announced via an October 13th email calendar invitation that the Fall Quarter Divisional Staff Meeting will be held Wednesday, November 2nd from 9:00am – 11:00am in Corwin Pavilion. The meeting is being held in-person only with no remote option.

4. Another friendly reminder regarding payroll that while timely supervisor approvals of bi-weekly timecards continue to improve, there are still a number of missed punches being overlooked prior to some approvals, which slows down the sign-off/upload process. Please be sure to correct all missed punches prior to approving any timecards. Thank you!

5. The UCPath Center announced in an October 12th email message that as of that date, Virtual Agents have been added to the UCPath phone service. These agents can answer common questions for callers in order to reduce the wait time to speak with a live UCPath agent. Please see the original email message for additional details.

6. Campus Administrative Services announced in an October 17th email message that traffic and parking plans for Halloween 2022 have been established. These plans are intended to discourage unauthorized access to campus and parking facilities during the Halloween weekend. Effective Friday, October 28th through Saturday, October 29th, the campus will be closed to overnight parking. These restrictions will be eased between the hours of 7:30am and 5:00pm to allow for normal business on campus. Please see the original email message for details.

7. Campus Grounds Management announced in an October 17th email message that it will be conducting tree trimming operations in front of Cheadle Hall and SAASB this Saturday, October 22nd and Sunday, October 23rd. The south side of parking lot 14 as well as the adjacent bike path will be closed during this time. Please plan accordingly if you will be in the area during this maintenance event. Please also see the original email message for an image of the affected area.

8. Campus Human Resources announced in an October 14th email message that the UC has released proposed revisions to the Absence from Work policy (PPSM-2.210) including the pay calculation for Pay for Family Care and Bonding. Please see the original email message for drafts of the policy revisions as well as contact information for submitting comments regarding the proposed revisions which are due by November 14th, 2022. 

9. REMINDER: The 2022 Parents and Family Weekend event is scheduled for Friday, November 4th and Saturday, November 5th. To learn more about the event, please visit the information link here: http://www.ucsb.edu/parentsfamilyweekend. Please note that the event will likely create an increase in pedestrian and vehicle traffic over the two scheduled days.

10. REMINDER: Work continues in the department with staffing changes and related recruitments by addressing the vacancies in three ways: limited appointments are being pursued with some close to being completed and announced; career appointments are in process with a number of search committees set to move forward once cleared by the campus Human Resources job advertising queue (there are many openings across campus waiting in this queue nd timing is currently an unknown); a campus-approved temp agency (AppleOne) is being engaged for appropriate interim assignments. Updates will continue to be provided as each of these staffing strategies progress.

11. REMINDER: The new AS logo is now available at this link: http://www.as.ucsb.edu/logo and in addition to the logos, includes branding guidelines, related headers, and an attached presentation outlining the logo collaboration and development process.

12. REMINDER: Monkeypox has been declared a public health emergency, and there is concern for its spread as colleges and universities begin in-person instruction this Fall. To help monitor developments and promote safety through information, the campus has established the UCSB monkeypox information webpage at this link: https://info.ia.ucsb.edu/click/72iqlg/vlhcsn/z0f8g0. Please familiarize yourself with the important information contained there, and be sure to check it regularly for updates as we begin Fall quarter. Also, please see related information from the UC Office of the President here: 

https://ucnet.universityofcalifornia.edu/working-at-uc/mpx-faq.html.

13. REMINDER: AS finance processes and related submission requirements remain unchanged during the AS Admin/Finance staffing transitions. This includes those processes outlined on the AS Website under ‘All Things Finance’ (here: https://www.as.ucsb.edu/finance/). Please continue to follow the documented instructions as usual. In addition, the timing for recurring financial processes and submissions remain unchanged.

14. 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. As recently reported, the Division of Student Affairs is working on process updates to be distributed in the coming weeks, but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

15. REMINDER: 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/.

October 12, 2022

With another busy Fall quarter upon us, please be sure to take time to rest and recharge when possible. As usual, thank you for your hard work and dedication. This week’s update follows:

1. (In an effort to keep this important health policy top-of-mind for Fall quarter, this week’s Internal Ops Update once again leads with this topic) With the campus student population at full capacity, please keep in mind the updated UC vaccination policy requirements introduced by the campus Covid-19 Response Team in their September 22nd email message. The policy requires that all staff, faculty, and students receive (or affirmatively decline) the influenza vaccination before December 1, 2022. In addition to this and the established Covid-19 vaccination requirement for all staff, faculty, and students, the policy requires this population to receive the new Moderna or Pfizer BioNTech Bivalent Covid-19 vaccines if it has been more than two months since your last vaccine/booster dose or unless you have an approved exception. Additional detailed information on these and all related topics can be found on UCSB’s Covid-19 information web pages at this link: https://info.ia.ucsb.edu/click/jkofqg/vlhcsn/v9zmr0

2. As a follow up to last week’s Staff meeting topic on the new UC Procurement Policy, Small and Diverse Business Program, there is a campus Business Services resource and information web page here: https://bfs.ucsb.edu/procurement/small-and-diverse-business-programshould any of your Gateway purchases be required to fulfill the policy’s requirements. As you may recall, any non-federal funds purchases valued at or above $10,000 annually will be subject to this policy. In essence, if a certified small business is not used for such a purchase, and the purchase itself does not qualify under one of the policy’s stated exceptions, a completed waiver form must be attached to the Gateway requisition. Please see the webpage for waiver information. The UCSB SB First Waiver form can be found at the following link located here: https://drive.google.com/file/d/10Xy4iSYGoqtHpWoEt7LIFtKYRDjn6Vdm/view. Please contact Ed if you have any related questions.

3. While perhaps not a significant impact to most Associated Students staff, campus Information Technology Services (ITS) announced in an October 4th email message the introduction of Google two-step verification (Google 2SV) for campus Connect Functional Accounts beginning November 1st. Connect Functional Accounts are Google Workspace accounts that belong to a function, this could be a role, such as a student receptionist, or a device, such as a fax machine or a printer. If you are currently using a Connect Functional Account, please see the original email message for further details including instructions and links for Google 2SV.

4. Campus Dining Services announced via an email message on Tuesday, October 11th that all campus retail dining units are now fully open. Please refer to the original email message for the list of individual locations and their hours of operation.

5. The campus Office of Event Management and Protocol announced in an October 6th email message the 2022 Parents and Family Weekend. This is a campus-wide event that will provide an opportunity for UCSB parents and families to spend the weekend with their Gaucho students while immersing themselves in the campus community. The event is scheduled for Friday, November 4th and Saturday, November 5th. To learn more about the event, please visit the information link here: http://www.ucsb.edu/parentsfamilyweekend. Please note that the event will likely create an increase in pedestrian and vehicle traffic over the two scheduled days.

6. Campus Human Resources distributed a reminder email message on October 7th for its upcoming webinar for staff, “Unstoppable Resilience: The Keys to Staying Strong During Any Challenge”. The webinar is scheduled for this Friday, October 14th from 1:30pm – 3:00pm. Please see the reminder email message for details including a required Shoreline registration link.

7. The campus Ombuds Office announced via email messages on October 5th and 6th that this week marks a weeklong celebration of the Ombuds profession with a number of activities scheduled to celebrate this ‘Ombuds Week’. Please see both email messages for details including event registration links where applicable.

8. The campus Vice-Chancellor for Administrative Services, Garry Mac Pherson, issued via an October 11th email message the UC Office of the President’s annual Native American Cultural Affiliation and Repatriation Policy to clarify the process by which all UC campuses will implement both the Federal and the California Native American Graves Protection and Repatriation Act. Please see the original email message for details which includes a policy summary. The full policy can be found here: https://policy.ucop.edu/doc/2500489/NAGPRA

9. REMINDER: Work continues in the department with staffing changes and related recruitments by addressing the vacancies in three ways: limited appointments are being pursued with some close to being completed and announced; career appointments are in process with a number of search committees set to move forward once cleared by the campus Human Resources job advertising queue (there are many openings across campus waiting in this queue nd timing is currently an unknown); a campus-approved temp agency (AppleOne) is being engaged for appropriate interim assignments. Updates will be provided as each of these staffing strategies progress.

10. REMINDER: The new AS logo is now available at this link: http://www.as.ucsb.edu/logo and in addition to the logos, includes branding guidelines, related headers, and an attached presentation outlining the logo collaboration and development process.

11. REMINDER: The campus Academic and Staff Assistance Program (ASAP) support group, Elderly Care: Finding the tools to care for ourselves as we care for others, begins its six week workshop series this Wednesday, October 12th from 2:00pm to 2:50pm, and is focused on sharing resources while connecting with others on campus experiencing similar challenges caring for aging loved ones while tending to their daily professional and personal responsibilities. Please see the original email message from September 26th for scheduled meeting dates and details.

12. REMINDER: Monkeypox has been declared a public health emergency, and there is concern for its spread as colleges and universities begin in-person instruction this Fall. To help monitor developments and promote safety through information, the campus has established the UCSB monkeypox information webpage at this link: https://info.ia.ucsb.edu/click/72iqlg/vlhcsn/z0f8g0. Please familiarize yourself with the important information contained there, and be sure to check it regularly for updates as we begin Fall quarter. Also, please see related information from the UC Office of the President here: https://ucnet.universityofcalifornia.edu/working-at-uc/mpx-faq.html.

13. REMINDER: AS finance processes and related submission requirements remain unchanged during the AS Admin/Finance staffing transitions. This includes those processes outlined on the AS Website under ‘All Things Finance’ (here: https://www.as.ucsb.edu/finance/). Please continue to follow the documented instructions as usual. In addition, the timing for recurring financial processes and submissions remain unchanged.

Also as a reminder, work continues with addressing changes and impacted workflows in AS Administration. Related discussions and work distributions will be announced as we proceed through those efforts. This includes both interim and career position recruitments that will be announced once underway and/or completed.

14. 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. As recently reported, the Division of Student Affairs is working on process updates to be distributed in the coming weeks, but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

15. REMINDER: 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/.

October 8, 2022

Hope everyone’s second week of Fall quarter is going well. Of course, there are still lots of areas still in process of being settled this early in the academic year, so your patience and flexibility is greatly appreciated. And as usual, thank you for your hard work as all of this progresses. This week’s update follows:

1. With the campus student population now at full capacity, please keep in mind the updated UC vaccination policy requirements introduced by the campus Covid-19 Response Team in their September 22nd email message. The policy requires that all staff, faculty, and students receive (or affirmatively decline) the influenza vaccination before December 1, 2022. In addition to this and the established Covid-19 vaccination requirement for all staff, faculty, and students, the policy requires this population to receive the new Moderna or Pfizer BioNTech Bivalent Covid-19 vaccines if it has been more than two months since your last vaccine/booster dose or unless you have an approved exception. Additional detailed information on these and all related topics can be found on UCSB’s Covid-19 information web pages at this link: https://info.ia.ucsb.edu/click/jkofqg/vlhcsn/v9zmr0

2. A friendly reminder that we are scheduled for a Staff meeting today, Thursday, October 6th at the usual time of 1:00pm to 3:00pm. Originally, we were looking to hold the meeting in a hybrid format with an in-person option for those on campus, and via Zoom for those unable to attend in-person. However, we will continue with the full remote only format today and look to our next meeting on Thursday, October 20th as a possible hybrid format. Please inform your Unit Director if you will be able to attend in-person on the 20th. Today’s meeting Zoom link is as usual and here for convenience: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

3. Work continues in the department with staffing changes and related recruitments by addressing the vacancies in three ways: limited appointments are being pursued with some close to being completed and announced; career appointments are in process with a number of search committees set to move forward once cleared by the campus Human Resources job advertising queue (there are many openings across campus waiting in this queue nd timing is currently an unknown); a campus-approved temp agency (AppleOne) is being engaged for appropriate interim assignments. Updates will be provided as each of these staffing strategies progress.   

4. Due to the ongoing challenges of the Covid-19 pandemic, campus Human Resources announced in an October 3rd email message that Emergency Paid Sick Leave (EPSL) for Covid-19 relief has been extended until the end of the current calendar year to December 31, 2022. This extension allows for the use of remaining unused EPSL leave time but does not provide for an additional allotment of EPSL time. Please see the original message or view the related UCnet article for details here: https://ucnet.universityofcalifornia.edu/news/2022/09/emergency-paid-sick-leave-for-covid-19-relief-extended-to-dec-31-2022.html.

5. Chelsea formally announced the introduction of the new AS logo in a September 27th email message. The message includes helpful user information including a link (here: http://www.as.ucsb.edu/logo) to the logos, related branding guidelines, and related headers, as well as an attached presentation outlining the logo collaboration and development process.

6. Campus Transportation and Parking Services in conjunction with the Community Environmental Council announced in a September 29th email message an invitation to join its upcoming webinar titled Get Charged: Everything you need to know to go electric. The webinar will provide information on how to make the switch to driving electric vehicles (EV) including hearing from current EV owners/drivers and how to access current government sponsored incentives. The webinar is scheduled for today, Thursday, October 6th from 12:00pm to 1:15pm. If you are interested in joining, please register at this link: cec.pub/NDEW2022. Please see the original email message for details.

7. The Division of Student Affairs and campus Information Technology announced in a September 27th email message the official integration of the division’s Student Information Systems & Technology (SIS&T) department with campus Enterprise Technology Services (ETS). This new central IT unit has been renamed Information Technology Services (ITS), and the integration is designed to reduce complexity and duplication, standardize practices and tools, build resilience for system and service support, provide growth opportunities for staff, and manage costs associated with the increasing demand for IT services. Please see the original email message for additional details.

8. Campus Information Technology and Security announced in a September 30th email message that October is UC Cybersecurity Awareness Month. The UC Systemwide Cyber ‘Champions’ Team has created about a dozen remote events during October to help boost security awareness. Registration and details of these events can be found here: https://it.ucsb.edu/news/cybersecurity-awareness-month-2022-ucsb-events. Additional related presentations hosted by UCOP are available here: https://security.ucop.edu/resources/security-awareness/cyber-security-month-2022.html

9. The campus Academic and Staff Assistance Program (ASAP) announced a new staff forum titled Fatherhood: Supporting Fathers. Celebrating Diversity. The conversation is for those who would like to discover more about fatherhood or parenting as shared through the lens of many different types of parenting figures. This virtual Zoom forum is scheduled for today, Thursday, October 6th from 12:05pm to 12:55pm. Please RSVP at this link: https://cglink.me/2dD/r1815774

10. REMINDER: The campus Academic and Staff Assistance Program (ASAP) support group, Elderly Care: Finding the tools to care for ourselves as we care for others, begins its six week workshop series next Wednesday, October 12th from 2:00pm to 2:50pm, and is focused on sharing resources while connecting with others on campus experiencing similar challenges caring for aging loved ones while tending to their daily professional and personal responsibilities. Please see the original email message from September 26th for scheduled meeting dates and details.

11. REMINDER: Monkeypox has been declared a public health emergency, and there is concern for its spread as colleges and universities begin in-person instruction this Fall. To help monitor developments and promote safety through information, the campus has established the UCSB monkeypox information webpage at this link: https://info.ia.ucsb.edu/click/72iqlg/vlhcsn/z0f8g0. Please familiarize yourself with the important information contained there, and be sure to check it regularly for updates as we begin Fall quarter. Also, please see related information from the UC Office of the President here:  https://ucnet.universityofcalifornia.edu/working-at-uc/mpx-faq.html.

12. REMINDER: AS finance processes and related submission requirements remain unchanged during the AS Admin/Finance staffing transitions. This includes those processes outlined on the AS Website under ‘All Things Finance’ (here: https://www.as.ucsb.edu/finance/). Please continue to follow the documented instructions as usual. In addition, the timing for recurring financial processes and submissions remain unchanged.

Also as a reminder, work continues with addressing changes and impacted workflows in AS Administration. Related discussions and work distributions will be announced as we proceed through those efforts. This includes both interim and career position recruitments that will be announced once underway and/or completed.

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. As recently reported, the Division of Student Affairs is working on process updates to be distributed in the coming weeks, but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

14. REMINDER: 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/.

September 27, 2022

As you are all likely experiencing, Fall quarter is off to a fast start with questions, assignments, and challenges coming from many directions. While all of this should settle a bit as we move further into the quarter, please be sure to take advantage of opportunities to self care and recharge as they present themselves. Also, please know that you all are making important contributions to the department’s ability to achieve its mission and goals, and that those efforts are greatly appreciated. As usual, thank you for your hard work and flexibility as all of this progresses. This week’s update follows:

1. The campus Covid-19 Response Team distributed an email on September 22nd to update and clarify flu and Covid-19 vaccination requirements for Fall quarter. The message includes a number of important reminders and recommendations including the UC policy requirement that all staff, faculty, and students receive (or affirmatively decline) the influenza vaccination before December 1, 2022. In addition to this and the required Covid-19 vaccination requirement for all staff, faculty, and students, UC policy also requires this population to receive the new Moderna or Pfizer BioNTech Bivalent Covid-19 vaccines if it has been more than two months since your last vaccine/booster dose or unless you have an approved exception. Please see the original email message for related details including links to updated campus visitor requirements and large event requirements. Additional detailed information on all related topics can be found on UCSB’s Covid-19 information web pages at this link: https://info.ia.ucsb.edu/click/jkofqg/vlhcsn/v9zmr0

2. The UC Office of the President (UCOP) distributed proposed revisions to the UC Presidential Policy on Vaccinations via a September 23rd email message. The message includes a summary of proposed changes to key areas of the policy as well as a link (here: https://ucnet.universityofcalifornia.edu/_files/pdf/vaccination-programs-policy_8_30_2022.pdf) to the complete revised policy draft located on UCNet. Please see the original email message for details.

3. The UC system wide staff newsletter known as UCnetwork announced in its latest bulletin on September 21st that open enrollment for benefits begins this Fall on October 27th and runs through November 28th. The open enrollment window allows qualified new and existing staff members to select or update/change their benefits selections including health benefits. More related information is available at this link https://universityofcalifornia.us8.list-manage.com/track/click?u=3ed27f61279491dd7506b90ab&id=e04c2de28f&e=73810ab112, with more to come via email soon.

4. Campus Facilities Management distributed an email message on September 21st regarding staffing shortage impacts currently being experienced by campus Custodial Services. In essence, the staffing shortage is preventing Custodial Services from reaching pre-Covid service levels until staffing levels are increased. In the meantime, services will continue mostly as they have been during the reduced pandemic scheduling. Please see the original email message for details.

5. Student Engagement and Leadership (SEAL) provided details of its upcoming Student Leader Retreat in a September 21st email message. The retreat is scheduled for this Saturday, October 1st, and encourages student organization and staff members from across the division to attend including those from Associated Students. Please see the original email message for details including registration information.

6. On September 21st, the Vice Chancellor for Administrative Services, Garry Mac Pherson, and the Interim Director for Human Resources, Lisa Romero, sent an email message acknowledging the hard work that all of us have been doing during these last couple of very challenging years and expressing gratitude for it. If you have not already done so, take a moment and read that brief but welcome message. 

7. Campus Human Resources provided an update email on September 26th to a previous email webinar announcement (September 21st) changing the webinar date to October 14th, from 1:30pm to 3:00pm. This free webinar, titled Unstoppable Resilience: the keys to staying strong during any Challenge, will provide practical strategies to build unshakeable strength within oneself and within teams. Please see the original email message for details and for the Shoreline registration link.

8. The campus Human Resources department released its Fall quarter training schedule in a September 21st email message. Specific enrollment and program course details are available on the UCSB Learning Center website at this link: https://www.learningcenter.ucsb.edu/sites/default/files/hr_department-wide_training_schedule.pdf. Related courses and workshops will be offered in the following programs: Supervisory Certificate Program, First Year Experience, UC People Management Series and Certificate Program, My UC Career Website, and LinkedIn Learning Connections.

9. The campus Academic and Staff Assistance Program (ASAP) announced a new staff support group in a September 26th email message. Titled Elderly Care: Finding the tools to care for ourselves as we care for others, the support group is a six week workshop focused on sharing resources while connecting with others on campus experiencing similar challenges caring for aging loved ones while tending to their daily professional and personal responsibilities. Please see the original email message for scheduled meeting dates and details.

10. REMINDER: Monkeypox has been declared a public health emergency, and there is concern for its spread as colleges and universities begin in-person instruction this Fall. To help monitor developments and promote safety through information, the campus has established the UCSB monkeypox information webpage at this link: https://info.ia.ucsb.edu/click/72iqlg/vlhcsn/z0f8g0. Please familiarize yourself with the important information contained there, and be sure to check it regularly for updates as we begin Fall quarter. Also, please see related information from the UC Office of the President here: https://ucnet.universityofcalifornia.edu/working-at-uc/mpx-faq.html.

11. REMINDER: AS finance processes and related submission requirements remain unchanged during the AS Admin/Finance staffing transitions. This includes those processes outlined on the AS Website under ‘All Things Finance’ (here: https://www.as.ucsb.edu/finance/). Please continue to follow the documented instructions as usual. In addition, the timing for recurring financial processes and submissions remain unchanged.

Also as a reminder, work continues with addressing changes and impacted workflows in AS Administration. Related discussions and work distributions will be announced as we proceed through those efforts. This includes both interim and career position recruitments that will be announced once underway and/or completed.

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. As recently reported, the Division of Student Affairs is working on process updates to be distributed in the coming weeks, but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

13. REMINDER: 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/.

September 20, 2022
Hope everyone’s week is starting out smoothly, particularly with the arrival of students to campus and instruction scheduled to begin this Thursday. As is usual for Fall quarter, there is a bit of a transition the first week or two with covering work demands as students settle into their class schedules, and subsequently, student staff members settle their work schedules. Thank you in advance for your flexibility as this transition takes place. This week’s update follows, and as always, thank you all for your hard work:  1. A number of questions have come up recently concerning the Workplace Specific Safety Plan (WSSP) and whether the related training/review requirement is still in place for the new academic year when onboarding student staff. We received confirmation this week from the Division’s Chief of Staff, Miles Ashlock, that the WSSP requirement is still in place for the time being. So please be sure to have your new student staff members complete this requirement. Further updates are apparently pending and we will update all of you once received.

2. As a reminder, we are scheduled for a Staff meeting this Thursday, September 22nd at the usual time of 1:00pm – 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

3. A big thank you to everyone who worked so hard at putting together the AS tote and its fantastic content assortment, and distributed them at yesterday’s Convocation in the on again, off again rain. It was brilliant and students were soooo appreciative of it. Great job!

4. For those of you who utilize the AS Concert-Lecture Agreement template, please note that completed agreements ready for submission to Marisela for her review and approval should be turned in (with a corresponding AS requisition and supporting documents as usual) for her wet signature and not submitted via DocuSign. The only instance where DocuSign will be accepted is at the request of Marisela due to timing issues and an inability to facilitate a wet signature approval. Please contact Ed with any related questions.

5. Campus Human Resources sent an email message on September 15th as a reminder that ePerformance cycle check-ins for policy-covered (non-represented) staff are due October 1st (check-in 1) and December 18th (check-in 2). Please see the original email message for details and related ePerformance resources links.

6. The UCPath Center distributed an email message on Monday, September 19th to inform the campus community that a software update inadvertently caused several thousand emails to be sent that are related to old UCPath inquiries and cases. These emails were sent between 6am and 9am last Saturday, September 17th. While these emails may appear to be an update to old cases, they should be disregarded. If you received one of these inadvertent emails, please do not submit another inquiry or case regarding the outdated information. 

7. Kat posted a reminder in the Slack General Channel last Friday, September 16th reminding student groups who need information flyers printed this week to please be sure to submit AS requisitions to AS Admin as soon as possible to avoid delays in AS Publications printing their orders. Please be sure to remind any groups you advise of this important step.

8. REMINDER: The 2022-2023 AS President, Gurleen Pabla, announced in a September 8th email message that the AS ONE Retreat will be held this Friday, September 23rd and Saturday, September 24th. AS staff members are invited to join student leadership and AS student members at the retreat to cover topics such as AS history and functions, strategic vision planning, learning about specific roles, people and resources across AS, culture and community building, and more. Please see Gurleen’s message for additional information. Also, please RSVP by end of day today, Tuesday, September 20th if you are able to attend by clicking on this link: https://forms.gle/CGGmUAFu1zYf6CE98.

9. REMINDER: JudyAnn posted a message in the Staff Slack channel on September 8th asking all staff to please review your staff profile on the AS website here: https://www.as.ucsb.edu/about/staff/, and for advisors to please review your related info here: https://www.as.ucsb.edu/about/staff/advisors/. If you do require edits, please use the change form at this link: https://staff.as.ucsb.edu/staff-profile-update/, or email or Slack message JudyAnn with your edits.

10. REMINDER: Monkeypox has been declared a public health emergency, and there is concern for its spread as colleges and universities begin in-person instruction this Fall. To help monitor developments and promote safety through information, the campus has established the UCSB monkeypox information webpage at this link: https://info.ia.ucsb.edu/click/72iqlg/vlhcsn/z0f8g0. Please familiarize yourself with the important information contained there, and be sure to check it regularly for updates as we begin Fall quarter. Also, please see related information from the UC Office of the President here: https://ucnet.universityofcalifornia.edu/working-at-uc/mpx-faq.html.

11. REMINDER: The AS Committee on Committees will be hosting its first Associated Students Committees Fair scheduled for this Wednesday, September 21st from 10:00am to 12:00pm in Storke Plaza. This Fair is an opportunity for BCU’s to provide the campus community information about what they do and to help recruit new members.

12. REMINDER: AS finance processes and related submission requirements remain unchanged during the AS Admin/Finance staffing transitions. This includes those processes outlined on the AS Website under ‘All Things Finance’ (here: https://www.as.ucsb.edu/finance/). Please continue to follow the documented instructions as usual. In addition, the timing for recurring financial processes and submissions remain unchanged.

Also as a reminder, work continues with addressing changes and impacted workflows in AS Administration. Related discussions and work distributions will be announced as we proceed through those efforts. This includes both interim and career position recruitments that will be announced once underway and/or completed.

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. As recently reported, the Division of Student Affairs is working on process updates to be distributed in the coming weeks, but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees.   

14. REMINDER: 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/
September 13, 2022

It’s move-in week beginning this Thursday and with it, a significant increase in people, bike, and vehicle traffic on campus, including parking lot closures. Please take extra care when travelling to and on campus and plan accordingly if your regular access to campus is affected. This week’s update follows, and as always, thank you all for your hard work and flexibility:

1. With Fall Quarter classes scheduled to begin next Thursday, September 22nd, students will be arriving in mass beginning this Thursday, September 15th. Campus Parking and Transportation Services provided an updated reminder message  yesterday on September 12th concerning related campus parking lot closures and traffic impacts. Please review the message as related closures may affect your usual travel and access to campus. Please also note that move-in operations continue through Sunday, September 18th, and corresponding Week of Welcome activities for new students begins Monday, September 19th.

2. The 2022-2023 AS President, Gurleen Pabla, announced in a September 8th email message that the AS ONE Retreat will be held Friday, September 23rd and Saturday, September 24th. AS staff members are invited to join student leadership and AS student members at the retreat to cover topics such as AS history and functions, strategic vision planning, learning about specific roles, people and resources across AS, culture and community building, and more. Please see Gurleen’s message for additional information. Also, please RSVP by Tuesday, September 20th if you are able to attend by clicking on this link: https://forms.gle/CGGmUAFu1zYf6CE98.

3. Kelsey distributed an email message on September 2nd summarizing a number of key topics regarding her role as the new interim Assistant Director for Finance and Business. These topics include how best to reach her, scheduled office hours, her general responsibilities in this new role, and related AS resources links. Please review her message for details if you have not already had a chance to do so.

4. Honoraria eligibility has been a topic of conversation lately, and to gain greater clarity, Directors and Marisela have been engaged in discussions with Division leadership, as well as with other campus departments, to confirm a definition of a student in good standing. These discussions are currently on-going, and we will provide an update to staff, advisors, and student leadership once concluded.

5. JudyAnn posted a message in the Staff Slack channel last Thursday, September 8th asking all staff to please review your staff profile on the AS website here: https://www.as.ucsb.edu/about/staff/, and for advisors to please review your related info here: https://www.as.ucsb.edu/about/staff/advisors/. If you do require edits, please use the change form at this link: https://staff.as.ucsb.edu/staff-profile-update/, or email or Slack message JudyAnn with your edits.

6. Katherine distributed a reminder email message this morning regarding the campus Annual Fire Alarm System Test and Emergency Evacuation Exercise that is taking place this week beginning yesterday, September 12th. Some of you may have already experienced the test depending on your location, but regardless, you are encouraged to review the related information and days/time-frames that specific AS buildings are scheduled for the test. Please also review Katherine’s message for building-specific evacuation locations.

7. Campus Information Technology announced in a September 7th email message that campus Communication Services will be implementing a nine-month Campus Telephony Project to replace the current outdated campus legacy phone system. The project is scheduled to be completed by April, 2023. Please see the original email message for details including a summary of new features that will be available with the new phone system. You can also find more information and on-going updates at this link: https://www.it.ucsb.edu/explore-services/campus-telephony-refresh-project

8. Campus Career Services announced in a September 8th email message that it is re-launching its Career Closet which is a professional clothing resource for students who would otherwise not be able to access such items for career interview opportunities. The Career Closet is currently scheduled to reopen on October 4th from 2pm-4pm in room 1109. Career Services is asking the campus community to provide support for related clothing donations in order to meet this tight reopening deadline. Please see the original message for options on how you can provide support.

9. REMINDER: Monkeypox has been declared a public health emergency, and there is concern for its spread as colleges and universities begin in-person instruction this Fall. To help monitor developments and promote safety through information, the campus has established the UCSB monkeypox information webpage at this link: https://info.ia.ucsb.edu/click/72iqlg/vlhcsn/z0f8g0. Please familiarize yourself with the important information contained there, and be sure to check it regularly for updates as we begin Fall quarter. Also, please see related information from the UC Office of the President here: https://ucnet.universityofcalifornia.edu/working-at-uc/mpx-faq.html.

10. REMINDER: The Cheadle Center for Biodiversity and Ecological Restoration announced in an August 29th email message that Santa Barbara County Fire and the UCSB Fire Department will be conducting a 1/2 acre prescribed burn on Lagoon this week (beginning yesterday, September 12th). Please note that smoke may be visible and present depending on wind direction but that as a controlled burn, the Fire Departments will be present. Please see the original email message for additional information.

11. REMINDER: The AS Committee on Committees will be hosting its first Associated Students Committees Fair scheduled for Wednesday, September 21st from 10:00am to 12:00pm in Storke Plaza. This Fair is an opportunity for BCU’s to provide the campus community information about what they do and to help recruit new members. For BCU’s interested in tabling at the event, please RSVP via this link: https://docs.google.com/forms/d/e/1FAIpQLSfBlK1CX3Gyzh9e17jN9F9I7L8ss58hxgATF9YsFNzUcQRU2g/viewform. Also see the related email message originally posted on August 12th, or the Slack message posted in the General channel on August 13th.

12. REMINDER: AS finance processes and related submission requirements remain unchanged during the AS Admin/Finance staffing transitions. This includes those processes outlined on the AS Website under ‘All Things Finance’ (here: https://www.as.ucsb.edu/finance/). Please continue to follow the documented instructions as usual. In addition, the timing for recurring financial processes and submissions remain unchanged.

Also as a reminder, work continues with addressing changes and impacted workflows in AS Administration. Related discussions and work distributions will be announced as we proceed through those efforts. This includes both interim and career position recruitments that will be announced once underway and/or completed.

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. As recently reported, the Division of Student Affairs is working on process updates to be distributed in the coming weeks, but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

14. REMINDER: 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/.

August 30, 2022

With the month of September upon us this week, campus-wide messaging in preparation for Fall quarter has noticeably increased. Please take a few moments to familiarize yourself with those summarized below. This week’s update follows, and as always, thank you all for your hard work and flexibility:

1. In an August 24th email message to the UCSB community, the campus provided update information and resources links regarding the recent spread of the monkeypox disease. In essence, monkeypox has been declared a public health emergency, and there is concern for its spread as colleges and universities begin in-person instruction this Fall. To help monitor developments and promote safety through information, the campus has established the UCSB monkeypox information webpage at this link: https://info.ia.ucsb.edu/click/72iqlg/vlhcsn/z0f8g0. Please familiarize yourself with the important information contained there, and be sure to check it regularly for updates as we begin Fall quarter. Also, please see the original email message for additional related information links including from the UC Office of the President here: https://ucnet.universityofcalifornia.edu/working-at-uc/mpx-faq.html.

2. Earlier today, the Vice Chancellor for Student Affairs, Margaret Klawunn announced in an email message that the Division’s information technology (IT) department, the Student Information Systems & Technology (SIS&T), will be integrated into a new campus IT unit called Information Technology Services (ITS). This unit will incorporate the current SIS&T, campus Enterprise Technology Services (ETS), and the Office of the Chief Information Officer (OCIO). The Vice Chancellor asks that each of us review the details of her message to learn about short- and long-term impacts of the change, which is already well underway as of July 1st.

3. Per her August 29th Slack message in the Staff channel, Kat is requesting that all A.S. staff please submit any maintenance issues, furniture requests, etc. to her as soon as possible so they can be addressed in advance of the start of Fall quarter. Please use the link she provided in her message to submit requests. Please see her message for additional information. In addition, please note that this process acts as a communication tool to get maintenance and other related facilities concerns/issues in front of the correct internal and external stakeholders.

4. The University Center (UCen) announced its Fall hours of operation in an email earlier this morning. The UCen will adjust its current hours to the following days/times at the beginning of Fall Quarter:

Monday – Thursday: 7:30am – 8:00pm
Friday: 7:30 – 6:00pm
Saturday: 10:30am – 4:30pm
Sunday: Closed

5. Campus Transportation and Parking Services announced in an August 24th email message information on the upcoming Fall move-in operations that will impact parking in several campus areas beginning Thursday, September 15th and continuing through Sunday, September 18th. The email message includes specific parking lot closures on scheduled days, so please be sure to reference these as both the closures and increased traffic volume will affect area access.

6. Campus Design and Construction Services announced in an August 24th email message that sections of the campus bike path, including the Ocean Road bike underpass, are currently undergoing repairs through Thursday, September 15th. Please refer to the maps included in the email message to determine if any of the affected areas will impact your travels on campus.

7. Campus Facilities Management announced in an August 25th email message that there will be lane closures on Mesa Road this Thursday, September 1st and Friday, September 2nd for crack sealing of the roadway. The affected section is between Steck Circle and Ocean Road. Please plan for possible delays if you travel in this area on either of those two days.

8. The Cheadle Center for Biodiversity and Ecological Restoration announced in an August 29th email message that Santa Barbara County Fire and the UCSB Fire Department will be conducting a 1/2 acre prescribed burn on Lagoon Island during the week of September 12th. Please note that smoke may be visible and present depending on wind direction but that as a controlled burn, the Fire Departments will be present. Please see the original email message for additional information.

9. Campus Networking, Communications and Security Services provided a security alert via an August 23rd email concerning recent fraudulent job opportunity offers. The email provides guidance in what to do should you believe you received one of these fraudulent messages. You are highly encouraged to review these if you have not already done so. Also, if you believe you received a fraudulent email, please forward it to the Security Operations team at this link: https://security.ucsb.edu/report-security-incident/report-harassing-or-unwanted-email.

10. The UCSB Library announced in an August 24th email message that UCSB students, staff and faculty have an opportunity to sign up for and receive a complimentary subscription to the New York Times (NYT) online news source through the Library’s own NYT subscription. To create your free account, please visit http://accessnyt.com/ and search for and select “University of California, Santa Barbara” to begin the sign-up process. Please see the original email message for additional details.

11. REMINDER: The AS Committee on Committees will be hosting its first Associated Students Committees Fair scheduled for Wednesday, September 21st from 10:00am to 12:00pm in Storke Plaza. This Fair is an opportunity for BCU’s to provide the campus community information about what they do and to help recruit new members. For BCU’s interested in tabling at the event, please RSVP via this link: https://docs.google.com/forms/d/e/1FAIpQLSfBlK1CX3Gyzh9e17jN9F9I7L8ss58hxgATF9YsFNzUcQRU2g/viewform. Also see the related email message originally posted on August 12th, or the Slack message posted in the General channel on August 13th.

12. REMINDER: AS finance processes and related submission requirements remain unchanged during the AS Admin/Finance staffing transitions. This includes those processes outlined on the AS Website under ‘All Things Finance’ (here: https://www.as.ucsb.edu/finance/). Please continue to follow the documented instructions as usual. In addition, the timing for recurring financial processes and submissions remain unchanged.

Also as a reminder, work continues with addressing changes and impacted workflows in AS Administration. Related discussions and work distributions will be announced as we proceed through those efforts. This includes both interim and career position recruitments that will be announced once underway and/or completed.

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. As recently reported, the Division of Student Affairs is working on process updates to be distributed in the coming weeks, but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

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/.

August 23, 2022

Hope this last full week of August is starting out well for everyone. This week’s update follows and primarily includes a number of important reminders. As always, thank you all for your hard work and flexibility:

1. As reported in last week’s Internal Ops Update, The Division of Student Affairs reports being close to updating Remote/Hybrid/Flexible Arrangements (RHFA’s) eligibility guidelines for this upcoming academic year. These should be distributed in the coming weeks. In the interim, departments are being asked to reassess each position relative to eligibility for RHFA consideration taking into account the observed experience of each position over the last few months since students and staff have been back on campus. To facilitate this, you should soon be receiving a request from your supervisor to discuss what has been working well and what has not been working well under any RHFA schedules over these past few months. Part of these discussions is to also look at related job descriptions to review specific position responsibilities with respect to recent on-campus experiences/observations. The department is under a relatively tight deadline to complete these so please accommodate your supervisor’s request as soon as your respective schedules allow. As a reminder, the Division is not anticipating any sudden shifts in RHFA expectations. However, if any individual staff member is seeking a change, please see the guidelines outlined below in item #6 as the current process remains in effect until further notice from the Division.

2. Also as was outlined in last week’s Update, work continues with addressing staffing changes and impacted workflows in AS Administration. To confirm again, there are a number of workflows and workloads that are either being absorbed by other staff and/or positions. Those related discussions and work distributions will be announced as we proceed through those efforts. In addition, both interim and career position recruitments will be announced once underway and/or completed.

3. REMINDER: Alphanumeric perm numbers are being introduced for Fall quarter beginning September 1st. As was previously detailed, these alphanumeric perms will only be assigned to future UCSB applicants and students, and existing perms will not be impacted by this effort. Please see the reminder email message from the Division on August 15th for additional details.

4. REMINDER: The AS Committee on Committees will be hosting its first Associated Students Committees Fair scheduled for Wednesday, September 21st from 10:00am to 12:00pm in Storke Plaza. This Fair is an opportunity for BCU’s to provide the campus community information about what they do and to help recruit new members. For BCU’s interested in tabling at the event, please RSVP via this link: https://docs.google.com/forms/d/e/1FAIpQLSfBlK1CX3Gyzh9e17jN9F9I7L8ss58hxgATF9YsFNzUcQRU2g/viewform. Also see the related email message originally posted on August 12th, or the Slack message posted in the General channel on August 13th.

5. REMINDER: AS finance processes and related submission requirements remain unchanged during the AS Admin/Finance staffing transitions. This includes those processes outlined on the AS Website under ‘All Things Finance’ (here: https://www.as.ucsb.edu/finance/). Please continue to follow the documented instructions as usual. In addition, the timing for recurring financial processes and submissions remain unchanged.

6. 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. As reported above, the Division of Student Affairs is working on process updates, but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

7. 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/.

August 16, 2022

With summer quickly winding down, we are seeing a number of Fall quarter activity and planning/preparation dates from across campus being announced, most for the month of September in preparation for the first day of classes scheduled for September 22nd. Just a reminder to keep these announced dates in mind as you create your own area schedules for the beginning of Fall quarter and to help avoid any significant scheduling conflicts. This week’s update follows, and as always, thank you all for your hard work and flexibility:

1. As the UCSB Covid-19 Response Team confirmed via email on August 5th, current campus protocols for mitigating Covid-19 exposure continues to strongly recommend indoor masking in shared campus spaces, which is in alignment with Santa Barbara County Public Health Department recommendations (here: https://info.ia.ucsb.edu/click/rio4ig/vlhcsn/jwdr9z). Face masks (surgical and N95) also continue to be available on campus free of charge for students, staff, and faculty at the UCEN campus store customer service desk and the AS Pardall Center. Please see the original email message for additional information and links to other related Covid-19 support services. You can also follow updates on the campus Covid-19 Information web pages here: https://info.ia.ucsb.edu/click/rio4ig/vlhcsn/nfjr9z

2. Per an email announcement earlier today, staffing transitions in AS Admin and Finance continue to progress with the appointment of Kelsey Thibdeau as the interim Assistant Director for Finance and Business (ADFB). Kelsey will also remain in the Community Financial Fund (CFF) Coordinator position. While we are grateful that Kelsey has accepted the interim position, please note that the scope of responsibilities do not allow for both the ADFB position in its entirety and the CFF position to be covered by one person. As such, there are a number of workflows and workload that that are either being absorbed by other staff and/or positions. Those related discussions and work distributions will be announced as we proceed through those efforts. Also, the entire ADFB job description is being reviewed and we will be seeking a career level appointment as soon as possible. Kelsey’s planned start date for the additional Assistant Director responsibilities is Thursday, September 1st. Her virtual drop-in office hours will be Mondays and Thursdays from 11:00am to 12:00pm, and will further be available by appointment via Zoom. Please see the original email announcement for additional details.

3. In anticipation to the start of Fall quarter, Student Affairs (SA) has issued an update on eligibility guidelines for Remote/Hybrid/Flexible Arrangements (RHFA’s). Essentially, the Division is currently finalizing recommendations and procedures for this academic year which should be distributed in the coming weeks with next steps encompassing: 1) updating the Division’s guidance document to reflect the latest campus recommendations and feedback gathered from SA staff, and 2) release a revised version of the Smartsheet process with added automation that facilitates faster and more reliable generation of signed PDF agreements. In the interim, the Division is not anticipating any sudden shifts in RHFA expectations. However, if any individual staff member is seeking a change, please see the guidelines outlined below in item #11 as the current process remains in effect until further notice from the Division.

4. The Division of Student Affairs distributed a reminder email message on August 15th that alphanumeric perm numbers are being introduced for Fall quarter beginning September 1st. As was previously detailed, these alphanumeric perms will only be assigned to future UCSB applicants and students, and existing perms will not be impacted by this effort. Please see the reminder email message for additional details.

5. The Campus Work Study Unit announced in an August 12th email message a number of important dates and guidelines for the 2022-23 academic year. This information includes an updated split percentage for on-campus work study positions. Please see the original email message for details as well as for training resources links and drop-in Q&A session dates.

6. The AS Committee on Committees announced its first Associated Students Committees Fair scheduled for Wednesday, September 21st from 10:00am to 12:00pm in Storke Plaza. This Fair is an opportunity for BCU’s to provide the campus community information about what they do and to help recruit new members. Please RSVP via this link: https://docs.google.com/forms/d/e/1FAIpQLSfBlK1CX3Gyzh9e17jN9F9I7L8ss58hxgATF9YsFNzUcQRU2g/viewform if your BCU is interested in tabling at the event. A

lso see the related email message originally posted on August 12th, or the Slack message posted in the General channel on August 13th.

7. Campus Information Technology announced via an August 11th email message the appointment of a new Chief Information Security Officer, Emilio Valente. Emilio’s appointment will begin next Monday, August 22nd. Please see the original email message for details regarding Emilio’s background and upcoming responsibilities.

8. Campus Human Resources announced in an August 11th email message a new resource for back to school support for parents of school age children. The resource is focused on providing after school activity/care options, and solutions for school holidays and early release days. The new resource is located on the My Family website at this link: https://www.myfamily.ucsb.edu/. Please see the original email message for additional details as well as links to other support resources.

9. REMINDER: AS finance processes and related submission requirements remain unchanged during the AS Admin/Finance staffing transitions. This includes those processes outlined on the AS Website under ‘All Things Finance’ (here: https://www.as.ucsb.edu/finance/). Please continue to follow the documented instructions as usual. In addition, the timing for recurring financial processes and submissions remain unchanged.

10. REMINDER: UCSB Enterprise Technology Services (ETS) announced 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 next 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.

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. As reported above, the Division of Student Affairs is working on process updates, but nothing new is currently implemented.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

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/.

August 9, 2022

Hope everyone’s week is going well. As has been the practice this summer with previous updates, a number of important reminders are included this week. Also as has been previously requested, please be sure to submit time-off requests to your supervisor for approval as soon as possible and post related dates on the time-off calendar. Fall quarter classes are scheduled to begin in a little over a month on Thursday, September 22nd, so there isn’t much time remaining this summer for related vacations. This week’s update follows, and as always, thank you all for your hard work and flexibility:

1. The UCSB Covid-19 Response Team distributed a Covid-19 Update email on August 5th confirming current campus protocols for mitigating Covid-19 exposure. As continues to be stated, indoor masking in shared campus spaces is strongly recommended, which is in alignment with Santa Barbara County Public Health Department recommendations (here: https://info.ia.ucsb.edu/click/rio4ig/vlhcsn/jwdr9z). Face masks (surgical and N95) are available on campus free of charge for students, staff, and faculty at the UCEN campus store customer service desk and the AS Pardall Center. Please see the original email message for additional information and links to other related Covid-19 support services. You can also follow updates on the campus Covid-19 Information web pages here: https://info.ia.ucsb.edu/click/rio4ig/vlhcsn/nfjr9z

2. As has been the case with previous staff vacancy transitions, the department is currently working on the related transitions taking place in AS Admin and Finance. With regards to processes and related submissions requirements, those remain unchanged, including those processes outlined on the AS Website under ‘All Things Finance’ (here: https://www.as.ucsb.edu/finance/). Please continue to follow the documented instructions as usual. In addition, the timing for recurring financial processes and submissions remain unchanged. Examples include fiscal year-end close (including turning in remaining 2021-22 requisitions as soon as possible), external audit timing, requisition lead times for processing, etc.

With regards to staffing, short-term transition needs are being worked on with both internal and external sources. In addition, Marisela and Ed will be managing changes including meeting over the next few days and weeks with individual staff members personally affected by the transition. Marisela and Ed will also be directly involved in daily workflow as the transition progresses, including direct involvement with related topics/questions submitted through the new AS Admin Help portal. As a parallel, preparation for the recruitment process of the Assistant Director for Finance and Business (along with other department vacancies) is underway. Specifics on all of this will be forthcoming once finalized.

Lastly, updates to AS websites and corollary pages are pending based on changes in staffing. They will be updated as position appointments are finalized.

3. As some of you may be aware, the AS Human Resources team is working on a backlog of student hires from June. The team is currently working on group on-boarding and will send details via email to the new hires and their supervisors once these have been finalized. With regards to the on-boarding/processing of new student hires going forward, the HR team would like to request the following of supervisors:

1) Contact student hires and remind them to bring ORIGINAL required documentation (very important to define ‘original’: no copies, faxes, or scans – these are not originals; and please ask them to review the AS Student Staff webpage for new employees for I-9 information here: https://studentstaff.as.ucsb.edu/new-employees/).

2) To ensure quick submission of UCPath transaction entries, in addition to the above original documentation, students will need to complete the I-9 and employment Oath process. Once these have been completed allowing for UCPath new hire submission, a new student staff member can typically begin working the next business day.

In the meantime, the HR team is working hard to make sure all pending new hires from June 29th to current are processed and completed by the end of next week.

4. On or around the end of July, a number of you received an email message from Cindy requesting that you provide documents/materials required for the upcoming 2021-22 fiscal year external audit. If you have not already done so, please email any such documents/information to Marisela and Ed as soon as possible as that fiscal year has now ended and the audit process will begin soon.

5. As a reminder, we are scheduled for a Staff meeting this Thursday, August 11th at the usual time of 1:00pm – 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

6. Campus Career Services announced in an August 4th email message that it will be holding an on-campus Job Fair on Monday, September 19th from 11am – 2pm at Storke Tower Plaza. This event is aimed at connecting departments with students looking for part-time jobs for the upcoming academic year. Registration is required on the Handshake job posting platform located here: https://ucsb.joinhandshake.com/. Department registration needs to be completed by Friday, September 2nd to participate. Please see the original email message for additional information. 

7. REMINDER: As you are likely aware, every AS Staff meeting includes an assigned staff member for taking meeting minutes for future reference. These meeting minutes should be uploaded to the AS Google Shared Drive under A.S. Staff > Minutes (link: https://drive.google.com/drive/folders/1QvPEyZ_S5QaXA2X_O29mQDN-3C_wdIs5?usp=sharing). If you are assigned the task of minute taking, please be sure to place a copy of the meeting minutes in the appropriate year’s folder at this link.

8. REMINDER: Campus Student Engagement and Leadership (SEAL) announced in an August 2nd email message that it is time to plan for adding department events to Shoreline for promotion for Fall Quarter’s Week of Welcome (WOW). While Fall Quarter classes begin on Thursday, September 22nd, WOW events will run from Friday, September 16th through Friday, September 23rd. The deadline for submitting department events to Shoreline for WOW is Wednesday, September 14th. Please see the original email message for additional details.

9. REMINDER: UCSB Enterprise Technology Services (ETS) announced 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.

10. REMINDER: The UCSB Covid-19 Response Team 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.

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. However, to reiterate, those are all decisions and agreements to be made by all parties ahead of any form submission.

In addition, 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. Updates to job descriptions, creation of job descriptions, and reclassification processes are all controlled by UCSB’s Human Resources department and the UC Office of the President (UCOP). It is an integrative process between oneself, one’s supervisor, the department head (Marisela), the Division of Student Affairs, and the UCSB Human Resources department. This includes compensation and all relevant controls. It may also include oversight and review by UCOP given that our department is 100% funded by student fees. 

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/.

August 3, 2022

Welcome to August…summer certainly continues to move along quickly and the ‘back to school’ season will be upon us shortly. This month may be your best chance to take advantage of any potential vacation plans before Fall Quarter demands begin filling work schedules. Please be sure to submit time-off requests to your supervisor for approval and post related dates on the time-off calendar. This week’s update follows with a number of on-going reminders, and as always, thank you all for your hard work and flexibility:

1. The Santa Barbara County Public Health Department continues to provide Covid-19 Weekly Summaries (https://sbcdashboard.info/), with its latest report confirming that Santa Barbara County communities have experienced a slight decrease in reported Covid-19 cases but an increase in hospitalizations. As with recent reminders, while current campus masking protocol continues to be a strong recommendation and not a mandate, these weekly reports 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 Campus’ Associate Chancellor for Finance and Resource Management, Chuck Haines, distributed via an email message on August 2nd a revised SB820 Building List which confirms the campus buildings falling under the related legislation restrictions for covered services. As you may recall, SB820 makes it illegal to contract for third party services in any state-funded buildings appearing on this list. Exceptions are not allowed under any circumstances, and this list is likely to continue to be updated. Please refer to the update email for affected buildings.

3. Sean posted a message in the Slack Staff channel on August 1st announcing a change to the campus virtual private network application (VPN), “Pulse Secure”. Due to a recent purchase by another company, Pulse Secure is now named “Ivanti Secure Access Client”. If you are a user of the campus VPN, you will notice this new name and related icon upon login after your device’s next update is completed.

4. Regarding the management and recruitment of vacancies, we realize that all of us consider our work as essential services and the workflow associated with it can and is addressed throughout the year. Given that we support, resource and empower student development and agency, all vacancies are reviewed by staff and student supervisors to a) update job descriptions prior to recruitment and appointment to ensure that the job descriptions are accurate, and b) appropriately classified prior to advertising and filling the vacancies. In the meantime, while positions are vacant, the workload associated with each vacancy is distributed to their supervisors, and in some instances redistributed laterally (such as work provided by limited appointments etc., or simply delayed or suspended due to lack of personnel.

Each of us is encouraged to review our own job descriptions with our supervisors annually during the performance evaluation process. Due to the pandemic, all of these processes have either been delayed or entirely new processes were put in place by the campus/division/ the UC system or the state (e.g. the temporary remote work agreements which still remain in place). Given all of the concomitant effects of the pandemic on the human resource processes authorizations, each of us may not have reviewed our job descriptions since the orders for remote work were put in place and they may or may not need updates, and in some instances may need to be reclassified by the UCSB Human Resources department and the Vice Chancellor for Student Affairs department.

Please feel free to consult with your direct supervisor, the unit Director, and/or directly with the Executive Director to ascertain proper consultation has taken place before submitting job updates for approvals. In addition to department processes and as a reminder, campus Human Resources outlines numerous campus policies, processes, and resources for the recruitment, hiring, and onboarding of new staff. Details and related links are located on the UCSB Human Resources Talent Acquisition webpage located here: https://www.hr.ucsb.edu/hr-units/talent-acquisition

5. As you are likely aware, every AS Staff meeting includes an assigned staff member for taking meeting minutes for future reference. These meeting minutes should be uploaded to the AS Google Shared Drive under A.S. Staff > Minutes (link: https://drive.google.com/drive/folders/1QvPEyZ_S5QaXA2X_O29mQDN-3C_wdIs5?usp=sharing). If you are assigned the task of minute taking, please be sure to place a copy of the meeting minutes in the appropriate year’s folder at this link.

6. Campus Career Services announced via an August 1st email message that training schedule options for posting jobs on the campus’ online jobs platform, “Handshake”, is now available for sign-ups. Handshake is a great platform for reaching qualified and interested students for department jobs. Please see the email message for the training schedule options and registration links.

7. The Gaucho Mentor Connection (GMC) announced in a July 29th email message the application period for consideration for staff to participate in the upcoming 2022-23 cohort as mentors and mentees. The GMC provides participants with the opportunity for professional development, networking, and skill acquisition through peer-to-peer mentorship. GMC is open to all UCSB staff members who have achieved their first year of service. The application deadline is Friday, August 19th. Please see the original email message for details and related information and application links.

8. Campus Student Engagement and Leadership (SEAL) announced in an august 2nd email message that it is time to plan for adding department events to Shoreline for promotion for Fall Quarter’s Week of Welcome (WOW). While Fall Quarter classes begin on Thursday, September 22nd, WOW events will run from Friday, September 16th through Friday, September 23rd. The deadline for submitting department events to Shoreline for WOW is Wednesday, September 14th. Please see the original email message for additional details.

9. REMINDER: UCSB Enterprise Technology Services (ETS) announced 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.

10. REMINDER: 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) this 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.

11. REMINDER: The UCSB Covid-19 Response Team 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.

12. 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.

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/.

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, en