Human Resources > Policies and Contracts > HR Delegations of Authority

HR Delegations of Authority

Summary of the systemwide and UC Davis delegations of authority on human resources topics.

NOTES
Maintenance of this document was discontinued 7/1/05.
1. This document lists the actual decisionmaker. Policy manuals and other publications may list a contact other than the actual decisionmaker when appropriate.
2. Delegations are listed in PPSM order but also apply to similar collective bargaining provisions unless otherwise noted.
3. PAN = Post Authorization Notification
1 General ProvisionsCampusUCDHSPPSM Source
Grant exceptions to PPSM policies except App. I & IIAVP-HR & BenefitsAVP-HR & Benefits1, 6/22/98 Kennedy letter
Administer Staff Personnel ProgramAVC-HRAVC-HR9/25/96 Hamilton letter
2 Definition of TermsCampusUCDHSPPSM Source
Designate "department head" for purposes of PPSMDean or VCHospital Director2 ucd
3 Types of AppointmentCampusUCDHSPPSM Source
Execute PSS employment contractsE/O RecruitersRecruit Mgr3A3 ucd
Execute MSP employment contractsAVC-HRAVC-HR3A3 ucd
Exceptions-positions reserved for studentsE/O RecruiterCampus E/O Recruiter3 Exh A IIA1
Extend employment eligibility 1 qtr for graduating studentsStu Employment CtrStu Employment Ctr3 Exh A, IIB2b
Carry forward student longevity increase from prior deptDepartmentDepartment3 Exh B
Determine classification for student emp positionsStu Employment CtrStu Employment Ctr3 Exh A, II.A.4
Determine pay rate for Assistant IV positionsStu Employment CtrStu Employment Ctr3 Exh B
20 Recruitment Campus UCDHSPPSM Source
Approve job announcementE/O Recruiters E/O Recruiters20.1h ucd
Waive recruitmentE/O Manager (quarterly report to AVC)Exec Dir-HR (qtrly report to AVC)20C1 ucd
Approve emergency short term appointmentE/O RecruitersRecruit Mgr20C4 ucd
Set affirmative action goalsOffice of the ProvostUCDHS HR (consult with Provost)ppm 380-10
Approve MSP recruitment planAVC-HRAVC-HR20.2j ucd
Approve hire of seasonal farm labor in Davis vicinityE/O Managern/appm 380-77
21 AppointmentCampusUCDHSPPSM Source
Refer qualified applicants to departmentE/O RecruitersE/O Recruiters21.1C ucd
Select individual to fill open PSS positionDept Head (some Dean/VCs review)Dept Head (EEO Unit post-hire review)21A1 ucd
Approve not hiring applicant with preferenceDept Head, reason to HRDept Head, reason to Recruiter 21B1 ucd
Approve tests or work samplesE/O RecruitersComp Svcs Unit21D2 ucd
Approve employment application formAVC-HRAVC-HR
Designate depts/titles for pre-placement physicalsDir-WCExec Dir-HR21D1 ucd
Determine if position is critical (background check)Dept Headn/a - all UCDHS positions are critical21E4 ucd; 11/28/01 Shimek letter
Approve use of background check (non-critical position)Dean/VCn/apending
Appoint PSS new hire up to/at midpoint salaryDept HeadDept Head30A2 ucd
Appoint PSS new hire above midpoint salaryE/O RecruiterE/O Recruiter30A2 ucd
Approve appointment of near-relatives (PSS)E/O RecruiterExec Dir-HR21G1 ucd
Approve appointment of near-relatives (MSP)AVC-HRAVC-HR21G1 ucd
Approve all offers of employment at UCDHSn/aRecruit Unit (EEO Unit post-hire review)21.1g ucd
Appoint MSP I - VI -> $149,000, MSP VII-IX -> $160,000AVC-HRAVC-HRDA 2087 and 2113
Appoint Senior Managers A & B up to $160,000ChancellorChancellorDA 2113
Appoint Sr Mgrs C, D, E below midpoint/regental limitChancellorChancellorDA 2113
Appoint Deans I - IV below midpoint/regental limitChancellorChancellorDA 2113
Approve payment of moving expenses up to BFB G-13 limits Dept HeadDept Head21A5 ucd, 9/5/02 LNV letter
Approve exceptions to moving expense limit in BFB G-13 AVC-HRAVC-HR21A5 ucd; 9/5/02 LNV letter
Approve payment of relocation allowanceVC-AdminVC-AdminBFB G-13; DA 2027
22 ProbationCampusUCDHSPPSM Source
Certify completion of probationSupervisorSupervisor22A3 ucd
Extend probation (for LOA, chg of job or supe)DepartmentDepartment22F1 ucd
Extend probation (exceptional circumstances)ELR AnalystsELR Analysts22F1 ucd
Release probationary employeeSee "Release of Probationary Employee"See "Release of Probationary Employee"
23 Performance AppraisalCampusUCDHSPPSM Source
Establish alternate performance evaluation formsELR Analysts and Dean/VCExec Dir-HR23A2 ucd
Approve merit increasesSee "Salary"See "Salary"
Evaluate performance annuallySupervisorSupervisor23A
Approve performance evaluationsDept HeadDept Head23.1i ucd
24 Per Diem PositionsCampusUCDHSPPSM Source
Establish min, max BYA rates for per diemsComp Svcs UnitComp Svcs Unit24B
30 SalaryCampusUCDHSPPSM Source
Approve limited and floater increasesDept HeadDept Head30H1 ucd
Approve equity increases (PSS)Dean/VCComp MgrVP Grey to CODVC 5/1/00
Approve equity increases (MSP)AVC-HRComp Mgr30F1 ucd
Approve merit increasesDean/VCExec Dirs30C2 ucd
Adjust salary ranges up to MSP VI (health care, VII)AVC-HRAVC-HRda2087, 30B2 ucd
Approve total salary increases over 25% per yearAVC-HRAVC-HR6/12/00 Levin ltr; 30H1 ucd
Approve PSS or MSP promotion or reclass increaseDept HeadDept Head30D1 ucd
Appointments above minimumSee "Selection"See "Selection"30
Exceptions to sal max-downward reclass, demotionDept HeadExec Dir-HR30E
Approve stipend for acting appointment (PSS)Comp Svcs UnitComp Mgrda2087, 30I1 ucd
Approve stipend for acting appointment (MSP)AVC-HRComp Mgrda2087, 30I1ucd
Establish or change perquisiteCompensation ServicesComp Mgrda2087, 30J1 ucd
Approve PSS appointments of more than 100%ELR AnalystsComp Svcs Unitda2070, 30K1 ucd
Set funding policy on staff turnover savingsDean/VCn/aVP Grey to CODVC 5/1/00
Approve PSS transfer/lateral salary adjustmentDept Head after consult w/Recruiter/CompDept Head after consult w/Recruiter/Comp30A3 ucd
31 Hours of WorkCampusUCDHSPPSM Source
Change standard department work schedule (M-F 8-5)Dept HeadELR Analysts31B ucd
Approve alternate workweek (7 days starting 12:01 am Sun)Dept HeadELR Analysts2 ucd
Approve alternate work arrangementsSupervisorSupervisor31 Exh. B ucd
Approve adding rest period to lunch or end of shiftSupervisorSupervisor31B3 ucd
Establish standards of attendanceDept head, after noticeDept head, after notice31
Determine classes eligible for, establish on-call ratesAVC-HRAVC-HRda2074, 31B4 ucd
Approve time off for exempt who has worked extraSupervisorSupervisor31A1 ucd
32 OvertimeCampusUCDHSPPSM Source
Determine OT compensation (CTO or pay)Dept HeadDept Head32C4Note 3 ucd
Extend 6 month limit to use premium comp timeELR AnalystsExec Dir-HR32C4Notes 1/2 ucd
Approve OT meal reimbursementDept HeadExec Dirsbfb G-32, da0115
Approve premium OT for some nurse titlesAVC-HRAVC-HRda2071
33 Shift/Weekend DifferentialCampusUCDHSPPSM Source
Determine classes eligible for, establish shift/wkend ratesAVC-HRAVC-HRda2074, 33A/B
34 Incentive AwardsCampusUCDHSPPSM Source
Set Achievement Award guidelines/eligibilityDean/VCHospital Director34C2, 34C4 ucd
Grant Achievement AwardsDean/VCHospital Director34C2 ucd
Approve Achievement Award ProgramsAVC-HRAVC-HRda2087, 34C2 ucd
Set Achievement Award limits up to $500 per empDean/VCHospital Director34C2 ucd
Grant non-cash awardsDept HeadDept Headbfb g-4, ppm 380-50
35 Protective Clothing, Equipment, UniformsCampusUCDHSPPSM Source
Purchase protective clothing/equipmentDept HeadDept Headppm 290-50
Require employee to use protective clothing/equipDept HeadDept Headppm 290-50
Require employees to wear uniformsDept Head after consult w/ELRDept Head after consult w/ELR35B1 ucd
Establish or change uniform allowance amountDept HeadDept Headda2068, 35B2 ucd
Replace police/fire items damaged in line of dutyDept HeadDept Head35B3 ucd
36 ClassificationCampusUCDHSPPSM Source
Define the duties of the positionDepartment headDepartment head36A6 ucd
Approve classification, CB Unit, FSLA exemption (PSS)Comp Svcs (w/PAN to AVC, PSS V,VI)Comp Svcs (w/PAN to AVC, PSS V,VI)da2075/2076, 11/28/01 Shimek letter
Approve classification (MSP)AVC-HRAVC-HRda2075, 36.2 ucd
Decide University response to classification appealComp MgrComp Mgr36.1.j ucd
Approve stipend for acting appointmentSee 30 Pay (above)
Approve use of supe title when there is only 1 subordELR MgrELR MgrSAM 12, da2075, 36A8 ucd
Establish and revise class specificationsAVC-HRAVC-HRda2075, 36A1 ucd
40 HolidaysCampusUCDHSPPSM Source
Reschedule designated holiday datesChancellorChancellor40A, da0964
Approve premium OT on holiday (health care titles)AVC-HRAVC-HRda2073
Set alternate method to calculate biweekly holiday payComp MgrComp MgrShimek letter 8/22/01
41 VacationCampusUCDHSPPSM Source
Approve vacation requestsSupervisorSupervisor41C
Allow vac prior to accrual, Xmas/New Year closureDept HeadDept Head41C1 ucd, da-0822
Establish/change catastrophic leave programAVC-HRAVC-HRda2085, 41E
Approve transfer of vacation credits (catastrophic leave)DepartmentDepartment41E ucd
Approve exception to 4 month grace period for max vac accrual AVC-HRAVC-HRMcConnell to Shimek ltr 8/8/03
42 Sick LeaveCampusUCDHSPPSM Source
Require doctor's note, 30 day advance noticeSupervisorSupervisor42C
Approve exceptions to 30 day limit on family sick leaveELR AnalystsDept Head42D2 ucd
43 Leave of AbsenceCampusUCDHSPPSM Source
Grant personal leave without pay for up to 6 monthsDept HeadDept Head43F1 ucd
Extend personal leaves from 6 up to 12 monthsDept HeadExec Dir-HR43F1 ucd
Designate leave as FML, SFML, or PDLSupervisorSupervisor43A3 ucd
Grant lwop if emp is receiving temp disability pmtsDept HeadDept Head43E
44 Work-Incurred Injury/IllnessCampusUCDHSPPSM Source
Make modified duty placement if dept can'tWC UnitVR Counselor after consult w/WC Unitppm370-20 / ucdhs 2942
Authorize continued temporary disability if light duty not feasibleWC UnitWC Unitppm370-20 / ucdhs 2942
WC claim settlementssee "Settlement of Claims"see "Settlement of Claims"
Extend WC coverage to volunteersDepartmentUCDHS Volunteer Servicesppm 370-20 / 3228
45 Military LeaveCampusUCDHSPPSM Source
Grant military leaveSupervisorSupervisor45A1 ucd
46 Administrative LeaveCampusUCDHSPPSM Source
Grant admin leave and determine pay status SupervisorSupervisor46A1 ucd
Authorize time period for natural or other emerg LWPChancellorChancellor46E
Authorize use of leave with pay for natural or other emergChancellor or AVC-HRChancellor or AVC-HR46E1 ucd
Grant admin leave with pay for authorized natural or other emergDept HeadDept Head46E1 ucd
Designate UC functions-release time is appropriateAVC-HRAVC-HR46F1 ucd
50 Professional DevelopmentCampusUCDHSPPSM Source
Approve employee requests (time off/fee payment)Dept HeadDept Head50A
Approve professional development leaveDept HeadDept Head50B
Require employee to attend a programDept HeadDept Head50A3 ucd
51 Reduced Fee EnrollmentCampusUCDHSPPSM Source
Determine eligibility for reduced fee enrollmentSupervisorTraining & Development51.1b ucd
Approve reduced fee enrollments >9 units for nursesAVC-HRTraining & Developmentda2069
60 LayoffCampusUCDHSPPSM Source
Designate layoff unitsAVC-HRAVC-HR60C1 ucd
Determine when a layoff is necessaryDept HeadDept Head60C
Lay off an employeeDept Head after review by Layoff CoordDept Head after review by ELR Analyst60C2 ucd
Impose trial employment requirementDept HeadDept Head60F4 ucd
Return trial employee to layoff statusDept Head after consult w/Layoff CoordDept Head after consult w/ELR Analyst60F4 ucd
61 ReleaseCampusUCDHSPPSM Source
Release probationary, limited or floater employeeSupervisorSupervisor after consult w/ELR Analyst61A1 ucd
62 Corrective ActionCampusUCDHSPPSM Source
Issue corrective actionDept HeadSupervisor after consult w/ELR Analyst62A5 ucd
Extend time limits for employee to respond to noticeELR AnalystsELR Analysts62D4 ucd
Appoint Skelly OfficerDept HeadDept Head62C1 ucd
63 Investigatory LeaveCampusUCDHSPPSM Source
Place employee on investigatory leaveDept Head after consult w/ELR AnalystDept Head after consult w/ELR Analyst63.1 ucd
Approve investigatory leave without payAVC-HRAVC-HR63.2 ucd
Extend investigatory leave beyond 15 daysELR AnalystsELR Manager63.4 ucd, 11/28/01 Shimek ltr
Approve leave for medical evaluationDept Head after consult w/ELR AnalystDept head after consult w/ELR Analyst63.5 ucd
64, 65, 67 DismissalCampusUCDHSPPSM Source
Extend time limits in dismissal policyELR AnalystsELR Analysts64A2 ucd
Dismiss employee (PSS)Dept Head after consult w/ELR AnalystDept Head after consult w/ELR Analyst64C1 ucd
Dismiss employee (MSP)Dean or VC (after AVC-HR review)Hosp Dir (after AVC-HR review)65B1 ucd, 67A redel pending
Approve up to 15 days pay in lieu of notice (PSS)ELR AnalystsELR Manager64D
Approve MSP termination assistanceAVC-HRAVC-HR65D1 ucd, 67B redel pending
66 Medical SeparationCampusUCDHSPPSM Source
Approve medical separationVoc Rehab CounselorVoc Rehab Counselor66B4 ucd
70/71 Complaint ResolutionCampusUCDHSPPSM Source
Determine if grievance is timely, eligible for reviewELR AnalystsELR Analysts70.1,.2,.3 ucd
Decide appeals of timeliness/scope decisionsAVP HR (UCOP)AVP HR (UCOP)70E
Decide University response to grievanceConsult relevant policy/contractConsult relevant policy/contract70
Appoint Complaint Resolution OfficersELR Dir, ELR MgrELR Mgr70F3 ucd, 6/12/00 Shimek letter
Appoint to University hearing officer, factfinder listsELR DirELR Mgr70G2 ucd, 11/9/01 Shimek ltr
Combine union contract grievancesELR MgrELR Mgr
Combine Policy 70 complaintsELR MgrELR Mgr70F4 ucd
Extend time limits for grievancesELR AnalystsELR Analysts70D1 ucd
80 Staff Personnel RecordsCampusUCDHSPPSM Source
Decide if material emp wants to put in file is "pertinent"ELR AnalystsELR Analystsppm 380-25 III.C.2
Determine if information is "confidential"ELR AnalystsELR Analysts80B
Approve emp requests to correct or delete info in fileDept Head (dept) ELR Analyst (central)Dept Head (dept) ELR Analyst (central)80A
Decide appeals of refusals to correct or delete info in fileChancellorChancellorppm 380-25 III.D.4
Authorize hearing officer, etc. to access personnel filesPersonnel Trans TeamRecords Supervisorppm 380-25 III.E
81 Reasonable AccommodationCampusUCDHSPPSM Source
Approve trial employmentVoc Rehab CounselorVoc Rehab Counselor81C1 ucd
Decide appeals of dept decision on reasonable accomConsult relevant policy/contractConsult relevant policy/contract81.1i ucd
Determine length of trial employmentVoc Rehab CounselorVoc Rehab Counselor81C1 ucd
82 Conflict of InterestCampusUCDHSPPSM Source
Approve purchase from vendor who is a UC employeeVC-AdminVC-Adminda0777, 82F
I-1 Whistleblower / Improper Gov't ActivitiesCampusUCDHSPPSM Source
Establish procedures for reporting improper activityChancellorChancellor1/1/90 policy on IGA, I.A
Receive reports of improper activitiesExec VC & ProvostExec VC & Provostppm 380-17, III.C
Receive reports of retaliationAVC-HRAVC-HRppm 380-17, III.C
Appoint retaliation complaint officer (RCO)Chancellor, AVC-HRChancellor, AVC-HRppm 380-17, V.D.3
Appoint RCO for complaint against ChancellorSVP-Acad Aff & SVP-Bus & FinanceSVP-Acad Aff & SVP-Bus & FinanceApp. I-1, da1075, da2105
Designate grievance/misuse process as UC investigationExec VC & ProvostExec VC & Provostppm 380-17, III.D
Extend time limits to complete IGA investigationExec VC & ProvostExec VC & Provostppm 380-17, III.E
Decide action in response to a retaliation complaintChancellorChancellorppm 380-17, V.E
Decide action in response to complaint about ChancellorSVP-Acad Aff & SVP-Bus & FinanceSVP-Acad Aff & SVP-Bus & FinanceApp. I-1, da1075, da2105
Determine discipline in response to retaliation complaintChancellorChancellor1/1/90 policy on IGA, II.F
Hear appeal of Chancellor's decision re retaliation complaintSVP-Acad Aff & SVP-Bus & FinanceSVP-Acad Aff & SVP-Bus & Finance1/1/90 pol IGA, II.G, da1075
Collective BargainingCampusUCDHSPPSM Source
Approve and execute collective bargaining agreementsUCOP Dir-Labor RelationsUCOP Dir-Labor Relationsda2104
Impose sanctions for access rule violationsAVC-HRExec Dir-HRppm 380-21 XV.A
Appoint collective bargaining mgmt advisory committeesELR DirELR Mgr11/9/01 Shimek letter
Implement fair share deductionsSr VP-Bus & FinanceSr VP-Bus & Financeda2121
Insurance/Self-Insurance ProgramsCampusUCDHSPPSM Source
Purchase accidental death and disability insuranceVC-AdminVC-Adminda0397
Purchase student health insuranceBenefits & Ins Cont MgrBenefits & Ins Cont Mgrda1058
Set minimum health ins requirements for foreign studentsVC-Student AffairsVC-Student Affairsda0447
Approve supplemental insurance for medcomp facultySVP-AdminSVP-Adminda0840
Settlement of ClaimsCampusUCDHSPPSM Source
Settle non-monetary employment claimsELR Analysts, ELR Mgr, SAA&D MgrELR Mgr, EEO Unit Mgr
Settle non-WC claim up to $10KP&L Managern/ada2054, Hamilton 3/22/01 letter
Settle claim < $50K, RM/WC funded, not litigated/arbitratedDir-RM, Dir-OHIDSExec Dir-HRda2054, Shimek 11/9/01 letter
Settle claim < $50K, not RM funded/litigated/arbitratedAVC-HRAVC-HRda2054
Settle claim < $50K, UCDHS non-litigated non-employeen/aHospital Directorda2054
Recommend settlement of claims >= $50K to OPDir-RM, Dir-OHIDSHospital Directorda2054, Shimek 11/9/01 letter
Settle claims $50K - $100KPresident w/concurrence of OGCPresident w/concurrence of OGCda2054
Settle claims > $100KRegentsRegentsda2054
Set department contribution to settlement (non-WC)Dir-RM (notice to AVC-HR)Exec Dir-HR (notice to AVC-HR)bus-75
Set department contribution to settlement (WC)Dir-OHIDS (notice to AVC-HR)Exec Dir-HR (notice to AVC-HR)bus-75, da 2054, Shimek 6/24/03 letter
OtherCampusUCDHSPPSM Source
Approve bonus leave days other than Dec 28/29, 2004Dean or VCn/aShimek 9/27/04 letter
Approve salary advances-new hire aliens up to $8000AVC-HRAVC-HRda0881
Authorize 5 visits of stress counseling @ ucd expenseASAP Managern/aAVC-HR
Approve establishment of agency account for staff orgAVC-HRAVC-HRppm 330-09 III.A
Grant employee emergency loansCampus Emerg. Loan Fund CommitteeUCDHS Emerg. Loan Fund Committeeppm 380-56 II.D
Confer Emeritus status on MSP, Sr Mgr employeesChancellorChancellorda2109
Declare a state of emergencyChancellorChancellorppm 290-05
Exclude persons from UC property (state of emergency)AVC-HR (and others listed in ppm)AVC-HR (and others listed in ppm)ppm 290-07
Exclude persons from UC property (non-emergency)AVC-HR (and others listed in ppm)AVC-HR (and others listed in ppm)ppm 290-04, 626.6 Penal Code
Authorize use of UC employees for construction workAVC-HR (and AVC-Facilities)AVC-HR (and AVC-Facilities)FSM VI-1.3.4, 3/24/00 Hamilton Memo

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