Academic Employment

Hiring Instructions

DO NOT BEGIN WORKING UNTIL YOU HAVE COMPLETED THIS PROCESS!
Make an appointment with Amy (amy.jacobs@ucsb.edu) & bring the completed forms and your original ID to 2202 North Hall.

NOTE:  Your Employee ID Number will be assigned to you after you have been hired.

PERSONNEL DATA FORM (see form below)
  • Complete all applicable information legibly.  Complete both pages.  Sign on the bottom of the second page.
DEMOGRAPHIC DATA TRANSMITTAL (see form below)
  • Indicate ethnicity & race in Sections 1A & 1B. 
  • If applicable, check the disability status box, and/or any boxes referring to veteran status on the next page.
  • Note: This data is for statistical purposes only.  The form will be destroyed and will not be part of your personnel file.
STATE OATH OF ALLEGIANCE, PATENT POLICY, AND PATENT ACKNOWLEDGMENT (see form below)
  • Print ONLY your name at the top (“Employee's Name”) and at the bottom (“Employee/Guest Name”). 
  • Read, but DO NOT SIGN OR DATE, the form. An Administrative Office employee must witness your signature.
  • Note: If you are not a US citizen or Permanent Resident, you do not have to sign the Oath of Allegiance (top section).  Simply draw a line across the signature area and write “Citizen of ____________“ (name of your country) in this area.
EMPLOYMENT ELIGIBILITY VERIFICATION (I-9 FORM) (see form below)
  • Note: It is only necessary to print out pages 7 & 8 of the form.  The instructions (pp 1-6) are for your reference, and are not to be submitted with the packet of forms.  Please only print them if you need them for your records.
  • Complete Section 1 (Employee Information & Attestation) of the form.  Be sure to sign and date it.
  • Be prepared to provide the proper original identifying documents.  See the list of acceptable documents on page 9.
  • Note: You must have one item from List A – OR - one item from List B AND one item from List C.
UC W-4 FORM (WITHHOLDING ALLOWANCE CERTIFICATE) (see form below)
  • Complete all personal information.  Use your permanent address, as this is where your W-2 form will be mailed.
  • Complete Section I (Federal) & Section II (State) – OR – Section III (Exempt), but NOT BOTH.
  • If you wish to have additional taxes withheld, complete Section IV.
  • If you have questions, you will need to seek assistance on your own.  We are not authorized to instruct employees on the completion of this form.  Be sure to have it completed, signed and dated before returning.
  • Note: It is only necessary to print out the first page of this form.  The remaining worksheets are for your reference, and are not to be submitted with the packet of forms.  Please only print them if you need them for your records.
PAYROLL & NON-PAYROLL DEPOSIT AUTHORIZATION FORM (see form below)
  • This is to have your paycheck directly deposited into a checking or savings account.
  • Be sure to attach a voided check in the designated area.  If it is for a Savings Account, or if you do not use paper checks, supply a letter from your bank verifying the account number and transit routing number.
STATEMENT REGARDING YOUR EMPLOYMENT IN A UNIV. POSITION NOT COVERED BY SOCIAL SECURITY (see form below)
  • Fill in your name and Social Security Number.  Sign and date on the bottom of the page.  Note: This pertains to Limited employment assignments.  If it is determined that it does not pertain to your appointment, the form will be destroyed.

Off-Campus Hiring Instructions

**All forms must be completed prior to working.  Be sure to sign all of them.**

NOTE:  Your Employee ID Number will be assigned to you after you have been hired.

  • Complete all applicable information.  Complete both pages.  Sign on the bottom of the second page.
  • Indicate ethnicity & race in Sections 1A & 1B.  If applicable, check the disability and veteran status boxes.
  • Note: This data is for statistical purposes only.  The form will be destroyed and will not be part of your personnel file.
  • Sign at the top (“Officer or Employee”) and sign & date at the bottom (“Employee/Guest”) in the presence of a Notary Public.  The Notary must sign the top & bottom, as the witness.
  • Note: If you are not a US citizen or Permanent Resident, you do not have to sign the Oath of Allegiance (top section).  Simply draw a line across the signature area and write “Citizen of ____________“ (name of your country).
  • All dates must match and must be prior to (or the same as) the first day of work.
  • Note: It is only necessary to print out pages 7 & 8 of the form.  The instructions (pp 1-6) are for your reference, and are not to be submitted with the packet of forms.  Please only print them if you need them for your records.
  • Complete Section 1 (Employee Information & Attestation) of the form.  Be sure to sign and date it.
  • Be prepared to provide the proper original identifying documents.  See the list of acceptable documents on the next page.
    Note: You must have one item from List A – OR - one item from List B AND one item from List C.
  • You will need to provide the Notary (same person witnessing the Oath/Patent Policy) with original identifying documents, which (s)he will xerox; copies to be included with the packet.   The Notary must complete the 2nd page of the form (Section 2).
  • Complete all personal information.  Use your permanent address, as this is where your W-2 form will be mailed.
  • Complete Section I (Federal) & Section II (State) – OR – Section III (Exempt), but NOT BOTH.
    If you wish to have additional taxes withheld, complete Section IV.
  • If you have questions, you will need to seek assistance on your own.  We are not authorized to instruct employees on the completion of this form.  Be sure to have it completed, signed and dated before returning it.
  • Note: It is only necessary to print out the first page of this form.  The remaining worksheets are for your reference, and are not to be submitted with the packet of forms.  Please only print them if you need them for your records.
  • If you are working out of state, you may need to complete an Out-of-State withholding form (UPAY 830).
  • This is to have your paycheck directly deposited into a checking or savings account.
  • Be sure to attach a voided check in the designated area.  If it is for a Savings Account, or if you do not use paper checks, supply a letter from your bank verifying the account number and transit routing number.
  • Fill in your name and Social Security Number.  Sign and date on the bottom of the page. Note: This pertains to Limited employment assignments.  If it is determined that it does not pertain to your appointment, the form will be destroyed.

As a research institute (and not an academic department), ISBER cannot employ individuals in teaching titles.  The academic titles that we use for those involved in research or other academic activity who do not fit the criteria of the ladder faculty or teaching titles are: Professional Researcher, Project Scientist, Specialist, Postdoctoral Scholar* and Academic Coordinator. Policies & procedures are located in Academic Personnel’s Red Binder.  

Section III discusses Temporary Research Titles (Researcher, Project Scientist, Specialist & Postdoc Scholar*) and Section V addresses the Academic Coordinator series. 

Please contact Amy when you are interested in hiring someone in an academic title.  There are many steps to the process, and most of these appointments require conducting an open recruitment which can take several months, so you must plan ahead. 

See Red Binder VII-1, Policies On Open Recruitment for Academic Appointments and also the Office of Equal Opportunity & Sexual Harassment/Title IX Compliance, with whom we work during the entire recruitment process.

*Postdoctoral Scholars:

Note that Postdoctoral Scholars are unique and we must abide by the strict definition when hiring people into this title.  Postdoctoral Scholar appointments are intended to provide a full-time training program of advanced academic preparation and research training under the mentorship of a faculty member (defined as ladder faculty or professional researcher). Though Academic Personnel defines the policies, the Graduate Division has approval authority, and there is an MOU with the UAW. 

The “Postdoctoral Scholar Classification” flowchart on the Graduate Division website may be helpful in determining if the candidate is appropriately appointed as a Postdoctoral Scholar, and if so, which of the titles to use.

Postdoc appointments require:

  • Employed in a full-time training program of advanced academic preparation and research training under the mentorship of a faculty member
  • Five years or less since PhD
  • Initial appointment of at least one year
  • Appointment is 100% time
  • Must be hired at or above the experience year salary minimum. If a Paid Direct’s funding is less than the minimum, the PI must supplement

The policy applies to both (1) Postdoctoral Scholars who are employees of the University and (2) Postdoctoral Scholars who are appointed as fellows and are paid stipends by extramural agencies either directly or through the University.

System-wide policies regarding Postdoctoral Scholars may be found in the Academic Personnel Manual, APM 390 and the Memorandum of Understanding (MOU). 

Salary Scales:

Academic Personnel Salary Scales can be found at the UCSB Academic Personnel website, under Academic Compensation and Benefits - UCSB Salary Scales

For Academic Coordinators (Title Codes 0841, 0843 & 0845), we use the fiscal year (Table 37 – also note that there are 3 pages, each level on a separate page of the table)

For Professional Research Series:

  • Table 13 (fiscal year) TCs 3220, 3210 & 3200 is for non-faculty Researchers
  • Table 11 (acad year) TCs 3223, 3213 & 3203 reserved for faculty released to grant
  • Table 12 (acad year 1/9th) TCs 3225, 3215 & 3205 reserved for faculty during summer

Release to Grant

(Red Binder VI-14 - Extramurally Funded Research): 

During the academic year a faculty member may not use grant funds to earn in excess of his or her regular 100% salary. The faculty member may, however, with the permission of the Chair and Dean, use the grant funds in place of a portion, or all, of his or her regular state funded salary for a limited amount of time. This is called a release to grant, it is not additional compensation. The salary being paid from the grant funding must be paid under a Professional Research title, rather than the Professor title. Payments are made on the same basis and at the same pay rate as the Professor appointment (9/12).

A faculty member may be paid from a fellowship administered through UCSB. Payments during the academic year are considered leaves with pay (see Red Binder VI-7F).

Summer Salary (Additional Compensation)

(Red Binder VI-10)

On this campus, additional compensation during the Summer quarter is allowed for academic appointees paid on a 9/12 basis. This is possible because the individual works for the University from September through June, but receives 12 paychecks spread over the year. If they do additional work for the University during the Summer, they can be paid additional money. They will continue to receive their regular pay as well as the additional compensation. Additional compensation payments for research activities are made at the 1/9th rate. The total additional compensation during the summer may not exceed the equivalent of 3/9ths of the faculty member’s annual salary. 1/9th may or may not be equal to one month, depending on the type of payment and calculation method used.

Academic Employment Forms

Employment Request Form
I-9 Employment Eligibility Verification
W-4 Withholding Allowance Certificate 2016 W-4 Withholding Allowance Certificate
Personnel Data Form Personnel Data Form
Voluntary Self Identification of Disability Voluntary Self Identification of Disability
Voluntary Self Identification of Race, Ethnicity, and Veteran Status Voluntary Self Identification of Race, Ethnicity, and Veteran Status
Direct Deposit Authorization Direct Deposit Authorization Form
UCRS 419 UCRS 419
Oath of Allegiance & Patent Acknowledgement State Oath of Allegiance, Patent Policy, and Patent Acknowledgement