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.

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:

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.
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.
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.

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.
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.
Marisela will review the completed forms and any adjustment recommendations. Any forms requiring additional Division review will be forwarded.

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.

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:

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.
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.
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.

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.

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.

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.

November 10, 2021

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

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

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

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

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

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

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

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

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

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

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

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.

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.

November 2, 2021

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

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

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

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

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

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

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

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

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

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

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

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.

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.

October 19, 2021

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

October 26, 2021

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

October 12, 2021

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Counseling & Psychological Services (CAPS): https://caps.sa.ucsb.edu/
Campus Health & Wellness: https://wellness.sa.ucsb.edu/
Student Affairs Distressed Students: http://www.sa.ucsb.edu/responding-to-distressed-students/welcome
Academic & Staff Assistance Program (ASAP): https://www.hr.ucsb.edu/hr-units/employee-services/asap
Office of the Ombuds: https://ombuds.ucsb.edu/

Confidential resources available from the above include:

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

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

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

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

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

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

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

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

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

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

October 6, 2021

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

September 28, 2021

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

September 21, 2021

Welcome to fall quarter…hope everyone’s first week is starting out smoothly despite the ramp up in activity. This week’s update follows, and as usual, thank you all for your continued hard work:

1. The Division’s Return-to-Campus Logistics/WSSP Work Group did not meet last week, so while there are no updates from that cancelled meeting, previously introduced guidance continues and as outlined in reminders below. However, the Division did send a welcome and update message yesterday, September 20th, to all undergraduate students, and forwarded the message to divisional staff for reference. In addition to highlighting welcome back activities and providing information/resources guidance, the message emphasized the role each student has in creating and preserving a positive and safe living and learning environment for the campus community. Please familiarize yourself with this information by reviewing the original message which can also be found at this link: Web view version here.

2. Campus Human Resources announced in a September 20th email message that the temporary policy change that increased the vacation accrual maximum for policy-covered (non-represented) staff has been extended by President Drake from the previous expiration of September 30, 2021 to a new expiration of June 30, 2022. This extension allows policy-covered staff up to an additional 25 months (instead of up to an additional four months) within which to take vacation leave in order to bring an employee’s vacation accrual below the maximum. Employees will continue to accrue vacation leave during this timeframe. This does not apply to represented staff. Please see the original message for additional details which can also be found here: https://www.hr.ucsb.edu/memos/2021/announcing-extension-temporary-increase-vacation-accrual-maximum-policy-covered-staff-0.

3. Campus Human Resources also announced in a separate September 20th email message that the University has extended the time in which to use Emergency Paid Sick Leave (EPSL) for all University employees, including exclusively represented employees, to June 30, 2022. Please see the full details on the use of EPSL on UCnet here: https://ucnet.universityofcalifornia.edu/news/2021/03/emergency-paid-sick-leave-for-covid-19-relief-available-to-uc-employees-for-2021.html. Please also see the original email message for additional details.

4. With respect to ordering goods and services through the campus Gateway portal, should you have questions after submission, please keep in mind that assistance regarding Gateway processes should be submitted to the Gateway Help Desk here: Gateway Service Ticket. However, questions regarding Associated Students (AS) requisitions should be directed internally to AS Admin at this link: requisitions@as.ucsb.edu. Please also keep in mind that you can view the Gateway workflow status in the righthand column of a Gateway requisition under the “Pending” section of the “Summary” tab.

5. With so many new-to-campus students this fall, providing resources to help with their transition is particularly important. One such resource is the UCSB Lingo webpage located on the UCSB First-Gen Community website here: https://firstgen.ucsb.edu/undergraduates/ucsb-lingo. This webpage will help explain some of the common UCSB terms and acronyms that are frequently used but can be confusing as students try to learn how the campus works. Please be sure to distribute to students and perhaps take some time to review this resource yourself.

6. If you have not already seen it, Associated Students Enterprises Services provided a summary of area services available to the campus community via a DLIST email message on September 20th. Services summaries and related web links are included for AS Publications, AS Food Bank, AS Ticket Office, AS Bike Shop, AS Department of Public Worms, and AS Recycling. Please see the original message to familiarize yourself with the respective service offerings for fall quarter.

7. The UCPath Center provided an email notice that it will be changing certain service targets for case resolution timelines effective in October. In essence, service targets will shift from calendar days to business days, with some service targets additionally being updated for certain topics and categories (either increasing or decreasing in duration). Please see the original email message for related details. You can also log in to the UCPath portal if you have additional questions or concerns here: log in to the UCPath portal.

8. Campus Enterprise Technology Services (ETS) Provided an email message reminder that the Kronos Timekeeping application will be requiring Multi-Factor Authentication (MFA) beginning next Tuesday, September 28th. Please be sure to sign up for MFA if you have not already done so here: it.ucsb.edu/mfa.

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

10. REMINDER: All return-to-campus schedules should be settled for fall quarter. If yours is still outstanding, please discuss and establish it with your supervisor. Remote, hybrid, or flexible work arrangement proposals need to be submitted as soon as possible via the Student Affairs (SA) RHFA Employee Proposal Form located here: SA RHFA Employee Proposal Form.
A number of SA automated SmartSheet notifications are still pending due to technical issues and/or being in process. For any staff whose proposal is still in process and has not been finalized, please let your supervisor and Marisela know as soon as possible.

11. REMINDER: The first ePerformance checkpoint meetings between supervisors and staff should be scheduled and held before the due date of October 1st, 2021. If you need a reminder of the ePerformance process, please see the Step-by-Step ePerformance Guide for All Employees located at this UCSB Human Resources webpage link: https://www.hr.ucsb.edu/hr-units/employee-labor-relations/performance-development-policy-covered-staff#ePerformance-step-by-step.

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

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

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

September 14, 2021

As the start of fall quarter instruction begins next week, please continue to prioritize any pending return to campus processes. This week’s update follows, and as usual, thank you all for your continued hard work:

1. With return to campus fully under way, if you have not yet settled a return-to-campus schedule, please discuss and establish one with your supervisor as soon as possible as the department cannot continue supporting unspecified return-to-campus schedules. Remote, hybrid, or flexible work arrangement proposals need to be submitted as soon as possible via the Student Affairs (SA) RHFA Employee Proposal Form located at this link: SA RHFA Employee Proposal Form.The previously reported technical issue with the automated Smartsheet notifications has not yet been corrected but continues to be addressed by Student Affairs. Those notifications continue to be pending and/or in process and will be distributed once the issue is corrected. In the interim, staff should make temporary arrangements with their own direct supervisor about whether they return to work ahead of receiving the DocuSign agreement. Supervisors should send information to Marisela about any related temporary changed start dates/times.

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

3. Campus Administration provided an email message update on September 10th focused on COVID-19 building ventilation inspections and mitigation efforts to campus classrooms. While other administrative and staff work spaces are not part of the message focus, it is recommended that you read the message if you have not already done so, as it provides insight into efforts to help minimize overall risk on campus to COVID-19 exposure. Please also note that separate from campus efforts, Associated Students has committed to providing department workspaces with air filtration systems and air quality monitors. Sean and his team have already installed a number of these and will continue to do so in additional AS spaces over the next couple of weeks.

4. Campus Environmental Health and Safety (EH&S) announced that face coverings are now available to campus staff from EH&S. Face covering needs should be communicated and coordinated with area supervisors. Inquiries can then be emailed to EH&S at this address: EHS-covid19safety@ucsb.edu. Part of the inquiry should be a confirmation on any associated costs to the department which should then be processed for internal approval before moving forward with the request.

5. Facilities Management (FM) outlined current custodial service impacts in a September 7th email message. With COVID-19 preparation and maintenance impacts, as well as a significant level of under staffing, custodial services will only be able to focus on core maintenance areas, and asks that departments assist in keeping their spaces clean. In addition to a reduction in other areas, and until current vacancies are filled, FM will reduce office cleaning services from a weekly schedule to one day per month where currently employed. Please see the original email message for additional details.

6. Campus Logistics Services Administration provided a clarifying email message on September 9th regarding Access Card replacement. While a new Access Card version has been introduced, it is not necessary to replace old cards (issued prior to October 2020) unless those old cards are needed to swipe for meals in dining commons or have money loaded on them for use at the Arbor, Coral Tree, or Tenaya Market. If you do not have these transaction needs, you do not need to replace your old Access Card. If you do have these requirements, email your photo to ucen-access@ucsb.edu with your perm number or employee ID number. Your new card will be available for pickup at no charge at the University Center Information Booth. Please see the original email message for additional details.

7. Campus Transportation and Parking Services outlined Move-in Operations impacts to campus parking areas in a September 10th email message. Beginning this Wednesday, September 15th and continuing through Sunday, September 19th, a high volume of vehicles will be on campus. As a result, several campus paring lots will be closed and reserved for Move-in Operations. Please see the original message for a detailed list of impacted parking lots.

8. Campus Enterprise Technology Services announced in a September 9th email message that beginning today, September 14th, Kronos Timekeeping system users will have the option to indicate their preferred first and last name in Kronos. To display a preferred name in Kronos, users must update their personal profile in UCPath. Please see the original message for instructions or visit this link: https://ucpathsupport.force.com/askucpath/s/article/How-do-I-update-my-Preferred-Name.

9. In a September 8th email message, the UC Office of the President invites comments on proposed revisions to the Presidential Policy on Sexual Violence and Sexual Harassment. The associated documents are attached to the email message for reference. Questions and comments should be directed to Debbie Hudgens in UCSB Human Resources at debbie.hudgens@hr.ucsb.edu no later than November 23rd, 2021. Please see the original message for more information.

10. The campus Academic and Staff Assistance Program (ASAP) announced a new support group in a September 13th email message. Titled Stumbling Into the Next Stage of Your Pandemic Life, this six-week confidential therapy group aims to address a number of topics as we transition to our latest work arrangements and new stage of pandemic life. Please see the original message for details and a sessions schedule. Registration is required.

11. REMINDER: Per Katherine’s email message earlier this morning, the campus continues to run its annual fire alarm system test and emergency evacuation exercise this week. While just a test, you must still leave your respective building once the alarm sounds. Please see Katherine’s message for additional information including the building test schedule.

12. REMINDER: The first ePerformance checkpoint meetings between supervisors and staff should be scheduled and held before the due date of October 1st, 2021. If you need a reminder of the ePerformance process, please see the Step-by-Step ePerformance Guide for All Employees located at this UCSB Human Resources webpage link: https://www.hr.ucsb.edu/hr-units/employee-labor-relations/performance-development-policy-covered-staff#ePerformance-step-by-step.

13. REMINDER: The Worksite Specific Safety Plan (WSSP) for Associated Students is currently available for staff to review and acknowledge. All staff, including career, student staff, and AS student leadership are required to review the WSSP and sign off to acknowledge completion (Click to access your department’s WSSP in DocuSign). Acknowledgement includes confirmation that the COVID-19 Return to Work Training eCourse located in the UC Learning Center (COVID-19 Return to Work Training) has also been completed (no need to take more than once). Please complete this as soon as possible as it is now a requirement for being on campus. Please also note that this is an on-going requirement and you will need to instruct all new hires in your respective areas to complete as part of your on-boarding process.

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

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

In addition, the revised Campus/Facilities Access Process has been updated on the Associated Students website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/. With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey. As an alternative to the above for visitors and non-student volunteers, they can also be requested to follow the UC vaccination policy by uploading their vaccination records. To do so, they will need to get a UCSB NetID by being entered into UCSB Identity Management as an Affiliate. Information is available on the UCSB Identity and Access Management website at this link: https://www.identity.ucsb.edu/. With respect to on-site workspaces and visitor traffic flow, each area within AS will need to internally determine what configurations and protocols will work best as a starting point for the beginning of fall quarter utilizing controls and resources within the department. Please work with your supervisor to establish a plan for discussion and implementation.

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September 7, 2021

As confirmed last week, today marks the department’s return-to-campus start date for all staff. If you have not yet settled a return-to-campus schedule, please discuss and establish one with your supervisor as soon as possible and no later than the end of this week as the department cannot continue supporting unspecified return-to-campus schedules.

As a reminder, if you are interested in requesting a remote, hybrid, or flexible work arrangement, you will need to complete the Student Affairs (SA) RHFA Employee Proposal Form located at this link: SA RHFA Employee Proposal Form. Please note that you must use this Divisional form and not the form located on the campus Human Resources page. Also, guidance concerning this process is located in the SA Remote/Hybrid/Flexible Work Arrangements Guidance document (SA Remote/Hybrid/Flexible Work Arrangements Guidance). Supervisors/managers – if you have not already done so, please familiarize yourself with the RHFA Approval Manual for Managers for guidance processing any received proposals.

Please note that there is currently a technical issue with the automated Smartsheet notifications that is being addressed by Student Affairs. For those of you who have requested a maximum of 2 days remote work and haven’t received the finalizing DocuSign agreement, that form will be distributed once this issue is corrected.

For those of you are seeking to propose a different work and time distribution, these proposals are still under review either by your supervisor, the department, the Vice Chancellor of Student Affairs, or all three.

Given the technical issue, staff should make temporary arrangements with their own direct supervisor about whether they return to work ahead of receiving the DocuSign agreement. If staff would rather begin on-campus work upon receipt of the finalized document, that is acceptable even if the start date was scheduled for today, September 7th. Supervisors should send information to Marisela about any related temporary changed start dates/times.

2. The campus released an email message update on September 3rd outlining a revised COVID-19 Screening Survey. While the updated Survey will use the same process currently in place, survey questions have been updated, and clearance badges have been improved and simplified. Staff who have been using the current Screening Survey will continue to have access until September 13th at which time it will be decommissioned (the revised Survey is also available as of today, September 7th through the Student Health Patient Portal). All faculty, staff, and students will automatically be enrolled in the new Survey, and will begin receiving daily email and text reminders next week. Please see the original email message for more details. You can also find these for employees and students respectively at these links: employees; students.

3. The Vice Chancellor for Student Affairs, Margaret Klawunn, forwarded a COVID-19 information newsletter from the UCSB Academic Senate Chair, Susannah Scott, via a September 2nd email message. The newsletter contains helpful information about the decision-making and medical research that was instrumental with informing this fall’s in-person operations planning, and includes local COVID-19 case rates, as well as current plans for managing on-campus classes. Please take time to review the information as, while extensive, it may help answer some questions as to how current planning and protocols were arrived at. In addition to the Vice Chancellor’s email message, you can also find the newsletter at this link: https://senate.ucsb.edu/news/2021-08-31_Divisional-Chairs-Newsletter-August-31-2021.pdf.

4. Campus Facilities Management and Environmental Health and Safety announced in a September 2nd email message that the campus will be performing annual fire alarm system testing and emergency evacuation exercises beginning next Monday, September 13th through Friday, September 17th, between the hours of 7:30am to 4:00pm each day. At the sound of the alarm, all staff, faculty, students, and visitors must exit their respective buildings immediately and congregate at the assigned Emergency Assembly Point. Please see the original email message to locate your building’s scheduled evacuation exercise. Please also be sure to follow all protocols in place to maintain physical distancing during the evacuation drills.

5. Campus Enterprise Technology Services announced in a September 2nd email message that beginning Tuesday, September 28th at 8:30am, Multi-Factor Authentication (MFA) will be required when logging into the campus timekeeping service, Kronos. If you have already been using MFA for other services, you do not need to do anything further. If you have not yet used MFA, information and instructions for the signup process are available at this link: here.

6. Campus Mail Services announced in a September 3rd email message that on-cam[us mail delivery service to UCSB departments will resume beginning Monday, September 27th. Until then, departments are asked to maintain the current arrangement of sending a staff member to pick up mail and packages at the DLS building until Friday, September 24th. Please see the original email message for additional details.

7. Campus Transportation and Parking Services announced in a September 2nd email message that parking lot 25 will be temporarily closed for sidewalk modifications, asphalt sealcoating, and re-striping. The closure will start at 5:00pm on Thursday, September 9th and the parking lot will re-open by 5:00pm on Sunday, September 19th. Please plan accordingly if you utilize this parking lot.

8. Coastal Fund announced in a September 1st email message that it will be holding an informational webinar on updates to its mission and grant application process. The webinar is scheduled for this Wednesday, September 8th at 4:00pm. Please see the original email message for details. You can also join the webinar via this link: https://ucsb.zoom.us/j/85099510088.

9. UCSB Career Services announced in a September 3rd email message staff training for their Handshake online jobs platform for posting department positions for hiring students. The training is virtual and scheduled for next Tuesday, September 14th from 10:00am to 11:00am, and on Wednesday, September 15th from 1:30pm to 2:30pm. Please see the original message for session registration links and additional details.

10. REMINDER: The first ePerformance checkpoint meetings between supervisors and staff should be scheduled and held before the due date of October 1st, 2021. If you need a reminder of the ePerformance process, please see the Step-by-Step ePerformance Guide for All Employees located at this UCSB Human Resources webpage link: https://www.hr.ucsb.edu/hr-units/employee-labor-relations/performance-development-policy-covered-staff#ePerformance-step-by-step.

11. REMINDER: The Worksite Specific Safety Plan (WSSP) for Associated Students is currently available for staff to review and acknowledge. All staff, including career, student staff, and AS student leadership are required to review the WSSP and sign off to acknowledge completion (Click to access your department’s WSSP in DocuSign). Acknowledgement includes confirmation that the COVID-19 Return to Work Training eCourse located in the UC Learning Center (COVID-19 Return to Work Training) has also been completed (no need to take more than once). Please complete this as soon as possible as it is now a requirement for being on campus. Please also note that this is an on-going requirement and you will need to instruct all new hires in your respective areas to complete as part of your on-boarding process.

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

– Complete the COVID-19 Return to Work eCourse in the UC Learning Center
– Review and sign off on the AS WSSP document
– Meet current Return to Campus requirements including:

Daily Campus Screening Survey
Compliance with the COVID-19 Vaccination Policy (effective 9/9/2021)
Produce your daily Screening Survey Badge when requested
Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.

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

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Designated as the On Demand Screening Survey, visitors can access it here: On Demand screening survey. With respect to on-site workspaces and visitor traffic flow, each area within AS will need to internally determine what configurations and protocols will work best as a starting point utilizing controls and resources available to the department. Please work with your supervisor to establish a plan for discussion and implementation. Building/facility plans incorporating similar safety protocols to the WSSP’s are also being established.

13. REMINDER: The deadline to register your vaccination status with campus Student Health Services (SHS) is this Thursday, September 9th. Failure to register, or alternatively receive an exception or deferral, will prevent you from receiving on-site campus authorization. This registration is for all staff, faculty, and students who received their vaccinations at a provider other than campus SHS. Registration is located on the SHS patient portal here: https://studenthealthoc.sa.ucsb.edu/login_dualauthentication.aspx. Also, you can reference the complete Vaccination Mandate Policy here: SARS-CoV-2 Vaccination Policy.

Requests by staff and faculty for exceptions or deferrals to the UC Vaccination Mandate Policy must be submitted by September 9th through the campus Student Health Services Patient Portal at this link: https://t.e2ma.net/click/zsh09e/vlhcsn/76ljpx. Student staff members should submit requests through the process for students (here: https://t.e2ma.net/click/zsh09e/vlhcsn/nzmjpx) rather than the employee process to avoid duplications.

August 31, 2021

As has been the case all summer as the campus prepares for fall quarter, establishing COVID-19 mitigation/safety protocols has been the highest priority for return-to-campus planning. To help reinforce this priority, Chancellor Yang released a COVID-19 Update email message on August 27th. In essence, the Chancellor’s message summarizes and reinforces recent updates to protocols and mandates including the requirement to wear face masks in any shared indoor campus spaces, and completion of the Daily Symptom Screening survey. In addition, the COVID-19 Response Team is developing a mandatory random testing program for vaccinated students in order to help identify and address any cases before they spread.

The Chancellor also confirms the announcement to students of the campus’s vaccine mandate. To date, 92% of incoming and returning in-state students have been fully vaccinated or are in process. Out-of-state and international student vaccination data is pending. To help keep this information accessible, a section will be added to the campus’s COVID-19 dashboard in September to highlight vaccination compliance.

In addition to the above, the Chancellor outlines how the campus is addressing the student housing shortage challenges. Please see the original email message for details which can also be found at this link: https://chancellor.ucsb.edu/memos/2021-08-27-covid-19-update-fall-housing-testing-and-vaccinations.

2. Due to a workshop being held for the AS Advisors workgroup on Thursday, this week’s regularly scheduled Staff meeting has been cancelled. If you are not participating in the workshop, please use this additional time to work on any pending projects requiring attention.

3. While much of the campus is beginning return-to-campus work status this Wednesday, September 1st., Associated Students is targeting next Tuesday, September 7th as its return-to campus start date for all staff that will be ready to begin on-campus work schedules by that date. If you will not be ready by that date, please discuss and establish one with your supervisor before September 7th as the department cannot continue supporting unspecified return-to-campus schedules.

4. With the beginning of September, the first ePerformance progress checkpoint meetings should be scheduled and held before the due date of October 1st, 2021. If you need a reminder of the ePerformance process, please see the Step-by-Step ePerformance Guide for All Employees located at this UCSB Human Resources webpage link: https://www.hr.ucsb.edu/hr-units/employee-labor-relations/performance-development-policy-covered-staff#ePerformance-step-by-step.

5. Sean announced in an August 24th email message that it is currently time to evaluate and submit your hardware/software needs for the upcoming academic year. If you have not already done so, please review Sean’s message for evaluation guidance and submit any related needs by next Tuesday, September 7th using the request form at this link: https://www.as.ucsb.edu/computer-request-form/.

6. Campus Career Services announced in an August 24th email message an On-Campus Job Fair to be held virtually via Zoom on Tuesday, September 21st from 10:00am to 11:30am, with Q&A Sessions scheduled for 11:30am to 12:30pm. This event is for departments that plan to hire UCSB students for on-campus and virtual positions this fall. Registration is currently open, can be completed at this link: here, and will close on September 10th at 5:00pm. Spots are filled on a first come, first served basis. Please see the original message for additional details.

7. The campus Office of the Ombuds announced in an August 24th email message that it will be holding a number of Live@Lunch virtual workshops. The current workshop topics/schedule includes Returning to Campus:The Impact on You and Your Colleagues (September 14); Be a Super Supervisor! Engaging Your Team (September 28); Hybrid Meeting How-To (October 12). All sessions are held on the respective Tuesdays from 12:05pm to 12:55pm. Details and registration links are here: Click here.

8. The UCPath Center has issued a reminder that in anticipation of the upcoming fall season and resulting higher transaction volume, there will likely be an increase in processing time for requests, inquiries, and transactions. Please keep this in mind should you have a need to initiate submittals to the UCPath Center.

9. REMINDER: If you are interested in requesting a remote, hybrid, or flexible work arrangement, you will need to complete the Student Affairs (SA) RHFA Employee Proposal Form located at this link: SA RHFA Employee Proposal Form. Please note that you must use this Divisional form and not the form located on the campus Human Resources page. Also, guidance concerning this process is located in the SA Remote/Hybrid/Flexible Work Arrangements Guidance document (SA Remote/Hybrid/Flexible Work Arrangements Guidance). Supervisors/managers should also familiarize themselves with the RHFA Approval Manual for Managers for guidance processing any received proposals.

10. REMINDER: The Worksite Specific Safety Plan (WSSP) for Associated Students is currently available for staff to review and acknowledge. All staff, including career, student staff, and AS student leadership are required to review the WSSP and sign off to acknowledge completion (Click to access your department’s WSSP in DocuSign). Acknowledgement includes confirmation that the COVID-19 Return to Work Training eCourse located in the UC Learning Center (COVID-19 Return to Work Training) has also been completed (no need to take more than once). Please complete this as soon as possible as it is now a requirement for being on campus. Please also note that this is an on-going requirement and you will need to instruct all new hires in your respective areas to complete as part of your on-boarding process.

11. REMINDER: Campus and facilities access is no longer restricted to essential services and department pre-authorization/permission. Current campus access protocols for all AS staff (career, student, student leadership, and otherwise) are authorized to work on site as long as the following is completed: – Complete the COVID
-19 Return to Work eCourse in the UC Learning Center
– Review and sign off on the AS WSSP document (complete as soon as possible) – Meet current Return to Campus requirements including:

Daily Campus Screening Survey
Compliance with the COVID-19 Vaccination Policy (effective 9/9/2021)
Produce your daily Screening Survey Badge when requested
Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.

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

With respect to authorized visitor access to campus and facilities, please review current guidelines on the campus COVID-19 information page here: https://www.ucsb.edu/COVID-19-information/return-to-campus-requirements. Campus visitors, who are typically identified as any individual who is not a current registered student, faculty, or staff member, must utilize the single use COVID-19 Screening Survey for clearance which is different than the employee survey. Also designated as the On Demand Screening Survey, this self-attestation survey must be completed each day by visitors whether the campus visit is for a one-time access or over multiple days. Visitors can access the survey here: On Demand screening survey. Should you have any concerns about a visitor’s willingness to accurately complete the survey, please consider conducting the respective engagement virtually as an alternative to a campus visit. With respect to on-site workspaces and visitor traffic flow, each area within AS will need to internally determine what configurations and protocols will work best as a starting point utilizing controls and resources available to the department. Please work with your supervisor to establish a plan for discussion and implementation. Building/facility plans incorporating similar safety protocols to the WSSP’s are also being established.

12. REMINDER: UCSB Student Engagement and Leadership (SEAL) will begin confirming campus room reservations after this Wednesday, September 1st. Information and the reservation form are located on SEAL’s Campus Space Reservation Page here: https://osl.sa.ucsb.edu/scheduling. In addition, Associated Students will begin reservations for the department’s common spaces with the start of Fall quarter. Details will be announced as they become available.

13. REMINDER: As we quickly approach the start to fall quarter, please remember to register your vaccination status with campus Student Health Services (SHS) no later than Thursday, September 9th. Failure to register, or alternatively receive an exception or deferral, will prevent you from receiving on-site campus authorization. This registration is for all staff, faculty, and students who received their vaccinations at a provider other than campus SHS. Registration is located on the SHS patient portal here: https://studenthealthoc.sa.ucsb.edu/login_dualauthentication.aspx. Also, you can reference the complete Vaccination Mandate Policy here: SARS-CoV-2 Vaccination Policy.

August 24, 2021

The Division released a recording link (share the recording) to last Friday’s Divisional Webinar via an email message on Monday, August, 20th. Please be sure to view the recording if you were unable to attend the webinar as there was a lot of important return to campus information introduced. Please also review the materials and related links in the email message as important related information is contained there as well including a Logistics Survey (SA Fall 2021 Logistics Survey) that all staff are asked to complete.

2. As a follow up to yesterday’s post webinar email message, Miles Ashlock sent an email message earlier today providing additional detailed information and links regarding the Division’s return to campus protocols, resources, and next steps. Per that message, next steps for all employees includes:

Upload your vaccination record or submit an exemption/deferral request by 9/9/2021 (reminder details below in items 11 and 12).
Complete the recently released Fall 2021 Divisional Logistics Survey (link above in item 1).
Familiarize yourself with the Student Affairs Remote/Hybrid/Flexible Work Arrangements Guidance document (SA Remote/Hybrid/Flexible Work Arrangements Guidance).
If you are interested in requesting a remote, hybrid, or flexible work arrangement, you will need to complete the SA RHFA Employee Proposal Form (SA RHFA Employee Proposal Form). Please note that you must use this Divisional form and not the form located on the campus Human Resources page.

For supervisors/managers, please see Miles’ message for additional resource and guidance links related to processing any proposals you receive.

In addition, the Division is working on responses to questions raised during last week’s webinar meeting and that information will be distributed once complete.

3. With regards to on-site workspaces and visitor traffic flow, we will need to internally determine what configurations and protocols will work best as a starting point for our respective areas utilizing controls and resources available to us internally. Examples include visitor count limits, meeting space sign-up sheets, appointment reservations, plexiglass barriers, scheduling presentations/workshops in a virtual format, etc. Please work with your supervisors to establish a plan for discussion and implementation. Building/facility plans incorporating similar safety protocols to the Worksite Specific Safety Plans (WSSP) are also being established.

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

5. The Student Affairs Information Systems office announced in an August 20th email message that access to the campus registration applications (STAR and SREG) will require the use of Multi-Factor Authentication (MFA) for login beginning next Tuesday, August 31st. No additional action is necessary if you are already set up for MFA in other campus applications, but if you are not set up, please visit it.ucsb.edu/mfa and enroll your login device for MFA.

6. Campus Student Engagement and Leadership (SEAL) announced in an August 17th email message that it is currently inviting departments to begin using the Shoreline campus engagement platform (Shoreline) to announce department events for the upcoming Week of Welcome (WOW) that will run from Friday, September 17th to Friday, September 24th. Departments are encouraged to add a WOW event by Wednesday, September 15th, however, events can be added on an ongoing basis. Please see the original email message for additional details.

7. SEAL also announced in an August 24th email message a new initiative to cultivate community online via Shoreline through moderated Class Pages. These Class Pages are a space for students to connect with peers from their graduation year, engage in conversations about student life, ask questions, share concerns, engage in programming, and learn about co-curricular activities. SEAL is currently searching for student and staff moderators to begin in September. If interested, please visit the respective webpage here: accepting nominees for the Class Pages Nomination Form.

8. REMINDER: The Worksite Specific Safety Plan (WSSP) for Associated Students is now available for staff to review and acknowledge. All staff, including career, student staff, and AS student leadership are required to review the WSSP and sign off to acknowledge completion (Click to access your department’s WSSP in DocuSign). Acknowledgement includes confirmation that the COVID-19 Return to Work Training eCourse located in the UC Learning Center (COVID-19 Return to Work Training) has also been completed (no need to take more than once). Please complete your WSSP review and acknowledgement as soon as possible as it is now a requirement for being on campus. Please note that this is an on gong requirement and you will need to instruct all new hires in your respective areas to complete as part of your on-boarding process.

9. REMINDER: Campus and facilities access is no longer restricted to essential services and department pre-authorization/permission. Current campus access protocols for all AS Staff (career, student, student leadership, and otherwise) are authorized to work on site as long as the following is completed:
– Complete the COVID-19 Return to Work eCourse in the UC Learning Center
– Review and sign off on the AS WSSP document (complete as soon as possible)
– Meet current Return to Campus requirements including:

Daily campus Screening Survey
Compliance with the COVID-19 Vaccination Policy (effective 9/9/2021)
Produce your daily Screening Survey Badge when requested
Adhere to ongoing campus COVID-19 mitigation strategies including wearing a face covering in campus-controlled facilities and events, wash hands, etc.

In addition, this revised Campus/Facilities Access Process has been updated on the Associated Students Website and can be found at this link: https://www.as.ucsb.edu/facilities-access-process/. 10. REMINDER: UCSB Student Engagement and Leadership (SEAL) will begin confirming campus room reservations after September 1st. Information and the reservation form are located on SEAL’s Campus Space Reservation Page here: https://osl.sa.ucsb.edu/scheduling. In addition, Associated Students will begin reservations for the department’s common spaces with the start of Fall quarter. Details will be announced as soon as they are available.

11. REMINDER: As we quickly approach the start to fall quarter, please remember to register your vaccination status with campus Student Health Services (SHS) no later than Thursday, September 9th. Failure to register, or alternatively receive an exception or deferral, will prevent you from receiving on-site campus authorization. This registration is for all staff, faculty, and students who received their vaccinations at a provider other than campus SHS. Registration is located on the SHS patient portal here: https://studenthealthoc.sa.ucsb.edu/login_dualauthentication.aspx. Also, you can reference the complete Vaccination Mandate Policy here: SARS-CoV-2 Vaccination Policy.

In addition, the Division released a vaccination policy compliance message to all students earlier today. Staff were also copied on it today via an email message from Miles Ashlock. The message reinforces the policy mandate deadline and provides related links. Please review the message if you have not already done so.

12. REMINDER: Requests by staff and faculty for exceptions or deferrals to the UC Vaccination Mandate Policy must be submitted by September 9th through the campus Student Health Services Patient Portal at this link: https: https://t.e2ma.net/click/zsh09e/vlhcsn/76ljpx. Student staff members should submit requests through the process for students (here: https://t.e2ma.net/click/zsh09e/vlhcsn/nzmjpx) rather than the employee process to avoid duplications.

August 17, 2021

Student Affairs announced yesterday, August 16th, via an email calendar invitation a Divisional webinar scheduled for this Friday, August 20th from 10:00am to 11:00am. All department staff should plan on attending. The webinar can be accessed from the invitation or here: Divisional Webinar (Meeting ID: 894 3272 0284; Passcode: 519082).

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

3. We received confirmation from the Division that the COVID-19 Worksite Specific Safety Plan (WSSP) document for Associated Students is now updated and ready for staff to complete. All staff, including student staff, and AS student leadership (including students in AS entities) are required to review the WSSP and sign off to acknowledge completion. In addition, part of this acknowledgement includes confirmation that the COVID-19 Return to Work Training course located in the UC Learning Center has also been completed. Many of you have already completed this course and there is no need to take it more than once. Please complete your WSSP review and acknowledgement as soon as possible as it is now a requirement for being on campus.

A separate email message will be sent to all AS career staff today containing instructions and links to the WSSP DocuSign form and COVID-19 training course. For those of you supervising student staff or advising student leadership, please forward the same instructions to them and ensure they have completed the requirements, also as soon as possible. In addition, you will need to continue doing this as part of your on-boarding of all new hired staff in your respective areas.

4. Beginning this week and effective immediately, the Division of Student Affairs (including Associated Students) will no longer require pre-authorization of staff, students, or other individuals coming to campus. In other words, you no longer need to receive permission from Marisela for campus visits. In addition, there is no longer a need to develop and receive approval for new essential services. Instead, all essential services and those who have worked remotely are expected to plan and be prepared for a return to campus beginning September 1st.

In place of the previous pre-approvals for campus visits, the Division has confirmed that all AS staff (career, student, student leadership, and otherwise) are authorized to work on site beginning this week as long as the following is completed:

– Completed the COVID-19 Return to Work eCourse in the UC Learning Center
– Reviewed and signed off on the AS WSSP document (complete as soon as possible)
– Met the Return to Campus requirements including:

Daily Screening Survey
Compliance with COVID-19 Vaccination Policy (effective (9/9/2021)
Ongoing mitigation strategies as announced by the campus, including wearing a face covering on campus and in campus-controlled facilities and events

5. In addition to the above information, the Division’s WSSP/Logistics workgroup received an update that a return to campus guidance and procedures document will be provided soon to departments that will address how the Division will move forward with staff work plans while incorporating the tools and forms recently released by campus Human Resources. Regardless of the pending details of that guidance, the campus and Division are reminding all departments that the default work location for staff beginning September 1st and for Fall quarter, is 100% on-site. The pending divisional guidance and procedures will primarily address assessment and approvals for remote/hybrid work in the context of students being on campus at 100%, and subsequently, how individual job descriptions need to fulfill responsibilities with students no longer being remote. We will distribute these divisional guidelines as soon as we receive them, but in the interim, ask that you review the existing tools and documents located on the campus HR Flexible Work Arrangements webpage (https://www.hr.ucsb.edu/flexible-work-arrangements).

With respect to facilities, building readiness checklists completed by campus Facilities Management are being received and provided to managers to share with staff in their respective areas. Most such confirmations have been or should be received soon. Internally, each area within AS should be planning work and visitor traffic flow protocols for their respective facilities taking into account the basic safeguards outlined in the WSSP document. Also, Sean and his team are working on receiving air filtration equipment and evaluating appointment software options for handling student traffic to work spaces, should that be of interest. More information and status to come on these topics. Additional on-site work space configurations and furnishings can be coordinated with Kat’s assistance once the divisional guidance is distributed and implemented.

6. UCSB Student Engagement and Leadership (SEAL) will begin confirming room reservations for campus spaces after September 1st. The reservation form is through Shoreline and you can find it and more information on SEAL’s Campus Space Reservation page here: https://osl.sa.ucsb.edu/scheduling.

In addition, common spaces in Associated Students will begin to be available for reserved use with the start of Fall quarter. Additional details are pending and will be announced when available.

7. Campus Financial Aid & Scholarships provided an August 11th email message outlining important Work-Study dates and guidelines for Fall quarter student employees. The 2021-22 split percentage for all on campus Work Study positions has been configured for a 75-25 split with Work-Study funds. This means that Work-Study funds will cover 75% of a student’s earnings up to their full eligibility. Please see the original email message for related details on the important dates and guidelines.

8. Student Affairs announced in an August 11th email message that the Division is reaffirming its support of Undocumented Students at UCSB including the appointment of Rosa Salamanca as the new Director of Undocumented Student Services. Please see the original email message for details. You can also visit and refer students to the Undocumented Student Services website at http://www.sa.ucsb.edu/DreamScholars/.

9. Campus Financial Aid & Scholarships sent an August 12th email message reminder that its scholarship platform, ScholarshipUniverse, is currently available to all students as an easy platform for applying for both UCSB-specific and external scholarships. Students can access the site with their UCSB NetID and password here: http://ucsb.scholarshipuniverse.com/. You can learn more about ScholarshipUniverse by visiting the website here: https://www.finaid.ucsb.edu/scholarships/scholarship-universe. While the deadline to apply for financial need-based UCSB scholarships is coming up soon on September 1st, there are numerous external scholarships available year-round.

10. Campus Community Housing Services outlined in an August 12th email message the difficulty many UCSB students are finding with locating housing options for Fall quarter. Housing Services is asking all staff to please consider the possibility of opening up and offering any available surplus living space to students, as well as spreading the word on the housing need to non-UCSB community contacts. Please see the original email message for details including how to list available space.

11. Campus Transportation and Parking Services (TPS) shared in an August 12th email message information regarding upcoming parking and traffic flow impacts due to the start of the 2021 UCSB soccer season. During the Men’s soccer games, Stadium Road may be restricted and closed to through traffic for up to 90 minutes before game time based on parking lot capacity. Please see the original TPS email for related access and parking restrictions details. Please see the men’s soccer schedule for impacted dates here: https://www.ucsbgauchos.com/sports/m-soccer/2021-22/schedule.

12. REMINDER: Per Chancellor Yang’s directive released last week, the campus is now requiring all faculty, staff, students, and visitors to wear face masks in shared campus spaces. This applies to everyone regardless of vaccination status. The Chancellor’s message containing details is located here: https://chancellor.ucsb.edu/memos/2021-08-03-covid-19-update-masking-required-indoors-campus.

14. REMINDER: Requests by staff and faculty for exceptions or deferrals to the UC Vaccination Mandate Policy must be submitted by September 9th through the campus Student Health Services Patient Portal at this link: https: https://t.e2ma.net/click/zsh09e/vlhcsn/76ljpx. Student staff members should submit requests through the process for students (here: https://t.e2ma.net/click/zsh09e/vlhcsn/nzmjpx) rather than the employee process to avoid duplications.

August 10, 2021

While news regarding return-to-campus has been relatively quiet from the campus and division over the last week, we still anticipate receiving a number of preparation requests in the near future with tight timelines. As previously mentioned, we will communicate these as soon as we receive them, and thank you in advance for handling these as they come up with likely short notice. This week’s update follows, and as usual, thank you all for your continued hard work:

1. The division’s back to campus Logistics/WSSP Workgroup met earlier today primarily for a Q&A session with the division’s Chief of Staff, Miles Ashlock. Most questions and concerns centered around the need for more detailed guidance for solidifying staff planning and schedules for fall quarter. Miles confirmed that additional guidance is a few days away, but given the continued fluidity of current COVID-19 issues, that guidance will likely evolve. In fact, fall quarter as a whole is being approached with the understanding that adjustments to a portion of initial guidance is likely. With respect to the need for staff to return to campus, Miles pointed out that despite success with remote work these last few months, this does not prove that we are able to fully deliver our work from remote locations while students are 100% back on campus.

In addition, we received news that the division is finally setting up the process for departments to sign and submit their Worksite Specific Safety Plans (WSSP), with that process being introduced to individual departments by the end of this week. No other news has formally been communicated beyond this, which may be due to uncertainties now surrounding potential challenges brought on by the COVID-19 Delta variant. Regardless, as of now, nothing has changed with respect to the September 1st return to campus date or with the September 23rd start to fall quarter in-person instruction for students. In the meantime, and as a reminder, managers are asked to please submit return to campus staff schedule information in their areas to their unit director by this Friday, August 13th.

2. The Campus Club and Guest House announced in an August 9th email message that it will remain temporarily closed through the 2021 calendar year with hopes of reopening in 2022. This closure affects all Club services including the dining room, guest house, events, membership and administrative offices. Questions and inquiries continue to be handled remotely and can be submitted to the email addresses listed by service in the original message.

3. Student Affairs (SA) announced that the Division’s 2020-2021 Annual Report is now available. This edition briefly highlights in summary how Division departments navigated the challenges brought on by the COVID-19 pandemic. You can find the report on the SA website here: https://www.sa.ucsb.edu/docs/default-source/default-document-library/sa_annualreport_20_21_online-2.pdf?sfvrsn=f9e5734f_2.

4. Campus Counseling and Psychological Services (CAPS) is interviewing for a Staff Psychologist position and sent out an invitation earlier today for staff to join their ‘Job Talk’ portion of their interview process for three remaining candidates. If you would like to join and provide feedback, please see the original email message for dates/times and Zoom links for each of the interviews.

5. REMINDER: If you are still planning to take any time off during the remaining weeks of summer, please submit your request as soon as possible and be sure to post the dates on the time-off calendar once approved.

6. REMINDER: Per Chancellor Yang’s directive released last week, the campus is now requiring all faculty, staff, students, and visitors to wear face masks in shared campus spaces. This applies to everyone regardless of vaccination status. The Chancellor’s message containing details is located here: https://chancellor.ucsb.edu/memos/2021-08-03-covid-19-update-masking-required-indoors-campus.

7. REMINDER: As we quickly approach the start to fall quarter, please remember to register your vaccination status with campus Student Health Services (SHS) no later than two weeks before the start of classes on September 23rd. Failure to register, or alternatively receive an exception or deferral, will prevent you from receiving on-site campus authorization. This registration is for all staff, faculty, and students who received their vaccinations at a provider other than campus SHS. Registration is located on the SHS patient portal here: https://studenthealthoc.sa.ucsb.edu/login_dualauthentication.aspx. Also, you can reference the complete Vaccination Mandate Policy here: SARS-CoV-2 Vaccination Policy.

8. REMINDER: Requests by staff and faculty for exceptions or deferrals to the UC Vaccination Mandate Policy must be submitted by September 9th through the campus Student Health Services Patient Portal at this link: https: https://t.e2ma.net/click/zsh09e/vlhcsn/76ljpx. Student staff members should submit requests through the process for students (here: https://t.e2ma.net/click/zsh09e/vlhcsn/nzmjpx) rather than the employee process to avoid duplications.

9. REMINDER: Career and student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below.

Regarding regular onsite work, all individual staff working on campus must first receive formal approval from Marisela and have on file a related and approved Temporary Remote Work Agreement (found here: https://www.hr.ucsb.edu/forms) outlining their on-campus schedule and pre-approved by a staff member’s supervisor prior to sending the document to Marisela. Please note that any minor time/schedule adjustments are not necessary to send to Marisela for approval but should be coordinated with direct supervisors. Regarding campus visits by staff not already approved for on-site work, please do not assume that it is ‘fine’ to simply fill out the daily campus screener questionnaire without being granted prior department approval from Marisela. If Marisela is out (as noted on the ‘away’ calendar) please reach out to your unit director for access to campus. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person.

After receiving formal approval from your unit director, please then complete the following prior to coming to campus: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

August 3, 2021

Hard to believe that August is already upon us. As we quickly approach the campus’ September 1st return to campus date, there will likely be a number of preparation requests with tight timelines. Please note that we will communicate these as soon as we receive them, and we greatly appreciate your attention to them despite the resulting short notice disruption. This week’s update follows, and as usual, thank you all for your continued hard work:

1. Chancellor Yang released a COVID-19 update email message earlier today regarding a rise in cases across Santa Barbara County and with members of the UCSB campus community. Given this impact driven by the Delta variant, effective immediately, the campus is now requiring all faculty, staff, students, and visitors to wear masks in shared indoor spaces. This new mandate applies to everyone, regardless of vaccination status. Despite this news, the campus continues to implement plans for a return to campus for fall quarter. Campus planning and safety protocols will continue to be modified as needed, with regular updates provided prior to the beginning of fall quarter. Please see the Chancellor’s original message for more details which can also be found here: https://chancellor.ucsb.edu/memos/2021-08-03-covid-19-update-masking-required-indoors-campus.

2. The Division’s WSSP/Logistics workgroup met last week and we continue to be informed that the Division is working on clarifying guidance as they receive information from campus EH&S with regards to WSSP document language updates and distribution to staff, as well as updating division processes in response to the recent return to campus announcements from Campus Human Resources. As this continues to be a work in progress, we will pass along information once we have anything solid. In the meantime, and as has been previously announced/requested, managers are asked to please forward their staffing information to their unit director no later than Friday, August 13th.

3. The campus provided additional COVID-19 Vaccination Program Policy information via a July 29th email message as a follow-up to the UC Office of the President vaccination policy announcement from last week (https://t.e2ma.net/click/zsh09e/vlhcsn/vtjjpx). This follow-up is focused on exceptions or deferrals based on medical, disability, religious justifications, or pregnancy. Requests should be submitted through the Student Health Patient Portal at this link: https://t.e2ma.net/click/zsh09e/vlhcsn/76ljpx. Student staff should submit requests through the process for students (here: https://t.e2ma.net/click/zsh09e/vlhcsn/nzmjpx) rather than the employee process to avoid duplication. Requests should be made as soon as possible but no later than September 9th, 2021. Employees and students receiving an exception or deferral, or who have requests pending, will be required to undergo weekly testing and to wear face coverings in all indoor spaces on campus or in university housing (excluding individual residence rooms). In addition, all approved employees and students will be required to complete a Daily COVID-19 Screening Survey. Please see the original email message for additional details and information links.

4. Anjum announced in a July 28th email message that she will be holding an Authorized Signer workshop next Tuesday, August 10th at 10:00am. The workshop is available to staff and student group coordinators needing this training to complete and submit AS requisitions. Please note that it is not necessary to repeat the training if a workshop was already attended this year. Please sign up in advance at this link: https://forms.gle/FDK4R6r6DfitYkR7A. The workshop Zoom link will be sent out to attendees on Monday, August 9th at 2:00pm. This will be the only Authorized Signer workshop offered before the AS Finance & Business Committee begins offering workshops in the fall. Please encourage attendance and forward Anjum’s email to students requiring this training so they may sign up. Please also contact Anjum with any related questions.

5. Campus Procurement completed a Gateway system version update earlier this week. One of the results is a modified look to the dashboard and to requisitions, with requisitions having the most obvious change. If you have not been on the Gateway portal in a while, you may want to take a look and familiarize yourself with the updates.

6. Via a Staff channel Slack message earlier today, JudyAnn requested that all career staff review their AS website staff profile for any update needs. The profile page is here: https://www.as.ucsb.edu/about/staff/. If you are also a student group advisor, please review your advisor info here: https://www.as.ucsb.edu/about/staff/advisors/. To update your info at either of the above, please use the update form located here: https://staff.as.ucsb.edu/staff-profile-update/.

7. REMINDER: If you have not already done so, please review the new UCSB Human Resources flexible work arrangements webpage located here: https://www.hr.ucsb.edu/flexible-work-arrangements. Also, if you missed the original date, you can view a previous staff information webinar here: ttps://drive.google.com/file/d/1K7_loojLSVeLxsqpDj2xesqdFYtzIQMo/view?usp=sharing.

8. REMINDER: The Student Affairs mentorship program that will provide opportunities for second year students to join support “flocks” is still open for signups until this Friday, August 6th. These flocks are designed to engage students who Joined UCSB in Fall 2020 with the goal of helping these students build community, connect to campus resources, and get to know UCSB and Isla Vista. The flocks will be led by pairs of career staff and experienced undergraduate students. Mentors should plan on devoting 1.5 to 2 hours per week to the program through Fall quarter. If interested, please complete a Google form found here: https://forms.gle/M7MuqnsDjgtXFqLt6. Questions can be sent to: mailto:emmaparker@ucsb.edu.

9. REMINDER: If you are planning to take any time off during this last full month of summer please submit your request as soon as possible and be sure to post the dates on the time-off calendar once approved.

Regarding campus visits by staff not already approved for on-site work, please do not assume that it is ‘fine’ to simply fill out the daily campus screener questionnaire without being granted prior department approval from Marisela. If Marisela is out (as noted on the ‘away’ calendar) please reach out to your unit director for access to campus. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person.

July 27, 2021

No additional updates or guidance regarding return to campus planning or protocols have been released by the campus or division in the last week, however, the related division workgroup will be meeting this week and, as usual, any new information will be passed along. In the meantime, as was confirmed in last week’s Update, we will move forward with developing department staffing plans for Fall quarter. As requested last week, managers are asked to please forward their staffing information to their unit director no later than Friday, August 13th.

2. If you have not already done so, as was also reported in last week’s Update, please review the new UCSB Human Resources flexible work arrangements webpage announced in their July 19th email message. The webpage can be found here: https://www.hr.ucsb.edu/flexible-work-arrangements. Also, if you happened to miss the related informational webinar for staff yesterday, you can view the recording here: https://drive.google.com/file/d/1K7_loojLSVeLxsqpDj2xesqdFYtzIQMo/view?usp=sharing.

3. Campus Procurement announced that Gateway purchase order processing, fulfillment, and shipment sites are scheduled to be offline from this Friday, July 30th beginning at 9:00am until Monday, August 2nd at 3:00pm. Please plan for any related activities accordingly.

4. Campus Transportation and Parking Services provided an information email message yesterday regarding upcoming events that will impact parking and traffic flow on campus. Three student programs scheduled for this Friday, June 30th beginning at 9:00am are involved and include impacts to roads and parking lots near AS Main/Admin. Please see the original email message for details and plan accordingly should you be driving to campus that day.

5. Via a Staff channel Slack message yesterday, Andy announced the creation of a new drive in the shared AS drive called AS in the News. A folder with the same name contains approximately 10 years of articles that mention AS, and are organized by entities or offices. You can find this new resource here: https://drive.google.com/drive/u/0/folders/1emZW_e1yyM0E23nidT7PwADSUY-43v4X. Please see Andy’s Slack message for additional details.

6. Student Affairs announced in a July 15th email message the formation of a new group mentorship program that will provide opportunities for second year students to join support “flocks”. These flocks are designed to engage students who Joined UCSB in Fall 2020 with the goal of helping these students build community, connect to campus resources, and get to know UCSB and Isla Vista. The flocks will be led by pairs of career staff and experienced undergraduate students. Staff members are encouraged to volunteer as flock leaders/mentors and should plan on devoting 1.5 to 2 hours per week to the program through Fall quarter. If interested, or if you know of any students who would be exceptional flock leaders, please complete a related Google form found here: https://forms.gle/M7MuqnsDjgtXFqLt6. Please complete the Google application form by Friday, August 6th. Program questions can be sent to: mailto:emmaparker@ucsb.edu.

7. REMINDER: Campus Enterprise and Technology Services (ETS) will implement Multi-Factor Authentication (MFA) log in protocol for the campus Virtual Private Network (VPN) service beginning next Monday, August 2nd. If you are already signed up for MFA, nothing additional is necessary. If you need to sign up for MFA, please do so here: https://www.it.ucsb.edu/mfa.

8. REMINDER: There is still time to take advantage of the Student Affairs professional development opportunity, Foundations. Applications can be submitted through this Friday, July 30th. Student Affairs employees with a minimum of one year of UCSB work experience and a maximum of five years are invited to apply. Please see the reminder email message from July 19th for details.

9. REMINDER: If you are planning to take any time off this summer please submit your request as soon as possible and be sure to post the dates on the time-off calendar once approved.

July 20, 2021

Chancellor Yang provided a campus update email message on July 15th summarizing the UC’s final policy regarding mandated COVID-19 vaccinations (message link: https://chancellor.ucsb.edu/memos/2021-07-15-uc-systemwide-covid-19-vaccine-policy-update; UCOP policy link: https://t.e2ma.net/click/o9tw4m/45taihb/wrlop8c). In addition, the Chancellor’s message includes FAQ links for staff and students (staff: https://t.e2ma.net/click/o9tw4m/45taihb/scnop8c; students: https://t.e2ma.net/click/o9tw4m/45taihb/84nop8c).

In essence, the policy mandates that all staff, faculty, and students must be vaccinated against COVID-19, or receive an approved exemption, before they will be allowed to participate in any University programs or allowed in any UC facility or office. This also extends to any UC programs that may occur off campus, such as UC athletics or education abroad. For vaccinations provided by sources other than campus Student Health Services, proof of vaccination is required by submitting vaccination information online through the “Medical Clearances” section of the campus Student Health Services Portal (here: https://t.e2ma.net/click/o9tw4m/45taihb/4ppop8c). All faculty, staff, and students must be in compliance with this policy two weeks before the first day of Fall instruction, which for UCSB is Thursday, September 23rd. Please see the original message and included links for details.

2. Campus Human Resources (HR) announced in a July 19th email message a new webpage focused on resources for evaluating the appropriateness of flexible work arrangements where appropriate as part of return to campus planning. The webpage can be found here: https://www.hr.ucsb.edu/flexible-work-arrangements. In addition to a number of resources and guidance principles, Campus HR will be holding an information webinar for staff scheduled for tomorrow (Wednesday), July 21st from 9:00am to 10:00am. The Shoreline event link is here: https: https://shoreline.ucsb.edu/UCSBHR/rsvp_login?id=1124813&private_event=1. Please see the original email message for more details.

3. Additional detailed divisional guidance beyond that provided by the above from the Chancellor and campus HR, continues to be pending. Until such guidance is provided, the department will continue with current processes. We are certainly hoping for more information prior to the targeted September 1st return to campus date, but in the interim, and as indicated in yesterday’s Campus Updates email message, we will move forward with developing department staffing plans for Fall quarter, taking into account the current campus information, and that managers please forward their staffing information (as detailed in yesterday’s message) to their unit director no later than Friday, August 13th.

In addition, if you currently have an essential services worksite/schedule proposal submitted to Marisela for approval, you will need to re-submit it with any applicable edits based on the newly distributed guidelines/information (best referenced in yesterday’s Campus Updates email message). Also, please indicate whether your proposal is to provide essential services between now and September, or if it is a September through December proposal. Please also note that the deadline for any such revised proposal submissions is one week from today on Tuesday, July 27th, and must first be approved by the relevant area manager before re-submitting. Lastly, should no revised edits be necessary, please send an email to Marisela prior to next week’s deadline indicating this.

4. As a reminder, Irina sent an email message on July 13th requesting that all purchase orders for the 2021-2022 fiscal year need to be submitted to the Admin office by next Monday, July 26th. Please contact Irina if you have any related questions or need assistance.

5. This Thursday’s Staff Meeting has been cancelled to provide additional time to assist with completing work and projects this week. We will reconvene as scheduled in two weeks on Thursday, August 5th at the usual time of 1:00pm to 3:00pm.

6. REMINDER: Campus Enterprise and Technology Services (ETS) will implement Multi-Factor Authentication (MFA) log in protocol for the campus Virtual Private Network (VPN) service beginning Monday, August 2nd. If you are already signed up for MFA, nothing additional is necessary. If you need to sign up for MFA, please do so here: https://www.it.ucsb.edu/mfa.

7. REMINDER: The Student Affairs professional development opportunity for long-term career growth in the student affairs field, Foundations, is still accepting applications through Friday, July 30th. Student Affairs employees with a minimum of one year of UCSB work experience and a maximum of five years are invited to apply. Please see the reminder email message from July 19th for details.

8. REMINDER: If you are planning to take any time off this summer please submit your request as soon as possible and be sure to post the dates on the time-off calendar once approved.

July 13, 2021

With respect to campus and divisional back to campus planning guidance, nothing new has been released over the last week with the exception of the continuation of the WSSP workgroup meeting on a bi-weekly basis. Currently, that meeting is scheduled for this week. Any relevant updates will be passed along to all of you. In the meantime, and as has been previously stated, we will continue with current processes until solid guidance is provided.

2. Oscar announced in a July 6th Slack staff channel message that he is now on campus every other Wednesday beginning last week on July 7th. Please submit a service ticket (AS help desk login on the AS website here: https://help.as.ucsb.edu/) if you need his assistance while he is on campus during these days.

3. The Associate Vice Chancellor of Housing, Dining & Auxiliary Services, Willie Brown, announced in a July 12th email message that the UCSB Campus Store reopened yesterday, Monday July 12th (safety and health procedures are in place). Summer hours will be Monday through Friday from 10:00am to 3:00pm with entry through the front doors on the northwest side of the UCen. All patrons are required to wear a mask before entering regardless of vaccination status. The Campus Store will provide masks for customers who do not have one. Online shopping also continues to be an option at http://campusstore.ucsb.edu/ with in-store pickup now available in addition to shipping. Please see the original message for further details.

4. The UCPath Center sent an email message on July 7th updating campus staff on the previously announced system-wide UCPath upgrade project. While the message reiterates that impacts are expected to be low, frequent communications will be provided via the UCSB UCPath website and the launch of a new Technology Insider page. This will be the hub for information and resources around related training and business process changes. The Technology Insider page can be found at this link: https://www.ucpath.ucsb.edu/technology-insider. Please also see the original email for more information.

5. REMINDER: Campus Enterprise and Technology Services (ETS) will implement Multi-Factor Authentication (MFA) log in protocol for the campus Virtual Private Network (VPN) service beginning Monday, August 2nd. If you are already signed up for MFA, nothing additional is necessary. If you need to sign up for MFA, please do so here: https://www.it.ucsb.edu/mfa.

6. REMINDER: The Academic and Staff Assistance Program (ASAP) will hold its Mission Harbor workshop this Wednesday, July 14th at 12:00pm to 12:50pm. The workshop is focused on providing employees with information about Mission Harbor’s psychological services. Mission Harbor serves Santa Barbara County with mental and behavioral health services and the workshop will discuss local options for staff, family members, and students. RSVP here mailto:asap@hr.ucsb.edu to receive a workshop Zoom link.

7. REMINDER: If you are planning to take any time off this summer please submit your request as soon as possible and be sure to post the dates on the time-off calendar once approved.

8. REMINDER: Career and student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below. R

egarding regular onsite work, all individual staff working on campus must first receive formal approval from Marisela and have on file a related and approved Temporary Remote Work Agreement (found here: https://www.hr.ucsb.edu/forms) outlining their on-campus schedule and pre-approved by a staff member’s supervisor prior to sending the document to Marisela. Please note that any minor time/schedule adjustments are not necessary to send to Marisela for approval but should be coordinated with direct supervisors.

July 6, 2021

As was reported in last week’s update, the division has not yet provided confirming guidance with respect to the June 23rd email message containing new guidelines from the campus COVID-19 Response Team. In the mean time, and while the Worksite Specific Safety Plan (WSSP) development has largely been completed, the WSSP workgroup will continue to meet bi-weekly through mid-October for divisional departments to check in about logistics as the “return to campus” effort unfolds. It is clear that despite some improvements in COVID-19 restrictions, the situation remains fluid with many questions remaining unanswered. So we will continue with current processes, and when we receive solid guidance updates we will, of course, provide these to all of you as we receive them.

2. Despite it seeming like summer just started, planning for Fall quarter is underway with a need to get printed material for convocation Welcome Packets in production. Last Thursday July 1st, Chelsea posted a request in the Staff Slack channel to send her all known events planned for the 2021-22 academic year if you want them added to the new AS wall calendars, which will be included in the Welcome Packets. Please reply to Chelsea ASAP should you have any events to include.

3. Also with respect to summer and related vacation planning, if you have been considering taking any time off this summer, please submit your request as soon as you can and post the dates on the time-off calendar once approved.

4. As campus Enterprise and Technology Services (ETS) continues to implement Multi-Factor Authentication (MFA) across a number of campus systems, its next effort is with the campus Virtual Private Network (VPN) service (Pulse Secure). Beginning Monday, August 2nd, you will need to use the MFA process to log in to the campus VPN service. As with the recent UCPath and Gateway moves to MFA, if you are already signed up, you will not need to do anything additional to complete MFA when logging in to the VPN service. If you still need to sign up for MFA, you can do so here: https://www.it.ucsb.edu/mfa. Please also see the original ETS announcement email message sent this morning, July 6th.

5. Campus Design & Construction Services announced in a June 29th email message that bike path repair will take place adjacent to the Old Gym (building 479) between the Bus Loop and the AS Bike Shop from July 6th (today) through July 28th. The related bike path section will be closed for this time period so please see the original message for detour information.

6. In a July 1st email message, the campus Visitor Center and Office of Admissions announced that beginning next Monday, July 12th, the Visitor Center will be open to the public for self-guided visits of the campus. While guided tours remain suspended, new campus staff who have not had a chance to familiarize themselves with the campus due to remote work are invited to join some of the Visitor Center’s new-staff training tours taking place during the weeks of 7/19 and 7/26. Please send an email to mailto:Jayne.Reimel@sa.ucsb.edu if you are interested. More information on the self-guided visits can be found here: https://admissions.sa.ucsb.edu/campus-visits.

7. The Academic and Staff Assistance Program (ASAP) announced a new workshop in an email this morning, July 6th, focused on providing employees with information about Mission Harbor’s psychological services. Mission Harbor serves Santa Barbara County with mental and behavioral health services and the workshop will discuss local options for staff, family members, and students. RSVP here mailto:asap@hr.ucsb.edu to receive a workshop Zoom link.

8. REMINDER: With this being another short holiday work week, this Thursday’s Staff meeting has been cancelled. We will reconvene on the next currently scheduled staff meeting date two weeks later on Thursday, July 22nd at the usual time of 1:00pm until 3:00pm.

9. REMINDER: Career an student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below.

After receiving formal approval from Marisela, please then complete the following prior to coming to campus: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

June 29, 2021

On June 23rd, the UCSB Covid-19 Response Team sent an email message to campus staff and faculty containing numerous updated COVID-19 guidelines for navigating related restrictions during this summer’s transition back to campus. These detailed guidelines are based on regulations and guidance recently updated by Cal/OSHA and the California Department of Public Health. In addition to the original email, you can view the message details at this link: https://t.e2ma.net/webview/zgo54e/b5aa993e94c1cb3ec9c716fc9de1340c. As you review the guidelines, please note that the department will continue under current operational restrictions until further guidance on these updates is provided to us by divisional leadership. We will in turn provide you updates as we receive them from the division. As usual, please reach out to Marisela or Ed if you have related questions.

2 Regarding the Division’s Worksite Specific Safety Plan (WSSP) project, in light of the updates provided by the UCSB Covid-19 Response Team reported above, we are now anticipating some related language changes to the WSSP template. Those updates will be coming from campus Environmental Health & Safety (EH&S) and will likely take about two weeks to complete. We anticipate that soon after this is done, the division will begin sending the updated template out to staff to review and formally acknowledge doing so. We will let you know once we have more information on this. In the meantime, please keep an eye out for a required survey message from the division regarding Fall 2021 planning, which is due to be sent out to all staff in early July as was reported in last week’s update message.

3 On Friday, June 25th, it was reported in the Slack Staff channel that an AS Recycling bike has gone missing. If you are on or around campus, please keep your eyes open for a possible sighting and let Katee know if you hear anything about it. The missing bike has been reported to UCPD, so please call them directly (805-893-3446) to report the location of the bike if you happen to actively spot it. Please see the Slack message for a picture of the bike.

4 Campus Administrative Services sent out its annual message this morning concerning the California Whistleblower Protection Act. In essence, the message is a reminder to staff that the UC system maintains an independent hotline to receive calls or web-based anonymous reporting concerning possible improper governmental activity. The web-based form can be found here: http://universityofcalifornia.edu/hotline. The 24/7 phone hotline is found here: 1-800-403-4744. More information about the whistleblower process can be found here: http://www.ucop.edu/uc-whistleblower/index.html. Please also see the original email message for additional details.

5 Student Affairs (SA) announced in a June 22nd email message that the division’s professional development opportunity, Foundations, is accepting applications through Friday, July 30th. The program this year will again be in a hybrid setting with both online and in-person opportunities to meet. The program is focused on developing new student affairs professionals and is open to SA staff members to apply who have a minimum of one year of UCSB experience and a maximum of five years. Please see the original email message for details. The Foundations application can be found online here: https://forms.gle/yKFBjDqz6PeXoxen6.

6 The UCPath Center is anticipating higher transaction volumes over the couple of weeks due to a combination of current payroll cycles and holidays. As a result, UCPath may exceed the usual 1 to 5 day service targets so please anticipate this if you need to submit a question to or initiate a transaction with the UCPath Center.

7 For all FlexCard holders, if you need to access the FlexCard Allocation Module on Wednesday, June 30th, please note that it will be offline from 5pm that day until 7am the following morning on July 1st in order to process/post all 2021 fiscal year-end transactions.

8 NASPA, Student Success in Higher Education, is a professional organization for the field of student affairs, and is currently holding its 2021 Virtual Conferences on Student Success in Higher Education this week through tomorrow, June 30th. You can visit the website at https://www.naspa.org/events/naspa-conferences-on-student-success-in-higher-education to learn more about the conference, the organization, and related resources. In addition, despite not attending, you can request conference resources here:NASPA Student Success Conference Resources to learn more about how short retention surveys, event polling, and program benchmarking can help maximize and communicate the value of student success programming and support.

9 A reminder that with the 4th of July holiday falling on next Sunday, the related University holiday closure will be next Monday, July 5th.

10 With next week’s holiday and resulting short work week, the July 8th Staff meeting has been cancelled. We will reconvene on the next currently scheduled staff meeting date two weeks later on Thursday, July 22nd at the usual time of 1:00pm until 3:00pm.

11 REMINDER: Career and student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below.
Regarding department approval, all individual staff visiting campus either on a one time basis or a due to a change in their regular attendance plan, must request and be granted prior approval by Marisela. A formal email request needs to be sent to a staff member’s individual supervisor and then to Marisela before taking any next steps. Please do not assume that it is ‘fine’ to simply fill out the daily screener questionnaire without being granted prior department approval. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person. After receiving formal approval from Marisela, please then complete the following prior to coming to campus:
a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/.
b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.
c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

June 23, 2021

As a reminder, we are scheduled for a Staff Meeting this Thursday, June 24th from 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

2. Chancellor Yang announced in a June 18th email message that UC President Michael Drake officially implemented Juneteenth as a new UC holiday, which will be observed this year next Monday, June 28th. You can view President Drake’s announcement on UCnet here: https://ucnet.universityofcalifornia.edu/news/2021/06/a-message-to-the-uc-community-from-president-drake.html; you can also view Chancellor Yang’s message here: https://chancellor.ucsb.edu/memos/2021-06-18-juneteenth-added-uc-holiday-calendar. As you enjoy the additional break from work, please remember the Chancellor’s words regarding this important holiday to “…reflect on our country’s history, the institutional racism inherited by each generation, and the continued fight for justice and equality for all.”

3. The campus COVID-19 Response Team announced in a June 16th email message a process for campus employees to upload their COVID-19 vaccine information. This process is in anticipation of the UC’s mandatory COVID-19 vaccine policy taking effect this fall. In essence, UCSB Student Health Services (SHS) has created a confidential and simple way to upload this information through the SHS Patient Portal. Detailed instructions can be found here: https://studenthealth.sa.ucsb.edu/docs/default-source/covid-19/uploading-covid-vaccines.pdf. The SHS Patient Portal can be found here: https://studenthealthoc.sa.ucsb.edu/login_dualauthentication.aspx. In addition, SHS will continue to host weekly Johnson & Johnson COVID-19 vaccination clinics through the summer for staff, faculty, and students. Clinics will be held every Tuesday and Thursday during regular business hours and appointments can be scheduled through the SHS Patient Portal. Please see the original email message for additional details.

4. As you likely know, Cindy has been transitioning to retirement for quite some time now. Despite our good fortune that she has been willing to make this an extended process, her last day at AS is upon us this Thursday the 24th. Cindy’s contributions to the department and the campus are far too extensive to summarize here, but they have certainly been significant to the department’s growth and success, and her presence in AS Admin will be greatly missed. Thank you Cindy, best wishes for a well deserved retirement, and we hope to see you during future campus visits.

5. We also say goodbye to Ron Perry, a Legal Advisor in the Legal Resource Center (LRC), whose appointment ends next Wednesday, June 30th. Ron has been helping advise students through the LRC since 2016, primarily with a focus on housing issues. We thank Ron for all of his service and expertise to students and the department.

6. While nothing significant has transpired in the last week with respect to the Division’s Worksite Specific Safety Plan (WSSP) project, the WSSP workgroup met this week but detailed specifics from this source are still pending. In addition, yesterday Vice Chancellor Margaret Klawunn provided an email message update regarding return to campus planning. Most of the information in her message is still relatively general regarding Fall work arrangements, but the Vice Chancellor does mention that all division professional staff will be receiving a required survey in early July to collect important information for Fall 2021 planning. Please keep an eye out for this and complete it by the stated deadline. As usual, we will keep you all updated in turn on anything new.

7. The UCSB Chief of Police, Alex Yao, announced in a June 21st email message that abandoned bicycle abatement will begin by the UCSB Community Service Organization (CSO) beginning on Wednesday, July 7th with completion estimated by Wednesday, July 21st. The abatement will be focused on University apartment complexes including Sierra Madre, San Joaquin, and Santa Ynez apartments. All bicycles that are not affixed with a yellow registration tag will be considered abandoned and subject to impound. Please see the original email message for additional details.

8. Transportation & Parking Services announced in a June 17th email message that parking lot 12 will be temporarily closed for asphalt sealcoating and re-striping. The closure will start Friday the 25th at 5:30pm and should re-open by 7:00am on Monday the 28th.

9. UCPath will be undertaking a system-wide upgrade project that is expected to be completed by December, 2021. While impact is expected to be low, frequent communications will be provided including information and resources around training for any related process changes. A detailed overview of the project can be found here: https://drive.google.com/file/d/1Z6Lbk9-oXrrMQdFSVx13hWhYN2kxkA7U/view.

10. Campus Human Resources announced in a June 18th email message that UC President Michael Drake has approved a Pay for Family Care and Bonding (PFCB) program, and it will be available as of July 1st, 2021. Also, effective July 1st, the UC’s new Adoption Assistance Plan will reimburse faculty and staff who are expanding their families through adoption for some of their related expenses. With regard to the PFCB program, it gives employees the option to replace some of the income they would otherwise lose during an approved leave period under the UC’s Family and Medical Leave (FML). More information on PFCB is available here: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/other-benefits/pay-for-family-care-bonding.html. More information on the Adoption Assistance Program is available here: https://ucnet.universityofcalifornia.edu/compensation-and-benefits/other-benefits/adoption-assistance.html.

11. The Vice Chancellor for Student Affairs, Margaret Klawunn, announced in a June 18th email message the formation of the Student Affairs Student Success Initiative Workgroup. The most immediate goal of the workgroup is to facilitate a smooth transition for students back to campus this fall. The workgroup will be reaching out to departments for information, participation, and possible sub-committee representation in the near future. Pease see the original message for further details.

12. REMINDER: Career and student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below. Regarding department approval, all individual staff visiting campus either on a one time basis or a due to a change in their regular attendance plan, must request and be granted prior approval by Marisela. A formal email request needs to be sent to a staff member’s individual supervisor and then to Marisela before taking any next steps. Please do not assume that it is ‘fine’ to simply fill out the daily screener questionnaire without being granted prior department approval. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person. After receiving formal approval from Marisela, please then complete the following prior to coming to campus: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

June 15, 2021

1. Chancellor Yang provided an update message on June 11th primarily focused on the University’s return to campus plans. While numerous details are still being worked out, the following summarizes the most relevant topics to the department:

As of today, June 15th, and in conjunction with the end of California restriction tiers, the campus will no linger be imposing constraints on building occupancy in offices and laboratories, provided six feet of distancing can be maintained between work spaces.
As of today, June 15th, fully vaccinated students who come to campus will no longer be required to test for COVID-19.
Currently, and until pending further notice from OSHA, the campus will continue to require daily symptom surveys, distancing of six feet, and masking for all building occupants.
While departments should create and maintain a list of authorized building users to provide to building committees, there is no longer a need to log daily visitors, control building access or maintain a schedule of occupants.
Masks will not be required outdoors unless persons are less than six feet apart.
All on-campus university buildings have been evaluated and cleared by Facilities Management and outside experts.
Campus staff should expect to continue current work arrangements through at least June 30th, then during the two-month period from July 1st to September 1st, per recommendations in progress from the Return to Campus Working Group, employees will gradually be cleared to transition to normal in-person, on-site work. The department will ultimately determine specific area needs/plans during this time including related flexible work arrangements.
UC Vaccination Policy for faculty, staff, and students will be finalized and issued by July 15th, with an effective date target for policy compliance by Monday, September 6th, 2021. UCOP will share additional information and FAQ’s by mid-July concerning general implementation guidance.
The campus plans to open student housing to full capacity for the Fall quarter.

Although the above is great news, it is important to remain flexible in the event that public health guidelines necessitate changes. Additional updates will be coming throughout the Summer. Please see the Chancellor’s original message for additional details at this link: https://chancellor.ucsb.edu/memos/2021-06-11-june-campus-planning-update.

2. Per a reminder posted on June 14th by JudyAnn on the Slack General channel, it is time again to update the AS webpage regarding what is and isn’t available this summer quarter for your area services and any groups you advise. Please fill out the updates form on the related updates page found at this link: https://www.as.ucsb.edu/covid-19-status-updates/.

3. The UCPath Center recently provided guidance in a June 11th email message on which online browsers are best for the use of UCPath. Recommended browsers include:

Google Chrome (Version 91)
Firefox (Version 89)
Microsoft Edge (Version 91)
Safari (Version 14)

Please note that Internet Explorer 11 is no longer a supported browser for UCPath. Please visit UCPath here: http://ucpath.universityofcalifornia.edu/ and click on “Ask UCPath” should you have any questions about this information or for any other services.

4. The recording of the Divisional meeting from June 3rd is now available in case you were unable to join it live. The links provided include the following:

Complete Meeting: https://youtu.be/mZyIZn1Bxk4
Retirees acknowledgement portion only: https://youtu.be/aaR6Cgfagl4
Getman and Villa Awards portion only: https://youtu.be/-n6SG2CFP40

In addition, a recording of the University Awards highlighting some outstanding student recipients can be viewed here: https://youtu.be/iCxNbWTuNA8.

5. The Academic and Staff Assistance Program (ASAP) announced in a June 14th email message a new presentation, Transitioning to a Post-Pandemic World. The presentation is designed to address re-entry anxiety to the old normal of the campus workplace and/or shifting into new workspace realities and core values. The presentation is scheduled for next Wednesday, June 23rd at 12:00pm to 12:50pm. RSVP on Shoreline at https://cglink.me/2dD/r1116358 to access the Zoom registration link.

6. While the Division’s Worksite Specific Safety Plan (WSSP) project continues, in light of the Chancellor’ recent update message (above), the Division confirmed that this week’s WSSP workgroup meeting has been cancelled. While the simplified WSSP plans for all departments are still required, unofficially, the Division is stating that it looks like we will be able to complete our respective planning for return to campus in a much less restrictive and complicated environment. Miles Ashlock, the Division’s Chief of Staff, will be providing more detailed information concerning next steps later this week. As usual, we will provide you all with an update as well after we have received his information.

7. REMINDER: The approval workflow for Gateway orders has been modified in order to better ensure UC policy on separation of duties. As a result, a couple of AS staff members assigned internal Gateway approval steps are no longer able to submit Gateway requisitions, so related shopping carts will need to be assigned to an alternative manager. Previous assignments to Anjum or Ed will require this alternate Requester/Approver routing.

8. REMINDER: A number of campus applications now require Multi-Factor Authentications (MFA) to log in beginning TODAY including the campus procurement portal, Gateway. If you are already set up for MFA for UCPath, you should be able to log in. Should you be new to MFA, please visit the MFA webpage here:https://www.it.ucsb.edu/mfa to get started.

9. REMINDER: UCSB Transportation and Parking Services launches the new UCSB ePermits parking permit system on July 1st. Since your vehicle’s license plate will act as your parking permit under this new system, you should confirm that your vehicle is registered to your parking account. More related information on the ePermit system is available here: https://www.tps.ucsb.edu/news/ucsb-epermits-launching-july-1-2021.

10. REMINDER: Career and student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below. Regarding department approval, all individual staff visiting campus either on a one time basis or a due to a change in their regular attendance plan, must request and be granted prior approval by Marisela. A formal email request needs to be sent to a staff member’s individual supervisor and then to Marisela before taking any next steps. Please do not assume that it is ‘fine’ to simply fill out the daily screener questionnaire without being granted prior department approval. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person. After receiving formal approval from Marisela, please then complete the following prior to coming to campus: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

June 8, 2021

As a reminder, we are scheduled for a Staff Meeting this Thursday, June 10th from 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

2. As we quickly approach a new fiscal year (2020-2021), AS staff will be able to ensure their Authorized Signer status for AS Requisitions as Anjum will be holding a related workshop as an agenda item during this Thursday’s Staff Meeting. If you are unable to attend this week’s meeting, please reach out to Anjum for possible future workshop opportunities.

3. Congratulations to all of the award recipients at this year’s AS Awards Ceremony. If you missed the premier of the celebration video last Friday, you can watch a replay at this link: https://www.youtube.com/watch?v=aZdZ1UQytto. Also, thank you to all of our awards committee members and contributors for a job well done, and a special thank you to the committee’s ‘creative geniuses’ for the creation of a fantastic awards celebration video!

4. The Police Advisory Board distributed an email message late this morning announcing a Town Hall Meeting tomorrow, June 9th from 4:00pm to 5:00pm. The UCSB Chief of Police, Alex Yao will be in attendance for a discussion with the Police Advisory Board and the UCSB community. Comments and questions can be submitted in advance at this link: https://forms.gle/Gsczxbj1kQDwc5Zu9. The registration link to the virtual meeting is here: http://tinyurl.com/ad5dm9ce.

5. In a June 3rd email message, campus Administrative Services provided a draft of an updated Presidential Campus Safety Plan for review and comment. This plan lays a foundation for transforming UC’s culture, policies and practices to achieve a vision of safety in which all members of the community feel equally welcomed, respected and protected from harm. Please provide any feedback, questions or comments by June 30th via an email to Deborah Hudgens, Human Resources Department, at debbie.hudgens@hr.ucsb.edu. Please see the original message for details and the policy draft attachment. You can also view the UCOP message with the draft policy link here: https://www.ucop.edu/campus-safety-plan/.

6. Campus Transportation and Parking Services (TPS) provided an email update on June 3rd regarding campus traffic and parking impacts this week, and primarily through this Thursday, June 10th, due to visitor traffic generated by the current UCSB Grad Walk / Commencement 2021 on-campus activities. Traffic and parking in certain areas will be heavily impacted during this period. TPS and UCPD will be on site to direct traffic. Please see the original email message for additional details or go to the Commencement website for primary commencement parking areas information here: https://www.ucsb.edu/commencement/grad-walk/directions-parking.

7. UCSB Transportation and Parking Services will be launching the UCSB ePermits parking permit system on July 1st, 2021. Beginning on this date, you will no longer be required to display a physical parking decal on your vehicle as your license plate will associate your vehicle with your individual parking account. Your vehicle must be registered to your parking account for your permit to be valid. Follow the steps in this link: https://www.tps.ucsb.edu/news/associating-vehicle-your-parking-account to associate your vehicle. More information on the ePermit system is available here: https://www.tps.ucsb.edu/news/ucsb-epermits-launching-july-1-2021. As with parking permit stickers, annual ePermits expire at the end of every fiscal year on June 30th.

8. The Division’s Worksite Specific Safety Plan (WSSP) project continues with weekly divisional meetings/updates taking place as related information/changes are provided to the workgroup departments. While AS has largely completed its WSSP draft, we just learned this morning that this week’s workgroup meeting has been cancelled, partially due to new information coming from CalOSHA. How this information will impact the WSSP is unknown at this time, but we will update you all once we have anything relevant. As a reminder, as far as we know at this time, the campus is planning for 100% on-campus course attendance for Fall quarter. All areas within AS will therefore be working on plans this summer to provide services for this level of on-campus student attendance.

9. REMINDER: The approval workflow for Gateway orders has been modified in order to better ensure UC policy on separation of duties. As a result, a couple of AS staff members assigned internal Gateway approval steps are no longer able to submit Gateway requisitions, so related shopping carts will need to be assigned to an alternative manager. Previous assignments to Anjum or Ed will require this alternate Requester/Approver routing.

10. REMINDER: A number of campus applications will require Multi-Factor Authentications (MFA) to log in beginning next Tuesday, June 15th, including the campus procurement portal, Gateway. If you are already set up for MFA for UCPath, you should not need to do anything additional for setup. Should you be new to MFA, please visit the MFA webpage here:https://www.it.ucsb.edu/mfa to get started.

11. REMINDER: Any online professional development opportunities that require time to take during regular work schedule hours must first receive prior approval from an individual’s direct supervisor. This serves to inform supervisors of potential schedule/work conflicts and staff availability. This applies to all staff members participating in professional development.

Regarding department approval, all individual staff visiting campus either on a one time basis or a due to a change in their regular attendance plan, must request and be granted prior approval by Marisela. A formal email request needs to be sent to a staff member’s individual supervisor and then to Marisela before taking any next steps. Please do not assume that it is ‘fine’ to simply fill out the daily screener questionnaire without being granted prior department approval. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person. After receiving formal approval from Marisela, please then complete the following prior to coming to campus: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

June 1, 2021

Student Affairs is holding a Divisional webinar meeting this Thursday, June 3rd from 9:30 – 11:00am. The webinar will include the annual Margaret T. Getman and William J. Villa Service to Students awards ceremony. These annual awards recognize university staff, faculty, and departments that have demonstrated an extraordinary commitment to the general growth and development of students and student life. All career staff should plan on attending. You should have received a Zoom invite but the meeting can also be accessed here: https://ucsb.zoom.us/j/89785536312?pwd=YTBJK3F6Y054Sm1ybEQzQUFYeGhSZz09.

2. The UCSB COVID-19 Response Team announced in a May 27th email message that an updated set of protocols and guidelines have been developed for holding small outdoor gatherings of UCSB-affiliated groups on and off campus. The related documentation can be found here: https://www.ucsb.edu/COVID-19-information/small-group-outdoor-gatherings-guidelines. Please also see the original message for additional details.

3. UCSB Procurement is in the process of implementing a number of updates to the Gateway procurement system. Most applicable to all department staff is that Gateway Shoppers (anyone with a valid NetID) will be able to add account strings, attachments, and revised ship-to addresses before assigning a cart to a Requester. Previously, these information fields could only be populated by requisition Requesters. These changes will go into effect this Friday, June 4th. Please contact Ed if you have questions.

4. Campus Human Resources provided an update email message on May 26th regarding the previously announced Salary Program for non-represented (policy covered) staff. The update contains a number of guidelines that are intended to assist with the implementation of the program including effective dates and eligibility information. Please see the original message for details. Related web resources and FAQs can be found on the HR website here: https://www.hr.ucsb.edu/hr-units/compensation/merit-program.

5. As has been, and continues to be discussed, the weekly Divisional Worksite Specific Safety Plan (WSSP) meeting provided a few additional updates to the fluid return to campus planning. Last week’s meeting confirmed that student course attendance for Fall quarter is being planned for 100%. As a result, the Division is now recommending that the WSSP plans initially be completed and submitted to the Division in their simplest form to meet basic safety regulations. This means that the template provided to the department will be populated primarily with basic staffing and location information, while more detailed location-specific operations planning for the department will take place over the summer as more firm information from the campus is distributed. We will provide further updates as they become available.

6. Austin Foreman provided a new Strategic Vision Plan update email message on May 29th containing the final draft of the plan that has been ratified by both the incoming and outgoing AS Senates.. The plan is set to be in effect until the end of academic year 2024. Please see the original message for additional details and the plan attachment.

7. The University has developed an information guide regarding online harassment and ‘doxing’ (broadcasting private information about activist individuals/organizations in order to harass), and how to protect oneself from this and ensure an inclusive campus climate. Please take a few moments to review the resource document at this link: https://studentlife.sa.ucsb.edu/docs/default-source/campusclimateinclusion/ucsb-doxing-guide.pdf?sfvrsn=79483782_2.

8. The campus Office of Diversity, Equity, and Inclusion announced in a May 27th email message a presentation titled Thriving Through Reform, Together. The virtual event will include a presentation on the office’s current initiatives and programs, future plans for advancing equity and justice on campus, and a Q&A session (you can pre-submit a question here: VCDEIOffice@diversity.ucsb.edu). The event will be held this Thursday, June 3rd from 1:30 – 2:30pm. Registration is required here: https://ucsb.zoom.us/webinar/register/WN_jPSTt6syRFCozseIxdzdvA.

9. The Chancellor’s Staff Advisory Council (CSAC) announced in a May 27th email message the 2020-21 Staff Awards and Service Milestone Recipients. CSAC will host a virtual celebration for 2019-20 and 2020-21 staff award recipients. Awardees should soon see a related email. Associated Students staff recognitions this year include the following:

2020-2021 PWA Unsung Hero/INE Award Recipient
Marisela Marquez

20 Years Service Award
Theodore Coe
Marisela Marquez
Kathleen Versola

Please see the original message for an attachment listing other recipients from across the campus. Congratulations to all!

10. POSTPONED: Per a May 28th email message, the film screening of “Not One More” which documents the May 23, 2014 Isla Vista Tragedy has been postponed. AS is working to reschedule the event in the near future and will provide an update message and link at a later time.

11. REMINDER: The 2020-2021 AS Awards video will premier this Friday, June 4th to announce the department’s award recipients. A direct link will be provided to the YouTube video and you can also find the video at http://www.youtube.com/associatedstudents. Viewers will be able to live chat as the announcement video premiers.

12. REMINDER: The current fiscal year ends this June 30th. To facilitate the year-end closing process, ALL AS requisitions must be turned in to AS Admin NO LATER THAN THIS FRIDAY JUNE 4th, 2021. Please contact Cindy or Anjum if you have any questions.

13. REMINDER: Campus Enterprise Technology Service (ETS) announced that a number of campus applications will require Multi-Factor Authentications (MFA) to log in beginning Tuesday, June 15th, including the campus procurement portal, Gateway. If you are already set up for MFA for UCPath, you should not need to do anything additional for setup. Should you be new to MFA, please visit the MFA webpage here:https://www.it.ucsb.edu/mfa to get started.

14. REMINDER: Any online professional development opportunities that require time to take during regular work schedule hours must first receive prior approval from an individual’s direct supervisor. This serves to inform supervisors of potential schedule/work conflicts and staff availability. This applies to all staff members participating in professional development.

15. REMINDER: Career and student staff coming to campus for onsite work must first complete a department approval process and then, assuming department approval has been granted, a campus process as outlined below. Regarding department approval, all individual staff visiting campus either on a one time basis or a due to a change in their regular attendance plan, must request and be granted prior approval by Marisela. A formal email request needs to be sent to a staff member’s individual supervisor and then to Marisela before taking any next steps. Please do not assume that it is ‘fine’ to simply fill out the daily screener questionnaire without being granted prior department approval. Please also keep in mind the approval request may take some time to process. Planning for approval lead-time will become even more important as back to campus plans firm up and requests increase. Please be sure to include in a request the reason for the visit, time of day/evening, length of stay, and if any other people will be there in person. After receiving formal approval from Marisela, please then complete the following prior to coming to campus: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

May 25, 2021

Given that we are in a very busy week 9 while trying to wrap up numerous Spring quarter projects, this week’s Staff Meeting has been cancelled. We will re-convene in two weeks as scheduled on Thursday, June 10th at the usual 1:00pm start time.

2. As the last weekend of May approaches, next Monday, May 31st is Memorial Day and also a UC Holiday. Please make sure to take advantage of the extra down-time for relaxation and self care.

3. While the 7th anniversary of the May 23rd, 2014 tragedies has recently passed, an additional remembrance film screening of “Not One More” is scheduled for this Sunday, May 30th at 4:00pm. Please see the announcement email message from May 21st for details. You can also visit the AS Memorial webpage at https://www.as.ucsb.edu/2014-memorial/.

4. UCSB Human Resources announced in a May 21st email message that the UC Office of the President approved an extension to the temporary increase to the vacation accrual maximum for policy-covered (non-represented) staff. Effective June 1, 2020 through September 30, 2021 (previously June 30, 2021), policy-covered staff may receive up to an additional 15 months (instead of up to an additional 4 months) within which to take vacation leave in order to bring an employee’s vacation accrual below the maximum. Employee’s will continue to accrue vacation leave during this timeframe. Please see the original message for details.

5. The Associated Students Awards Committee will premier an awards video on Friday, June 4th to announce the department’s award recipients. A direct link to the YouTube video will be provided during week 10 prior to the premier, and you may also find the video at http://www.youtube.com/associatedstudents. Viewers will be able to live chat as the announcement video premiers.

6. The UCSB Trans Task Force announced in a May 24th email message that non-student members of the campus community, including faculty, staff, and other affiliates, are now able to indicate their pronouns in UCSB Identity and Access Management (IAM). For faculty and staff wanting to update their pronouns, please visit the IAM Edit Profile page here: https://www.im.ucsb.edu/iam/myprofile. Please also see the original email message for details.

7. As you likely know, the campus will be holding a limited Grad Walk as part of this year’s commencement celebration beginning on June 7th through the 10th. In a May 21st email reminder, the campus Office of Event Management and Protocol is asking for assistance implementing the event. If you are interested, please see the original message for a related Staff Participation Form and submit it per instructions by tomorrow, May 26th.

8. The Academic and Staff Assistance Program (ASAP) announced in a May 24th email message a presentation titled The Psychological Impact of Race-Based Stress Among Communities of Color. This event will discuss the impact of discrimination on the mental and physical health of communities of color. Please see the original message for additional details. You can register on Shoreline here: https://cglink.me/2dD/r1106405 to receive the event’s Zoom link.

9. REMINDER: The Campus Climate Survey deadline is rapidly approaching with a due date of next Monday, May 31st. Please take the time to complete the survey as it is a critical step for the campus to address areas requiring attention for making progress toward social justice and equity at UCSB. You should have received an individual email invitation and survey link.

10. REMINDER: The current fiscal year ends this June 30th. To facilitate the year-end closing process, ALL AS requisitions must be turned in to AS Admin NO LATER THAN JUNE 4th, 2021. Please contact Cindy or Anjum if you have any questions.

11. REMINDER: There is one week left to determine your plexiglass orders for onsite work spaces. Please review the related Amazon product link (here: https://www.amazon.com/SignHero-Professional-Plexiglass-USA-Made-Reception/dp/B08GHB2YS7), and send your order requests to Kat NO LATER THAN JUNE 1st (next Tuesday).

12. REMINDER: Campus Enterprise Technology Service (ETS) announced that a number of campus applications will require Multi-Factor Authentications (MFA) to log in beginning Tuesday, June 15th, including the campus procurement portal, Gateway. If you are already set up for MFA for UCPath, you should not need to do anything additional for setup. Should you be new to MFA, please visit the MFA webpage here:https://www.it.ucsb.edu/mfa to get started.

13. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

May 18, 2021

The campus announced in a May 17th email message that it will be holding Johnson & Johnson COVID-19 Vaccination Clinics on Thursdays from 10:00am to 3:30pm on May 20th and 27th, and June 3rd and 10th. The clinics will take place inside the Student Health Services (SHS) building and will be open to all UCSB faculty, staff and students age 18 and older. You can sign up for an appointment via the SHS Patient Portal here: https://t.e2ma.net/click/raqc0e/vlhcsn/rm369w with your NetID and password. Please see the original message for additional details.

2. Campus Enterprise Technology Service (ETS) announced in a May 17th email message that a number of additional campus applications will begin requiring Multi-Factor Authentications (MFA) to log in beginning Tuesday, June 15th. Some of the key applications for the department include Gateway, FlexCard Management, and Online GL. If you are already set up with MFA for UCPath, you should not need to do anything additional as that setup will allow your MFA access to these other applications in the same manner. Please see the original message for instructions and links should you be new to MFA and for the complete list of affected applications.

3. Chancellor Yang announced in a May 14th email message that the UC will be implementing systemwide salary increases for eligible non-represented staff for the 2021-22 fiscal year. The increases will be effective for eligible staff July 1, 2021. Please see the original message for details and which can also be found at this link: https://chancellor.ucsb.edu/memos/2021-05-14-university-salary-increases-2021-22. In addition, more information will likely be forthcoming within the next couple of months from the department.

4. As was discussed during last week’s Staff Meeting, the Division has requested that each department create a Worksite Specific Safety Plans (WSSP) in anticipation of a return to campus this summer or fall. To help facilitate this, AS will be concurrently convening its own internal WSSP workgroup to ensure the needs of the department are addressed. Two volunteer staff members from each unit are being asked to join the workgroup. Interested staff members are asked to share their interest with their unit director by this Friday at 5:00pm.

5. Austin Foreman announced in a May 12th email message that the new AS Vision strategic plan is almost complete. Attached to the message are two plan drafts. A finalized version will be presented to the AS Senate by today, Tuesday May 18th. While a related comment period is now closed, please review the documents to update your awareness of the plan and its goals.

6. Campus Student Information Systems & Technology announced in a May 12th email message a webinar focused on how to make the technology world more accessible and inclusive for people who may have disabilities, whether temporary or permanent. The webinar is scheduled for Thursday, May 20th (in conjunction with Global Accessibility Awareness Day) from 10:00am to 11:30am. You can register here: https://ucop.zoom.us/webinar/register/WN_KJcj2WCLQj2N–n8SzKn_A. Please see the original message for details.

7. UCSB Arts & Lectures is presenting a free virtual event, Creating Hope with His Holiness the XIV Dalai Lama, scheduled for tonight, May 18th at 8:30pm. No registration is needed and the event can be watched live streamed here: https://www.youtube.com/watch?v=LJs8yhpXI8U. Please see the email message from May 14th for additional details.

8. The Asian Resource Center and the Educational Opportunity Program are hosting a community care workshop to explore the community’s relationship to safety, especially in light of the national conversations happening around Asian American identity and the rise in anti-Asian hate crimes. The workshop is being held this evening, May 18th from 5:00pm to 6:30pm. The workshop link is here: https://ucsb.zoom.us/j/5535904327. Please see the original email message from May 14th for additional details.

9. The Academic and Staff Assistance Program (ASAP) announced in a May 17th email message a six-week confidential therapy group for the Latinx staff and faculty community to process, heal, connect, and find strength as a collective. The group will meet weekly between June 3rd to July 8th. This is a closed group so space is limited. You can RSVP here: mailto:asap@hr.ucsb.edu. Please see the original message for details.

10. Vice Chancellor Margaret Klawunn provided a reminder email message on May 13th encouraging all staff to complete the Campus Climate Survey. While the survey is lengthy, the Vice Chancellor is reinforcing the importance for carving out time to complete it as it is a critical step for the campus to address areas requiring attention for making progress toward social justice and equity at UCSB. You should have received, or will shortly, an individual invitation and survey link. Please complete the survey by May, 31st.

11. REMINDER: The current fiscal year ends this June 30th. To facilitate the year-end closing process, ALL AS requisitions must be turned in to AS Admin NO LATER THAN JUNE 4th, 2021. Please contact Cindy or Anjum if you have any questions.

12. REMINDER: Kat provided an updated email message on May 5th regarding plexiglass orders for onsite work spaces. Please determine your area needs including reviewing the related Amazon product link (here: https://www.amazon.com/SignHero-Professional-Plexiglass-USA-Made-Reception/dp/B08GHB2YS7), and send your order requests to Kat NO LATER THAN JUNE 1st.

13. REMINDER: The month-long staff celebration titled Staff MAYnia continues in place of the usual non-pandemic in-person Staff Celebration week. Please see the related Shoreline link here: https://shoreline.ucsb.edu/events_list for more information.

14. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

May 12, 2021

AS Administration office hours have been changed effective immediately to Mondays and Thursdays from 11:00am to 12:00pm (previously 12:00pm to 1:00pm). This is a standing schedule where you may pose questions to AS Admin staff over Zoom at this link: https://ucsb.zoom.us/j/85799003945?pwd=alh3MkFhZ0plRWxyajdMOUtyZUNOdz09.

2. As a reminder, we are scheduled for a staff meeting this Thursday, May 13th from 1:00pm to 3:00pm via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09. The meeting will include a special ergonomics presentation.

3. Campus Design and Construction Services announced in a May 5th email message that the northern half of parking lot 3 (across from AS Admin/Main) is closed off as of May 7th for construction work on the Classroom Building project. This half will remain closed until mid-September, 2021. Parking will remain available in the southern half of the lot. In addition, per a related May 10th message, it was announced that a concrete pour will take place at the site beginning early morning this Saturday, May 15th through the end of the day. Please note the increased truck traffic impacting the area and plan accordingly should you need to access the area on that date.

4. Campus Human Resources announced in a May 7th email message the 2021 Staff Engagement Survey. This survey is intended for the UC to learn about non-represented (policy-covered) staff impressions about working at the university. You can find a related story on UCnet here: https://ucnet.universityofcalifornia.edu/news/2021/05/ucs-systemwide-staff-engagement-survey.html. This week, a representative sample of staff members will receive an email from Willis Towers Watson, the firm conducting the survey, with an invitation to take the survey. Please complete the survey if you receive an invitation. Please also see the original message for more information.

5. Another survey, the Campus Climate Survey, was announced in a May 10th email message from the Vice Chancellor for Diversity, Equity, and Inclusion, Belinda Robnett. The results from this survey will be used to inform a forthcoming campus Diversity, Equity, and Inclusion strategic action plan, and your participation is essential to the results of this survey. You should have received a separate email from gauchosurveys@bap.ucsb.edu which contains your personalized survey link. Please complete the survey by May, 31st. Please also see the original message for more information.

6. Survey season continues with UC Travel sending an email message on May 5th announcing the launch of a second round of their systemwide survey to explore travel concerns of the UC community. The UC’s relationships with travel services such as hotel, airlines, etc. will be enhanced by any data you are able to provide. Please see the original message for more information and the survey link.

7. Chancellor Yang provided an update message on May 7th regarding June Commencement plans. The primary announcement is that graduates have been invited to bring two guests each to accompany them for a Grad Walk during the week of June 7th, allowing guests to watch in-person while their student takes part in the graduation processional and name announcements. The message also includes details outlining COVID-19 safety protocols that will be followed during the event. Please see the original message for further details which can also be found here: https://chancellor.ucsb.edu/memos/2021-05-07-commencement-update-guests-grad-walk.

8. The Office of International Students & Scholars (OISS) announced in a May 10th email message a Q&A event via Zoom with the UCSB Police Department next Tuesday, May 18th at 5:00pm. International students and scholars are invited to anonymously submit questions or concerns in advance for UCSB PD to address. Please see the original message for the submittal form and event Zoom information.

9. UCSB Professional and Continuing Education announced in a May 5th email message that Summer enrollments are now open, including a reminder that UCSB staff receive a 25% discount off of course fees. Please see the original message for more information including related links.

11. REMINDER: Kat provided an updated email message on May 5th regarding plexiglass orders for onsite work spaces. Please determine your area needs including reviewing the related Amazon product link (here: https://www.amazon.com/SignHero-Professional-Plexiglass-USA-Made-Reception/dp/B08GHB2YS7), and send your order requests to Kat NO LATER THAN JUNE 1st.

12. REMINDER: The month-long staff celebration titled Staff MAYnia continues in place of the usual non-pandemic in-person Staff Celebration week. Please see the related Shoreline link here: https://shoreline.ucsb.edu/events_list for more information.

May 4, 2021

Chancellor Yang provided an email message update on April 29th regarding the campus 2021 budget status. Essentially, the Chancellor confirmed that the campus has been able to address the budget shortfall for the 2020-21 fiscal year (10% / $21 million reduction) and will not be asking units and departments to implement one-time reductions this year. Revenue stream shortfalls, however, still remain with specific strategies are still under development. You can read the full details here: Budget Update or see the original message.

2. Vice Chancellor Margaret Klawunn provided a follow-up email message on April 30th to the Chancellor’s previous budget update. Despite the Chancellor’s good news, the Vice Chancellor is reminding the Division that current budget measures must continue, such as reducing spending and conducting reviews/approvals for open positions prior to hiring. In addition, departments will receive detailed one-time budget reduction targets by May 14th, and there is an expectation that the Division will need to make some budget reductions for the fiscal year 2022. Please see the original email message for additional details.

3. Department budget funds rollover requests for the July 2021-June 2022 fiscal year must be submitted by this Friday, May 7th. Please see the April 27th email message from Cindy for details, including a link to the rollover request form (also found here: https://asfb.as.ucsb.edu/rollover-requests/).

4. The current 2020-2021 fiscal year ends this June 30th. To facilitate the fiscal year end closing process, it is vital that all AS Requisitions for expenditures during this current fiscal year be turned in to AS Admin NO LATER THAN JUNE 4th, 2021. Please contact Cindy or Anjum if you have any questions or issues.

5. The Chancellor’s Staff Advisory Council announced in a May 3rd email message a month-long staff celebration titled Staff MAYnia. This is being presented in place of the otherwise usual in person Staff Celebration Week. The celebration includes a number of virtual events this month with more information available on Shoreline at this link: https://shoreline.ucsb.edu/events_list. Chancellor Yang has also recorded a video message that can be found at this link: https://csac.ucsb.edu/events/staffmaynia.

6. The UCSB Department of Communications is presenting a series of 5 free Zoom webinars on communicating about COVID-19. The webinars are scheduled from 11:00am to 6:15pm this Thursday, May 6th. Please see the original message for details or click on this link: https://www.comm.ucsb.edu/news/annual/arthur-n-rupe#2021. Please register on Shoreline at this link: http://cglink.me/2dD/r1067279.

7. The Office of Diversity, Equity, and Inclusion announced in an April 30th email message the training opportunity, Moving Beyond Bias (MBB). This training opportunity is available for faculty, administrators, and staff at all career levels. For more information, please visit the MBB website here: https://movingbeyondbias.org/. Senior Administrator/Staff trainings are scheduled for Tuesday, June 1st from 9:00am – 5:00pm, and Wednesday, June 2nd from 9:00am – 5:00pm. Please see the original email message for registration links.

8. Student Engagement and Leadership (SEAL) announced in an email this morning that the four 2021-2022 Memorial Scholarship Applications deadline has been extended to next Monday, May 10th. Please see today’s email for details and links to each of the award applications.

9. The University announced back in a February 11th email message proposed revisions to the University-wide police policies and administrative procedures commonly known as the “Gold Book”. These policies and procedures constitute a directive to the members of the UCPD and provide direction and guidance as well as the coordination framework for the protection of the UC community and its resources. The current full policy can be found here: https://policy.ucop.edu/doc/4000382/PoliceProceduresManual. Please see the original email message for attachments containing the proposed changes. While the official comments deadline was yesterday, May 3rd, you may still submit any comments for forwarding to Marisela and Ed as soon as possible but no later than this Friday, May 7th.

10. REMINDER: The campus announced in an April 27th email message a 30-day comment period relating to proposed revisions to the Interim Presidential Policy on COVID-19 Vaccination Program. An additional related message was sent on April 22nd. The primary proposed change is a requirement that students, faculty, academic appointees, and staff living, learning, or working on University Premises, or participating in person in University programs, to receive a COVID-19 vaccine. Please see the original messages for policy details which can also be found at this link: Proposed Policy. Please submit any related questions and comments to Marisela and Ed by Friday, May 21st.

11. REMINDER: Per Kat’s April 22nd email message, please reply back to her should you have any plexiglass COVID-19 safety needs for your respective area(s). Please first review the available options contained in the link: Plexiglass.

12. REMINDER: The new ePerformance staff evaluation process is underway. Current information, resources, and due-date timelines are located at this HR/UCPath website link: https://www.ucpath.ucsb.edu/ePerformance. Please Note: ePerformance is for non-represented (policy covered) employees ONLY. ePerformance does not apply to represented staff as these employees remain on a different performance/evaluation plan schedule (July 1 to June 30) and continue to use the old related evaluation form. 1

3. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

April 28, 2021

AS Spring Elections have come to a successful conclusion with all reaffirmations passing. Congratulations to the entire elections team for their hard work. You can view the results on the AS Website at this link: 2021 Spring Elections Results. This week’s update follows and as usual, thank you all for your continued hard work:

1. The campus announced in an April 27th email message a 30-day comment period relating to proposed revisions to the Interim Presidential Policy on COVID-19 Vaccination Program. The primary proposed change is a requirement that students, faculty, academic appointees, and staff living, learning, or working on University premises, or participating in person in University programs, to receive a COVID-19 vaccine. Please see the message for further details including related attachments, additional proposed policy changes, and how to provide feedback.

2. The campus issued an Emergency Notice on April 22nd regarding a cluster of positive COVID-19 cases in a university-recognized sorority house in Isla Vista. Additional details are available in a related email message, and serves as a reminder that despite the recent movement of the County to a less restrictive COVID-19 Tier (Orange), diligence is still required with following COVID-19 safety protocols.

3. In preparation for at least a partial return to campus this summer and/or fall, Kat sent an email message on April 22nd asking staff to provide any plexiglass needs you foresee in your respective areas. Please review the options contained in the link Kat provided (here: Plexiglass) and message her back with related order requests or questions.

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

5. Campus IT continues with its webinar series “Protecting Your Digital Self” with a discussion focused on Diversity, Equity, and Inclusion in the Digital Age. The Zoom webinar is scheduled for this Friday, April 30th at 12:00pm. Please see the email message from April 26th for details. Registration is available here: https://ucsb.zoom.us/webinar/register/8116147182253/WN_xfmeFBAnSxG8HKMvRH6r3Q.

6. UCSB’s Healthy Beverage Initiative Group announced in an April 21st email message an open conversation about ways to improve UCSB’s beverage environment. The Zoom discussion will be held on May 6th from 4:00pm to 5:00pm at this link: http://tinyurl.com/UCSBHBIRGS21. Please see the original message for details.

7. The Academic and Staff Assistance Program (ASAP) will hold a wellness workshop on Wednesday, May 5th from 12:00pm to 12:45pm to discuss the impact of sleep deprivation and provide practical tools to address insomnia. You can register for the Zoom discussion on Shoreline here: http://cglink.me/2dD/r1080298.

8. Student Engagement and Leadership (formerly OSL) announced in an April 21st email message that applications are now open for four memorial scholarships awarded annually in the name of members of the UCSB student body whose live were cut short under tragic circumstances. Applications are due Monday, May 3rd by 11:45pm. Please see the original email message for details and related application links.

9. CORRECTION: The link provided in last week’s Update to access the department’s COVID-19 Leave Request form is no longer located on the AS website home page. For career staff, it is now located on the staff’s website’s useful forms page here: https://staff.as.ucsb.edu/useful-forms/, and for student staff, it is located on the student staff site (at the bottom) at this link: https://studentstaff.as.ucsb.edu/resources/.

10. REMINDER: The Associated Students 2021 Awards nominations are now under way. The nomination form can be found here: https://forms.gle/PK1WsQRfvYUZxvmr6. Awards descriptions/details and nomination tips can be found here: AS Awards Resources. Please submit your nominations as soon as possible and before the deadline of April 30th.

11. REMINDER: The deadline for submitting to Marisela the last of the ‘paper’ performance evaluations for all policy covered (non-represented) staff is TODAY, Wednesday, April 28th. If you are a new staff member at AS, please speak with your supervisor for confirmation regarding your participation.

April 20, 2021

Happy AS Spring Elections week. As is mentioned again below, please encourage your student groups and any other students you engage with to vote by This Thursday at 4:00pm as a 20% undergraduate voter turnout is required to validate the results. As usual, thank you for your continued hard work:

1. Chancellor Yang provided a re-opening update email message on April 16th which can also be found here: https://chancellor.ucsb.edu/memos/2021-04-16-fall-2021-planning-update-person-instruction-and-housing. The Chancellor touched on a number of related topics regarding planning efforts for Fall quarter covering instruction, housing, and on-campus working arrangements. It is important to note that planning efforts remain contingent on public health guidelines, making for a continued fluid environment where late changes to plans should be anticipated. Please see the original message or link for details.

2. The campus Clery Act Compliance Coordinator, Jessica Fougere, distributed an email message on April, 13th regarding the 2020 data collection for Campus Security Authorities (CSA’s). If you received both this message a well as a separate Qualtrics survey message, you are required as a campus CSA to complete the brief survey in order to report certain crime disclosures. Please see the original messaging for details.

3. This week, of course, is the 2021 AS Spring General Election. Please encourage any students you engage with to vote before the election closes at 4:00pm this Thursday, April 22nd. Students can vote here https://vote.as.ucsb.edu/ and will need a valid UCSB NetID and password to access a ballot.

4. On April 16th, Miles Ashlock provided an email message containing a number of resource links from last Friday’s Divisional Meeting as well as a link to the meeting recording which can also be found here https://youtu.be/cX6CI0CpuuMfor those unable to attend.

5. Prompted by the recent UCOP data security incident, it is important to note that UCSB Information and Technology offers a host of IT security resources on its website. Please use this link https://www.it.ucsb.edu/security to access the relevant information and resources.

6. The campus announced in an April 19th email message that COVID-19 vaccinations will be provided on campus on two separate dates for Veterans and their Spouses, and Caregivers. Sponsored by the US Department of Veteran Affairs, the vaccination dates are Saturday, April 24th, and Saturday, May 15th at the UCSB Health Center. Please see the original email message for additional details.

7. Austin Foreman from the AS Strategic Vision Committee sent an email message on April 19th as a reminder that the first of three strategic planning focus group meetings for AS entities will be held via Zoom this Thursday, April 22nd from 1:45pm to 3:00 pm. AS staff members are invited to attend any of the meetings. Please see Austin’s message for details.

8. REMINDER: The Associated Students 2021 Awards nominations are now under way. The nomination form can be found here: https://forms.gle/PK1WsQRfvYUZxvmr6. Awards descriptions/details and nomination tips can be found here: AS Awards Resources. Please submit your nominations as soon as possible and before the deadline of April 30th.

9. REMINDER: The deadline for submitting to Marisela the last of the ‘paper’ performance evaluations for all policy covered (non-represented) staff has been extended to end-of-business on Wednesday, April 28th. Supervisors – please forward any completed evaluations to Marisela prior to this date as they become available. If you are a new staff member at AS, please speak with your supervisor for confirmation regarding your participation.

10. REMINDER: The new ePerformance staff evaluation process has begun as of April 1st. The new 12-month performance cycle runs from April 1st to March 31st. Current information, resources, and due-date timelines are located at this HR/UCPath website link: https://www.ucpath.ucsb.edu/ePerformance. Please Note: ePerformance is for non-represented (policy covered) employees ONLY. ePerformance does not apply to represented staff as these employees remain on a different performance/evaluation plan schedule (July 1 to June 30) and continue to use the old related evaluation form.

11. REMINDER: The department maintains a dedicated Staff Internal Resources website where you can find information and resources on a number of topics including various forms, human resources information, and existing process documents, to name a few. The site can be found at this link: https://staff.as.ucsb.edu/. You will need to log in with your personal credentials to access.

12. REMINDER: You can find the department’s COVID-19 Leave Request instructions, policy reference, and related request form on the AS website home page. Clicking on the “Leave Request (information and form)” box will take you to the resource page. You can also find it by clicking on this link: https://www.as.ucsb.edu/leave-request/.

April 13, 2021

Chancellor Yang provided an update email message this morning concerning UCSB Anti-Racism and Social Justice Efforts on the campus. Related topics include initiatives from the Office of the Vice Chancellor for Diversity, Equity and Inclusion, a faculty recruitment initiative, updates to research commitments, Race to Justice dialogue programing, student programming, campus safety and policing reforms, campus-wide initiatives and commitment. Please see the original message for details within each of these topics. You can also find the message at this link: https://chancellor.ucsb.edu/memos/2021-04-13-update-our-campus-anti-racism-and-social-justice-efforts.

2. Student Affairs provided Division staff with a copy of an Announcements/Update message on April 9th that was sent to students last Friday. The message includes a number of Spring quarter topics that include current COVID-19 protocols and vaccination updates and resources, Public Health advice for those who are vaccinated, and a partial list of in-person activities on campus this Spring. Please see the message for related details.

3. Oscar announced yesterday in the Staff Slack channel important guidance for backing up files as we continue to work remotely. Please see Oscar’s message for details which includes an FAQ help link for uploading/downloading files in google drive for backup purposes.

4. Last Friday, April 9th, JudyAnn announced in the General Slack channel, that the Staff menu on the AS website has been shortened in items accessible from the main navigation bar. Please see JudyAnn’s original Slack message for additional details, and please visit the AS website and provide JudyAnn with any related questions/concerns.

5. Miles Ashlock, Chief of Staff for Student Affairs, announced in an April 12th email message the availability of new Zoom backgrounds to help get the word out about student elections and fee reaffirmations. Miles encourages everyone to consider using one of the backgrounds through the end of elections next week through April 22nd. You can find the backgrounds at this link: https://drive.google.com/drive/folders/14shuQIZLpFl_NtkbtoA0V7abwbFm3yVF?usp=sharing.

6. In an April 9th email message, the Asian Pacific Islander (API) Task Force at UCSB issued a formal statement against anti-Asian violence. Please see the message’s attached statement for details including referrals to a number of support resources.

7. The campus Department of Recreation announced a limited reopening as of yesterday, April 12th, with primarily outdoor facilities, workshops, and Adventure programs. Please see their message from April 12th or visit their Returning to Recreation site at this link: https://t.e2ma.net/click/wknddg/w853wt/42u9nk.

8. As you may recall, Austin Foreman requested via an April 2nd email message feedback from AS staff on the status of the previous strategic plan goals for the department. Austin provided additional clarity and guidance in an April 12th email message on what to focus on when looking over the report attachment he provided. If you have not already done so, please take time to review his latest message and provide feedback no later than next Friday, April 23rd.

9. Student Affairs announced in an April 8th email message that current Executive Director for Career Services, Ignacio Gallardo, has agreed to oversee campus Veterans and Military Services. Ignacio will also be leading the effort to recruit a new Coordinator of Veterans and Military Services, which has been vacant since last July. Please see the original message for further details.

10. The UCSB Alcohol & Drug Program and Health & Wellness announced in an April 12th email message a free, live Zoom webinar titled Challenges to Sleep…Electronics. Scheduled for Friday, April 16th from 12pm to 1pm, the webinar will focus on addictive electronic usage, particularly with respect to social media and how it affects sleep, as well as tips on how to improve your daily routines. Pease see the original message for details and the webinar Zoom link.

11. The Associated Students 2021 Awards nominations request details were provided today via email and on the Slack General channel (thank you Chelsea!). The nomination form can be found here: https://forms.gle/PK1WsQRfvYUZxvmr6. Awards descriptions/details and nomination tips can be found here: AS Awards Resources. Please submit your nominations as soon as possible and before the deadline of April 30th.

12. REMINDER: The UCSB Staff Assembly has announced the 2020-2021 Staff Citation of Excellence Awards Program. The purpose is to acknowledge and celebrate outstanding achievements and meritorious service of career staff. Ten awards will be made which include a plaque and $500 for each. Any UCSB faculty, academic, management, or staff member may submit a nomination, along with one endorsement letter. Submissions must be received no later than 4:00pm this Friday, April 16th. Please see the related email message from April 5th for details and the nomination form, or visit the webpage at: https://www.staffassembly.ucsb.edu/staff-awards.

13. REMINDER: The deadline for University Awards has been extended to this Friday, April 16th. All faculty and staff who work with students are asked to nominate outstanding students who will receive an undergraduate or graduate degree in the 2020-2021 academic year. Awards descriptions and nomination forms are located at this link: https://docs.google.com/forms/d/e/1FAIpQLSdO-5qeOKyTkQV3FLgfHyIwYvGSZ8xA2a5K47ZpLRir8rXkQQ/viewform?usp=sf_link.

14. REMINDER: The last of the ‘paper’ performance evaluations for all policy covered (non-represented) staff are due to be submitted by supervisors to Marisela on April 22nd. Supervisors should be scheduling related discussions with their staff to meet this deadline.

15. REMINDER: The new ePerformance staff evaluation process has begun as of April 1st concurrently as the department completes the transitional evaluation process described above. The new 12-month performance cycle runs from April 1st to March 31st and will repeat on this schedule every year. Current information, resources, and due-date timelines are locate at this HR/UCPath website link: https://www.ucpath.ucsb.edu/ePerformance. Also, you are encouraged to join one of the scheduled demonstrations of the ePerformance system which are currently being held through April 15th. Please see the demonstration schedule located in the right hand column of the ePerformance home page under the Get to Know the ePerformance Process section. Additional ePerformance information was also provided in an April 1st email message.

16. REMINDER: The department maintains a dedicated Staff Internal Resources website where you can find information and resources on a number of topics including various forms, human resources information, and existing process documents, to name a few. The site can be found at this link: https://staff.as.ucsb.edu/. You will need to log in with your personal credentials to access.

17. REMINDER: You can find the department’s COVID-19 Leave Request instructions, policy reference, and related request form on the AS website home page. Clicking on the “Leave Request (information and form)” box will take you to the resource page. You can also find it by clicking on this link: https://www.as.ucsb.edu/leave-request/.

18. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

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April 6, 2021

The Campus announced in a March 31st email message, as well as an April 2nd follow up message, that there has been a systemwide data security incident involving UC employees and personal identity information. In addition, UCOP and the Campus released a third message this morning containing an FAQ’s link concerning the incident that can be found here: https://t.e2ma.net/click/j081te/vlhcsn/bqz5zw. Stolen information may include names, birth dates, Social Security numbers, and bank account information which is being threatened to be released by the attackers in an extortion attempt. While the University is working with authorities, it is offering all employees free credit monitoring and identity theft protection for one year as a way to provide proactive protection. The University will also contact individuals directly who are confirmed to be affected. Please see the original messages for details including protective service sign up information and other steps that can be taken.

2. As we are in tax season, Campus IT/Security provided an IRS issued warning about impersonation fraud targeting students, faculty, and staff at colleges and universities using ‘.edu’ email addresses. The warning relates to a phishing campaign that impersonates the IRS and asks for personal information. Please see the original March 30th email message for details.

3. In an April 1st email message, Campus Human Resources announced that the University has decided to offer all University employees, including exclusively represented employees, a new 2021 allotment of Emergency Paid Sick Leave (EPSL). For full details, please see information at this link: https://ucnet.universityofcalifornia.edu/news/2021/03/emergency-paid-sick-leave-for-covid-19-relief-available-to-uc-employees-for-2021.html. Related EPSL is available now through September 30, 2021.

4. The Gateway procurement portal will be unavailable beginning this Friday, April 9th at 6:00pm until Sunday, April 11th at 9:00am to implement a system upgrade. Please plan your access needs accordingly.

5. UCSB’s Policy Coordinator, Jennifer Lofthus, provided a Notice of Comment Period for revisions to the Sexual Violence/Sexual Harassment Frameworks for Faculty and Staff. Please review her detailed March 31st email message for the proposed changes and submit any feedback by the due date of April 14th. This is particularly pertinent given that April is Sexual Assault Awareness Month.

6. Austin Foreman requested via an April 2nd email message feedback from AS staff on the status of the previous strategic plan goals for the department. When you have a chance, please review his message and related report attachments and provide any comments you have back to Austin on the accuracy of the reports or any missing information.

7. The UCSB Library provided an email message on April 1st confirming its reopening and Spring programming schedule. Students, faculty, and staff can reserve a seat for limited study space availability. The Library also continues to offer a pickup and mailing service as well as other remote services. Please see the original message for details and related links.

8. Campus LSIT announced in an April 5th email message a DocuSign open forum on April 15th from 10:00am to 11:30am. The virtual Zoom event will include a template overview, tips and tricks, and a Q&A session. Please see the original message for details

9. The UCSB Staff Assembly has announced the 2020-2021 Staff Citation of Excellence Awards Program. The purpose is to acknowledge and celebrate outstanding achievements and meritorious service of career staff. Ten awards will be made which include a plaque and $500 for each. Any UCSB faculty, academic, management, or staff member may submit a nomination, along with one endorsement letter. Submissions must be received no later than 4:00pm on Friday, April 16th. Please see the related email message from April 5th for details and the nomination form, or visit the webpage at: https://www.staffassembly.ucsb.edu/staff-awards.

10. The end-of-year Associated Students Awards process for the current academic year is under way. Please keep an eye out for nomination details messaging that will soon be distributed to the department.

11. Student Affairs is now accepting nominations for University Awards and are asking all faculty and staff who work with students to nominate outstanding students who will receive an undergraduate or graduate degree in the 2020-2021 academic year. Awards descriptions and nomination forms are located at this link: https://docs.google.com/forms/d/e/1FAIpQLSdO-5qeOKyTkQV3FLgfHyIwYvGSZ8xA2a5K47ZpLRir8rXkQQ/viewform?usp=sf_link. The deadline to submit nominations is this Friday, April 9th at 12:00pm.

12. Campus Advocacy, Resources & Education (CARE) announced in an April 1st email message that this April marks the 20th anniversary for Sexual Assault Awareness Month (SAAM). CARE is hosting SAAM virtual events throughout the month and provided a calendar schedule in the original email. You can also find additional information on the 2021 SAAM website at this link: https://care.ucsb.edu/sexual-assault-awareness-month-saam.

13. The Office of Enrollment Services announced in an April 2nd email message the promotion of April as Financial Wellness Awareness month. The message includes a calendar of virtual programming events where students can participate in activities and events to learn more about loans, filing taxes, balanced eating on a budget, ways to save, paying off debt, and more. Many of the events are presented by the AS Community Financial Fund (CFF). Please see the original message as well as the information link for details and registration (link: https://food.ucsb.edu/resources/financial/financial-wellness-awareness-month).

14. UCSB Arts & Lectures announced in an April 2nd email message a new programming initiative, Creating Hope, featuring a free keynote virtual event with His Holiness the XIV Dalai Lama of Tibet. The event is scheduled for Tuesday, May 18th beginning at 8:30pm (PDT). Please see the original message for event and programming details.

15. UCSB Undocumented Student Services announced in an April 5th email message Immigrant Resilience Week – a week of events running from April 12th to 16th to raise awareness and support for undocumented students and the immigrant community. Please see the original message for details and a schedule of events.

16. REMINDER: As the ePerformance evaluation process begins, the last of the ‘paper’ evaluations are coming to a close at the end of the month with the completion of a transitional process covering July, 2020 to March, 2021. All policy covered (non-represented) staff should soon be scheduled for a related discussion with their supervisor to take place before April 22nd. Completed forms will be turned in to Marisela by this date and after discussions have taken place.

17. REMINDER: The new ePerformance staff evaluation process has begun as of April 1st concurrently as the department completes the transitional evaluation process described above. The new 12-month performance cycle runs from April 1st to March 31st and will repeat on this schedule every year. Current information, resources, and due-date timelines are locate at this HR/UCPath website link: https://www.ucpath.ucsb.edu/ePerformance. Also, you are encouraged to join one of the scheduled demonstrations of the ePerformance system which are currently being held through April 15th. Please see the demonstration schedule located in the right hand column of the ePerformance home page under the Get to Know the ePerformance Process section. Additional ePerformance information was also provided in an April 1st email message.

18. REMINDER: Please keep in mind that numerous AS resources, such as “Where’s my Check” and how to put a proposal together for essential service provision, are currently available on the AS Website Home Page at https://www.as.ucsb.edu/. Until further notice, these are the resources we have to use from our remote work locations.

19. REMINDER: Should you have any change to a home address, please update that information in UCPath, with your direct supervisor, and your remote work agreement form assuming it does not already contain that current information.

20. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

March 30, 2021

Having recently reached the one-year milestone of the significant pandemic-driven changes to our work and personal lives, it is important to reflect back on how we, individually and as a department, have overcome and adapted to the challenges. To document this for internal and external reference, and celebrate the tremendous work and creativity that all AS staff members have contributed throughout this unprecedented experience, the department will soon be releasing its annual report highlighting many of these significant achievements. By virtue of your dedication, hard work and contributions, the entire department, including staff, managers and directors, have contributed to this report. Related case studies and information have been organized and analyzed by directors and recently submitted to Andy and Chelsea for design and layout (thank you Andy and Chelsea for the consolidation and formatting of all of this information!). A future announcement will be made when distribution is ready. In the meantime, thank you all for your hard work and adaptability as we continue to navigate the ever-changing COVID-19 landscape.

2. The campus provided a COVID-19 vaccination email message update on March 29th to announce that the Santa Barbara County Health Department (SBCHD) has an increased supply of COVID-19 vaccines available for the next three weeks. All UCSB employees, including graduate students employed by the university, are eligible to receive the vaccine. The appointments are available through the SBCPHD website at https://t.e2ma.net/click/zoevse/vlhcsn/v1hnxw. Please see the original email message for further details including vaccination locations and dates.

3. A friendly reminder that in place of this week’s Staff Meeting, we will all be attending the ESR Retreat from 1:00pm to 4:00pm on Thursday via Zoom. The retreat will continue on Friday during the same hours so please plan accordingly. You all should have received calendar invites for both days. Zoom links for each day are also here: Thursday: <p>https://ucsb.zoom.us/j/88227158871?pwd=anE5Snd1eFRFeGQ0YXJUbEUvRi9XUT09</p> Friday: <p>https://ucsb.zoom.us/j/88313671759?pwd=bVdTSXJCQmpPbmVvS0ltcE41WmxjUT09</p>

4. For all FlexCard holders, Vaughn Boyle in the campus FlexCard Admin office announced in a March 23rd email message that all active cardholders now have a transaction limit of $10,000 which is an increase from the previous $5,000 limit. Please keep in mind that all previous commodity restrictions remain in place and transaction increase permission must still be obtained for any purchase over the new limit. Please see Vaughn’s message for further details.

5. As the campus transitions to the new ePerformance evaluation process, the last of the ‘paper’ evaluations under the outgoing process is rapidly coming due on April 30th. This applies only to non-represented staff and supervisors. Please see Lili’s March 23rd email message and attachment for further details. You can also find additional information on the campus HR website at https://www.hr.ucsb.edu/performance-development-policy-covered-staff. Supervisors – please schedule related evaluation meetings as soon as possible for any supervised staff not yet completed.

6. The campus Office of Diversity, Equity, and Inclusion announced in a March 29th email message the next installment of its “Difficult Dialogues: Anti-Blackness” series to be held this Wednesday, March 31st at 12:00pm to 1:30pm. The talk will be delivered by Dr. William Smith from the University of Utah, and is titled, “We Charge Genocide!: The Mental and Physical Tolls of Racial Battle Fatigue among Black People.” Please see the original message for details, registration information, and Dr. Smith’s full profile.

7. Austin Foreman announced in a March 29th email message that the student AS Strategic Plan Committee is heading into the final phase of their survey project in which all AS groups need to participate. Please see Austin’s message for details and if you are advising any AS student groups, please encourage them to complete the request as timely as possible.

8. Campus Design & Construction Services announced in a March 29th email message that the northern half of parking lot 3 will be blocked off this Saturday, April 3rd to provide a construction area for a large concrete pour at the new Classroom Building site. As you are likely aware, this is the primary parking lot across from AS Main/Admin so please plan accordingly if you are driving to campus that day.

9. REMINDER: Beginning Friday April 2nd through Sunday April 4th, the campus will be closed to overnight visitor parking to discourage Warm Up Weekend crowds. A number of campus parking lots and access roads may also be closed as needed. For more information, please see the Transportation and Parking Information website at http://www.tps.ucsb.edu/.

10. REMINDER: Please review the new ePerformance staff evaluation process which is scheduled to begin this Spring on April 1st. The 12-month performance cycle runs to March 31st and will repeat on this schedule every year. Current information and resources are locate at this HR/UCPath website link: https://www.ucpath.ucsb.edu/ePerformance.

11. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

March 16, 2021

As mentioned in last week’s Ops Update, while COVID-19 cases continue to fall, it is critical that we all remain diligent with respect to personal safety and adhering to current campus COVID-19 mitigation policies for the benefit of all, and to ensure that Spring quarter is a good a it can be despite the on-campus limitations. Please also note that the weekly Ops Update will take a pause between terms and will resume the first week of Spring quarter on Tuesday, March 30th. Please take time to review this week’s ops update below and, as usual, thank you for your continued hard work:

1. The campus provided a COVID-19 vaccination update in an email message on March 9th. In summary, the message confirmed that the Santa Barbara County Public Health Department (SBCPHD) announced that individuals working in higher education are now eligible to receive COVID-19 vaccines as doses are available. However, the State of California has decided to move to Blue Shield as the sole COVID-19 vaccine administrator meaning that UCSB will no longer receive future vaccine doses due to Blue Shield contract requirements. Therefore, UCSB employees are strongly encouraged to take advantage of any opportunity to obtain vaccines through their own healthcare providers, or from those listed on the SBCPHD website here: https://t.e2ma.net/click/z4ytpe/vlhcsn/n7w0rw, and to register online with the California Department of Public Health Portal MyTurn here: https://t.e2ma.net/click/z4ytpe/vlhcsn/3zx0rw. Please see the original email message for additional information.

2. While you may already be aware, a friendly reminder that this week’s regularly scheduled Staff meeting has been cancelled. Please be sure to take a moment for your own self-care during the cancelled meeting time.

3. Please welcome Katee Gustavson who has joined AS as the new interim Recycling & Compost Coordinator, stepping in for Jessie Schmitt who’s last day with AS is next Friday, March 26th. Katee will begin her new role this Thursday, March 18th. Please see Lili’s Personnel Announcement email message from earlier this morning for more information.

4. Per JudyAnn’s March 15th Slack post in the General channel, today, March 16th, is UCSB’s Decision Release Day for incoming first-year students. These prospective students will be viewing UCSB websites in increasing numbers, so please review your area’s respective AS website information, including those for student groups you advise, to ensure information, projects, and currently listed student officers are up to date.

5. Campus Enterprise Technology Services (ETS) announced in a March 15th email message that they will be performing router migration cleanup activities on Thursday, March 25th from 12:01am to 7:30am. This will affect the entire campus network at various times during the scheduled window so please plan accordingly. Please see the original email message for additional details.

6. The Academic and Staff Assistance Program (ASAP) announced a confidential drop-in therapy group scheduled to meet once a month between March 31st and May 19th. The group is being developed to foster colleague connections and promote psychological well-being. Please see the original email message from March 15th for details. RSVP at mailto:asap@hr.ucsb.edu.

7. REMINDER: Beginning Friday April 2nd through Sunday April 4th, the campus will be closed to overnight visitor parking to discourage Warm Up Weekend crowds. A number of campus parking lots and access roads may also be closed as needed. For more information, please see the Transportation and Parking Information website at http://www.tps.ucsb.edu/.

8. REMINDER: Please review the new ePerformance staff evaluation process which is scheduled to begin this Spring on April 1st. The 12-month performance cycle runs to March 31st and will repeat on this schedule every year. Current information and resources are locate at this HR/UCPath website link: https://www.ucpath.ucsb.edu/ePerformance.

9. REMINDER: Career and student staff coming to campus for onsite work must complete the following process: a) Complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. Login at this link: https://www.learningcenter.ucsb.edu/. b) Register for and complete a daily COVID-19 screening survey prior to leaving home. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Once on campus, social distancing and face masks are required when away from isolated personal workspace.

10. REMINDER: Given the ongoing, although revised, Santa Barbara County Public Health Department stay-at-home order (revised order found here: https://t.e2ma.net/click/g0c73f/wgg5yt/8tavdk), Associated Students will continue to maintain scaled back operations that include the following: a) Projects, services, and activities that are not fully implemented/approved are on hold until new guidance allows. b) Supervisors: review with staff onsite operations/staffing to determine if they can be suspended or provided remotely. c) New one-off campus and AS facility visits are suspended during current orders. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.

March 10, 2021

As Winter quarter winds down (week 10 already!), we look forward to more Covid-19 progress in Spring. However, we still need to remain diligent with respect to personal safety and adhering to current campus policies for the benefit of all. Please take time to review this week’s ops update below and, as usual, thank you for your continued hard work:

1. As we hit the one-year mark working under COVID-19 restrictions, it is important to remind ourselves that there continue to be processes for requesting COVID-19 related leave as well as for safe campus workplace protocols. With regard to COVID-19 leave, the department’s request process can be found at this link: http://www.as.ucsb.edu/leave-request/. With regard to safe workplace protocols, whether for a regular schedule or for periodic/one-time campus visits, both student and career staff must first complete the UCSB Learning Center’s “COVID-19 Returning to Work Training” course. You can login to the Training Center at this link: https://www.learningcenter.ucsb.edu/. Once the training course is completed, onsite staff must register for and complete a daily COVID-19 screening survey prior to leaving home. Survey registration is at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. Once on campus, social distancing and face masks are required when away from any isolated personal workspace, indoors or outdoors. In addition, please familiarize yourself with the campus’ comprehensive COVID-19 information covering workplace/travel safety, testing, and vaccinations located on the UCSB COVID-19 Information website at this link: https://www.ucsb.edu/COVID-19-information.

2. This Sunday, March 14th is Daylight Savings Time for all of you non-Arizonans. Be sure to ‘Spring Forward’ all of your clocks by one hour Saturday night.

3. A big welcome to Daniel Chavez who started Monday as the department’s new Food Bank Coordinator. Many of you will likely meet Daniel over the next couple of weeks as he makes the rounds through orientation. Also feel free to reach out to Daniel directly to introduce yourself (Slack or email at danielc@as.ucsb.edu).

4. UCSB Business Services announced in a March 8th email message that John Pavia has joined the campus FlexCard team as FlexCard Coordinator, filling the position previously held by Lynn Corrigan who retired last June. John will increasingly take over day-to-day FlexCard customer service over the coming weeks. In addition, it was announced that Vaughn Boyle, Settlement Services and Capital Asset Manager for campus Business Services, will be retiring this June. Vaughn has also been filling in as interim FlexCard Coordinator. Please see the original email message for further details.

5. Campus Administrative Services provided an updated email message on March 8th regarding Warm Up Weekend campus parking and access. Beginning Friday April 2nd through Sunday April 4th, the campus will be closed to overnight visitor parking. Campus checkpoints will be set up beginning at 5:00pm on Friday, April 2nd and will continue as needed throughout the weekend. Unauthorized vehicles will be denied access without prior approval. In addition, a number of campus parking lot and access road closures are possible. Please see the original message for details as well as the Transportation and Parking Information website at http://www.tps.ucsb.edu/.

6. The UCSB Police Advisory Board announced in a March 5th email message their first Town Hall webinar with UCSB’s Chief of Police, Alex Yao, scheduled for this Thursday, March 11th from 6:00pm to 8:00pm (PST). Students, staff, faculty, and all those who are a part of the campus community are encouraged to attend. Registration is required and can be completed at this link: http://tiny.cc/hf2rtz.

7. Campus Human Resources announced in a March 4th email message that an extension was approved to the temporary change to the Absence from Work Policy for policy-covered staff employees, which is intended to offer relief to parents during the pandemic. The revised extension now runs through June 30, 2021. Please see the original message for further details. You can also view the full article on UCnet at this link: https://ucnet.universityofcalifornia.edu/news/2021/03/eligible-staff-may-continue-to-use-accrued-sick-leave-for-child-care-reasons-due-to-covid-19-through-june-30,-2021.html.

8. The UCPath Center announced in a March 2nd email message that it implemented a new case closure process that went into effect that day. The new process provides case submitters with additional time to review the case resolution before the case is closed by UCPath to allow more time for additional follow up actions or questions to be submitted. Cases will be automatically closed after 5 days with email notification to the submitter unless additional action is requested. Please see the original message for details.

9. The campus Policy Coordinator, Jennifer Lofthus, provided a 90-day comment period notice regarding a number of UC policy revisions. These include Classification of Gifts and Awards (providing greater clarity for properly classifying private support in contemporary circumstances), Travel Regulations (revised mileage reimbursement rates), and Financial Aid Guidelines (updated clarifications and guidelines). Please see the original March 8th email message for details and policy attachments.

10. The campus Vice Chancellor for Administrative Services, Garry Mac Pherson, announced the issuance by UCOP the UC’s Native American Cultural Affiliation and Repatriation Interim Policy to clarify the process by which all UC campuses will implement the Federal Native American Graves Protection and Repatriation Act which protects Native American graves and requires repatriation of Native American human remains and certain cultural items. The Vice Chancellor’s message confirms UCSB’s commitment to this policy. Please see the original message for details.

11. Community Housing Services outlined in a March 3rd email message housing benefits that UCSB employees have as a result of a collaboration with Coastal Housing Partnership. These include home buying education webinars, mortgage refinance cost savings resources, and a free rental search site resource. Please see the original message for details and webinar dates.

12. The Academic and Staff Assistance Program (ASAP) announced a six-week confidential therapy group supporting the Asian, Pacific Islander, and Desi American campus community. This therapy group will provide a confidential, safe space to process, heal, connect and find strength as a collective. This is a closed group so space will be limited. Please see the original email message on March 8th for schedule and registration details.

13. REMINDER: Preventing and responding to sexual violence, sexual assault, sexual harassment, dating/domestic violence and stalking are top priorities for the UC. Under the UC Policy on Sexual Violence and Sexual Harassment (found here: http://policy.ucop.edu/doc/4000385/SVSH), all UC employees, including those who don’t directly supervise anyone, are designated as Responsible Employees who must notify the Title IX officer if, while they are working, they learn that a student may have experienced sexual violence or sexual harassment. Detailed information as to how to fulfill this obligation and the reporting process is available on the UCSB Sexual Violence Prevention and Response website at this link: http://sexualviolence.ucsb.edu/faq/responsible.employees/. Additional detailed information is also available on the UC Systemwide Sexual Violence Prevention & Response website at this link: https://sexualviolence.universityofcalifornia.edu/.

14. REMINDER: Please review the new ePerformance staff evaluation process which is scheduled to begin this Spring. Current information and resources are locate at this HR/UCPath website link: https://www.ucpath.ucsb.edu/ePerformance.

15. REMINDER: Given the ongoing, although revised, Santa Barbara County Public Health Department stay-at-home order (revised order found here: https://t.e2ma.net/click/g0c73f/wgg5yt/8tavdk), Associated Students will continue to maintain scaled back operations that include the following: a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows. b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity. c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.

March 3, 2021

Student Affairs Vice Chancellor Margaret Klawunn distributed a Division update message on February 26th. In addition to marking one year this week of the campus working remotely due to COVID-19, the Vice Chancellor provided a budget update emphasizing the need to stay the course with current financial savings strategies while also referencing a recent update from Chancellor Yang (found here: https://chancellor.ucsb.edu/memos/2021-02-22-covid-19-update). In addition, the Vice Chancellor encourages everyone to participate in self-care and offers a number of related suggestions. Please see her message for details.

2. As a reminder, we are scheduled for a Staff Meeting this Thursday, March 4th from 1:00pm to 3:00pm (PST) via this Zoom link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

3. As previously announced, the campus is moving to a new staff evaluation process this Spring known as ePerformance. With that implementation quickly approaching, staff and supervisors should be reviewing and becoming familiar with the currently available information and resources located on this HR/UCPath webpage: https://www.ucpath.ucsb.edu/ePerformance. In addition, please keep an eye out for new email announcements concerning additional related presentations.

4. Campus Procurement announced that General Accounting is realigning campus and UCOP Object Codes. If you have been using a particular Object Code on your Gateway orders, please be sure to check the Object and Commodity Codes list located on your Gateway dashboard in case there has been an update to the item category you are ordering from and to avoid possible system order rejection. Current long-term Gateway POs such as Vendor Blankets and Contracts will be automatically updated where possible.

5. In a February 28th email message, Austin Foreman announced the distribution of an “All Undergrad Survey” to obtain feedback from the undergraduate campus community to help develop an updated AS Strategic Vision plan focused on the needs of the UCSB student body. Austin asks that the survey link be distributed as widely as possible to students so please feel free to pass along the survey link located here: https://www.surveymonkey.com/r/ASUCSBUndergradSurvey. Please see Austin’s message for more info and a suggested message for passing along the link.

6. Student Affairs announced in a February 25th email message a collaborative live webinar hosting by the UCSB Drug and Alcohol Program and UCSB CAPS titled Finding Inner Calm in Emotionally Turbulent Times. The webinar will provide stress management skills for taking greater control of one’s emotions to feel calmer and more balanced. The webinar is open to the entire campus community and is scheduled for today, Wednesday, March 3rd, 12:00pm – 1:00pm (PST); webinar link: https://ucsb.zoom.us/j/83640597291 (Passcode 461157). Please see the original message for details.

7. The Academic and Staff Assistance Program (ASAP) announced in a March 1st email message another Wellness Workshop webinar titled Relax and Renew: Body Movement for Wellness. This experiential 45-minute workshop will guide participants through a sequence of yoga poses, breath work, and meditation. The workshop is scheduled for next Wednesday, March 10th, 12:00pm to 12:45pm. You can register on Shoreline at this link: http://cglink.me/2dD/r1031010.

8. UC Travel distributed an email message on February 25th summarizing a recent survey with a focus on “Travel after COVID-19”. While the message provides a few related statistics, it also announces a Spring calendar of travel education webinars. Please see the original message for details. The webinar schedule can also be found at this link: https://travel.ucop.edu/connexxus/public/travel-webinars?mc_cid=5025bc58a7&mc_eid=0b3431ac41.

9. REMINDER: If at all possible, please have your Gateway orders shipped directly to your remote work location utilizing the “One-time Ship-to Address” option provided via instructions on your Gateway dashboard. Please do not have orders shipped to campus Central Receiving, and only have them shipped to AS Admin if you are unable to receive items at your location. If Admin does receive your shipment, please pick up the items timely after their arrival. 1

0. REMINDER: Given the ongoing, although revised, Santa Barbara County Public Health Department stay-at-home order (revised order found here: https://t.e2ma.net/click/g0c73f/wgg5yt/8tavdk), Associated Students will continue to maintain scaled back operations that include the following: a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows. b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity. c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.

11. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside). Please be sure to schedule time to discuss in advance the need to work onsite with your supervisor and to receive both their approval and that from Marisela prior to any onsite work/visit.

February 23, 2021

1. Chancellor Yang provided a COVID-19 update message yesterday that touched on a number of topics including vaccinations, spring quarter instruction and remote work, summer plans, commencement, and fall quarter. Given the continued fluid nature of COVID-19 challenges including the high prevalence of cases in the County and Isla Vista, plans for a number of these areas remain unsettled. However, it ha been confirmed that given the current level of local COVID-19 cases, course instruction for spring quarter will continue to be primarily remote at the same level it has been for winter quarter, with remote work for staff also continuing. Decisions beyond this, including for commencement, will be delayed until later in spring quarter. Please read the Chancellor’s full message found here https://chancellor.ucsb.edu/memos/2021-02-22-covid-19-update if you have not already done so.

2. As announced by Lili in a February 17th email message, the AS Food Bank Coordinator search has concluded with the selection of a great candidate, Daniel Chavez, who is scheduled to begin on Monday, March 8th. Please see Lili’s message for a synopsis of Daniel’s background. Despite our collective mostly remote work locations, please be sure to welcome Daniel once he has started and is online.

3. Campus Procurement has issued a reminder that unless your Gateway orders are absolutely necessary to support the campus during the current shutdown, please do not have your orders shipped to campus Central Receiving. In addition to having orders shipped to AS Admin, you have an option in Gateway to have orders shipped to your remote work location using the “One-time Ship-to Address” option. Instructions can be found at a link on the Gateway dashboard and here: https://www.bfs.ucsb.edu/sites/www.bfs.ucsb.edu/files/docs/procurement/Add%20One-Time%20Ship-to%20Address%20for%20Off%20and%20On%20Campus.pdf.

4. In a February 16th email message, the UCSB Library announced that as of July 27, 2021, the libraries on all 10 UC campuses will be connected through a unified discovery and borrowing system known as UC Library Search. This new system will replace the current catalog search tool and should make finding and borrowing materials across the system easier. More information about the project can be found here https://libraries.universityofcalifornia.edu/uclibrarysearch/ as well as in the original email message.

5. In a February 22nd email message, the campus announced a special panel discussion and Q&A webinar that will explore COVID-19 vaccines and other, non-pharmaceutical interventions aimed at mitigating the spread of the virus. The panelists include a number of UCSB medical and microbiology experts. The webinar is scheduled for this Thursday February 25th, from 12:30pm to 1:30pm (PST). Please see the original message for additional details and registration information.

6. The Multicultural Center (MCC) announced in a February 19th email message a Zoom workshop focused on students experiencing housing insecurity. The workshop, titled Rapid Rehousing: Supporting UCSB Students’ Housing Needs, is scheduled for this Wednesday, February 24th at 6:30pm (PST). One of the guest speakers is Ron Perry who will share information and answer questions about the recent California eviction moratorium and other legal resources available for students. Please see the original message for additional detail. You can join the workshop at this link: https://ucsb.zoom.us/j/87365352809 (Meeting ID: 873 6535 2809; Passcode: 1504).

7. In a February 17th email message, the campus Deputy ADA Compliance Officer, Jennifer Lofthus, announced an upcoming web accessibility training opportunity. This online workshop will present best practices in website accessibility to make your website more accessible to the campus community including the introduction of a free assessment tool, Siteimprove. The training is scheduled for this Thursday, February 25th at 10:00am (PST). You can register for the workshop here: https://bit.ly/3tKmjgj.

8. As you know, the payroll process requires all staff to complete timecards in Kronos in a consistent and timely manner, and for managers to complete their approvals for staff timecards every other week prior to Tuesday morning sign-offs. As of late, completion of this process has improved significantly. So a big thank you to all for your attentiveness with completing your respective parts and please keep it going!

9. REMINDER: Given the ongoing, although revised, Santa Barbara County Public Health Department stay-at-home order (revised order found here: https://t.e2ma.net/click/g0c73f/wgg5yt/8tavdk), Associated Students will continue to maintain scaled back operations that include the following:a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows.b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity.c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps:a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.c) Wear face coverings while onsite (indoors or outside). Please be sure to schedule time to discuss in advance the need to work onsite with your supervisor and to receive both their approval and that from Marisela prior to any onsite work/visit.

February 17, 2021

AS Staff was copied on an email update message on February 11th from Student Affairs that was sent to undergraduate students with a focus on spring break plans and travel. In essence, with the ongoing COVID-19 challenges, travel is once again being discouraged beyond 120 miles from homes, including that to other states. In addition, the update offers COVID-friendly options for having fun locally during spring break. Please see the original message for full details.

2. It seems that this is the season for campus departments to introduce redesigned websites. As with the previously announced campus HR website redesign, the Enterprise Technology Services (ETS) Service Center announced in a February 11th email message that the Timekeeping website now has a new look and updated layout. When time allows, please familiarize yourself with the new website design at https://www.timekeeping.ucsb.edu/. Please also see the original email message for details.

3. In addition to those previously mentioned, UCPath announced in a February 15th email message, that as of today, a new UCPath website has been launched. The new site has been re-organized and is now fully mobile-responsive making it easy to navigate on a wide range of web browsers and portable devices. Please take time to explore the new website which can be accessed at its usual link: https://www.ucpath.ucsb.edu/.

4. In a February 10th email message, campus ETS announced that a campus core router migration for the North Hall core will take place on February 24th from 12:01am to 7:30am. It is expected that most network services on campus will be impacted during this time so please plan accordingly should those early morning hours impact your on-campus work plans.

5. As a reminder, we are scheduled for a Staff meeting this Thursday, February 18th from 1:00pm to 3:00pm (PST) via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

6. On February 10th, an email message was distributed to AS student leadership, with AS staff copied, regarding a strategic vision survey that will be distributed to all undergraduate students. The goal is to receive feedback on the needs of students and make changes and goals to the AS Strategic Plan. Please see the original message for additional details.

7. If you haven’t signed up yet, a new Pet-Therapy channel for AS staff was recently added to Slack. The channel is a place to share pictures and videos of your pets, or simply to take a few moments to view the cuteness.

8. The Academic and Staff Assistance Program (AAP) will be hosting another presentation titled Cultivating Hope and Possibility: Finding Light in the Pandemic Tunnel. The presentation will offer ways to bring meaning and fulfillment in our personal and professional lives. The presentation was announced in an earlier email message yesterday and the Zoom presentation is scheduled for Wednesday, February 24th from 10:00am to 11:00am (PST). RSVP on Shoreline here http://cglink.me/2dD/r1005428 to receive the Zoom registration link.

9. REMINDER: Given the ongoing, although revised, Santa Barbara County Public Health Department stay-at-home order (revised order found here: https://t.e2ma.net/click/g0c73f/wgg5yt/8tavdk), Associated Students will continue to maintain scaled back operations that include the following: a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows. b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity. c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside).

February 9, 2021

Margaret Klawuun, Vice Chancellor for Student Affairs, distributed an email message yesterday (February 8th) regarding updated budget details and likely impacts for the division. The message includes information on the current financial environment, related priorities, actions already taken, as well as some financial savings strategies and timelines for moving forward. While the message is lengthy, the two primary stated priorities are for the division to continue to pursue and provide an excellent student experience within budget limitations, and to the greatest extent possible, preserve the division’s current workforce. In addition, it is important to note that Vice Chancellor Klawuun along with the division’s CFO, Alex Ramos, will be holding upcoming budget meetings with each department in the division. Since the budget situation remains fluid, we will likely continue to receive information updates as planning and strategies firm up. For now, please see the original message for current details.

2. If you were unable to attend last Friday’s Student Affairs divisional webinar, the webinar recording is now available and can be viewed at this link: https://vimeo.com/509498056/e19ccaae15.

3. Chancellor Yang issued a COVID-19 Vaccination Update email message on February 3rd which can also be found at this link: https://chancellor.ucsb.edu/memos/2021-02-03-covid-19-vaccination-update. The message includes information on vaccine supply, guidelines, and number administered to date. Also, given the fluid nature of the campus vaccine program, a vaccine information page has been added to the campus COVID-19 information website at this link: https://www.ucsb.edu/COVID-19-information/vaccine. Please see the original message for additional details.

4. AS Budget hearings for the 2020-2021 fiscal year have now been scheduled for this Thursday, February 11th and Friday, February 12th from 10:00am to 2:00pm both days. Each group will be allotted 10 minutes to present their budget. Please sign up at the following link and note that each budget hearing day has its own tab on the sign up document: https://docs.google.com/spreadsheets/d/1pbM4NHZhoUZyucVb9c-KAsaK7yioYSPUf9_F9X-XHPk/edit?usp=sharing.

5. In a February 4th email message, it was announced that the UC Office of the President has issued an interim presidential vaccination policy that took effect on January 15th for all UC campuses. The interim policy sets forth the requirements each campus must undertake to implement and support a vaccination program. This interim policy is scheduled to automatically end on December 31, 2021 should a final policy not be approved by that time. The message contains links (and an attachment) to detailed policy information on vaccination program implementation. This may be a helpful information resource over the next few months so it is recommended that you keep the message for possible future reference.

6. Next Monday, February 15th is a UC holiday in observance of Presidents’ Day. Please take advantage of the extra down-time for your self care.

7. UCSB Health & Wellness announced in a February 3rd email message that they will be holding a virtual training on COVID-19 safety, vaccine, myths versus truths, risks, and biology. The training is scheduled for this Wednesday, February 10th from 6:00pm to 8:00pm (PST). You can register for the training at this link: https://shoreline.ucsb.edu/click?linkid=2f3565d8-1b2f-41f9-81e1-ac7bbdf69ce9.

8. REMINDER: Just a few weeks are left before tax filing day. If you requested an electronic version of your W-2, you can now access it online by visiting UCPath (http://ucpath.universityofcalifornia.edu/). Navigate to Employee Actions > Income and Taxes > View Online W-2. For employees who did not select an electronic version, a printed W-2 will be mailed to the home address on file with UCPath.

9. REMINDER: Given the ongoing, although revised, Santa Barbara County Public Health Department stay-at-home order (revised order found here: https://t.e2ma.net/click/g0c73f/wgg5yt/8tavdk), Associated Students will continue to maintain scaled back operations that include the following: a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows. b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity. c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside).

February 2, 2021

In a February 1st email message, Student Affairs copied Divisional staff on a Revised COVID-19 Public Health Order and Enforcement email message that was sent to all undergraduate and graduate students on Friday, January 29th. While the message highlights that travel restrictions have been lifted and that some small OUTDOOR ONLY gatherings are now allowed, there is NO CHANGE to higher education guidance where courses and student services continue to be delivered remotely. In addition, Santa Barbara County remains in the most restrictive tier, Purple, due to widespread virus activity. The revised Order can be found at this link: https://t.e2ma.net/click/g0c73f/wgg5yt/8tavdk.

In addition, following all COVID-19 safety procedures continues to be vitally important particularly given the high number of cases in Isla Vita in recent weeks. The message also confirms that the Sheriff’s Office will be issuing fines for party hosts that will increase across multiple offenses and which may result in individual or organizational conduct charges for continued violations.

Please see the original email message for additional details and resources including a helpful illustration of the effectiveness of mask types from Student Health and campus Health & Wellness.

2. The deadline to turn in AS budget requests for the 2021-2022 fiscal year is this Wednesday (tomorrow), February 3rd at 12:00pm (PST). Additional information on how to sign up for the related budget hearings will be sent out after tomorrow’s deadline has passed.

3. As a reminder, we are scheduled for a Staff Meeting this Thursday, February 4th from 1:00pm to 3:00pm (PST) via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

4. Student Affairs distributed a meeting/calendar invitation to attend a Divisional Webinar this Friday, February 5th from 10:00am to 11:00am (PST). All staff are asked to attend. The Zoom meeting link is here: https://ucsb.zoom.us/j/85398545062?pwd=bWdPWU5QWjJlS0RxVFZ2dk9mbVdkZz09; Meeting ID 853 9854 5062; Passcode: 467461.

5. If you were unable to attend last Friday’s Zoom presentation and discussion by Laura Polito from UCSB Student Health regarding the University’s COVID-19 Daily Symptoms Survey, the meeting was recorded and will be available shortly on the shared drive. It will be located in the A.S. Staff folder > Training & Presentations Folder.

6. Campus Procurement announced that an updated Restricted Commodity and Routing List is now available for guiding Gateway orders by goods/services approval categories. Please replace any previous list that you have printed or saved to your desktop with this updated version. You can find the updated list on the Gateway dashboard under Help and Resources.

7. Campus Human Resources announced in an email message yesterday the introduction of a new look to their website. While the site address is the same (https://www.hr.ucsb.edu/), the design and organization of the elements are significantly different. Please take the time to review the site and familiarize yourself with it to help facilitate any future need to reference related information.

8. The UCSB Chief of Police, Alex Yao, announced in an email message this morning that bicycle abatement efforts will begin next Monday, February 8th around University residence halls that are currently unoccupied. These include Anacapa, San Miguel, San Nicolas, Santa Cruz, Santa Rosa, Manzanita Village, and San Rafael. Abatement is scheduled to be completed by February 26th. The UCSB Community Service Organization (CSO) will impound all bicycles that are not affixed with a yellow registration tag. Please see the original message for additional details.

9. In celebration of Black History Month, Student Affairs distributed a collaborative programing calendar that features numerous events from both on-campus departments and community organizations. If you have not already done so, please see the original email from February 1st for details.

10. REMINDER: All employees who requested an electronic version of their W-2 can now access their 2020 UCPath online by visiting UCPath (http://ucpath.universityofcalifornia.edu/). Navigate to Employee Actions > Income and Taxes > View Online W-2. You will first receive an email notification confirming this availability. For employees who did not select an electronic version, a printed W-2 will be mailed to the home address on file with UCPath.

11. REMINDER: Given the ongoing, although revised, Santa Barbara County Public Health Department stay-at-home order (revised order found here: https://t.e2ma.net/click/g0c73f/wgg5yt/8tavdk), Associated Students will continue to maintain scaled back operations that include the following: a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows. b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity. c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.

12. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside). Please be sure to schedule time to discuss in advance the need to work onsite with your supervisor and to receive both their approval and that from Marisela prior to any onsite work/visit.

January 26, 2021

Campus Risk Management announced in a January 20th email message that effective January 1st, all potential worksite exposures to COVID-19 will be reported by UCSB, as required by new Cal/OSHA standards (AB 685). This new legislation requires California employers to provide notice to their employees (including staff, academic, and student employees) and the employers of subcontracted employees, of potential exposure to COVID-19 in the workplace within one business day.

In the event that the UCSB COVID-19 Response Team identifies instances of a potential exposure to COVID-19 in the workplace, the impacted department will be notified and instructed to follow the campus notice requirements posted on the website of EH&S at https://www.ehs.ucsb.edu/. Please see the original email message for additional information and questions submittal links.

2. The UCPath Center announced this morning that as of today, all employees can access their 2020 UCPath W-2 online by visiting UCPath (http://ucpath.universityofcalifornia.edu/) and clicking on Employee Actions > Income and Taxes > View Online W-2. For employees who requested an electronic version of their W-2, they will receive an email notification confirming this availability. For employees who did not select an electronic version, a printed W-2 will be mailed to the home address on file on Friday, January 29, 2021.

3. With respect to last Thursday’s staff meeting discussion about the recent changes to the University’s COVID-19 Daily Symptoms Survey, Laura Polito from UCSB Student Health has offered to discuss questions and concerns with AS staff during a meeting this Friday at 11:00am (PST). Please plan on attending. The meeting will be recorded for future reference.

The Zoom meeting link is here: https://www.google.com/url?q=https://ucsb.zoom.us/j/84351142633?pwd%3DanVHaTd4ZzlLb3hpN3MvMWVvKzJuZz09&sa=D&source=calendar&ust=1612130256736000&usg=AOvVaw1Qqhw7Gy9Tgt9v9P27iSBk (Meeting ID: 843 5114 2633; Passcode: 715205).

If you were not able to attend last week’s staff meeting, please be sure to reference the meeting minutes about what was discussed and to help contextualize the discussion regarding the Covid-19 survey questions.

Laura also suggested that some travel related questions might be answered with the information posted on the California Department of Public Health (CDPH) website at this link: https://www.cdph.ca.gov/Programs/CID/DCDC/Pages/COVID-19/Travel-Advisory.aspx#. This should help provide differentiation between the travel advisory and the quarantine rules. There is also a link there to the CDC website with more information.

Additionally, Laura clarifies that the quarantine rules of 10 days are only for people who have left the state. The recommendation against travel more than 120 miles away is just advice. While not mandatory, such travel should only be taken if necessary since such travel increases the risk of COVID-19 spread.

4. In a January 20th email message, campus FlexCard Administration announced a new process when using a FlexCard to purchase gift cards. In essence, a FlexCard holder will need to contact Vaughn Boyle via email at mailto:flexcard@bfs.ucsb.edu to request an open merchant code on the FlexCard to facilitate a gift card purchase. Vaughn will then contact the issuing bank and then send the FlexCard holder a confirming email that the purchase can be made. The merchant code will be open for a week at most so any attempts to make a similar purchase after this will require another request.

5. A remote welcome event for the new Director of the Office of Black Student Development, Elroy Pink, has been scheduled for next Tuesday, February 2nd at 12:00pm (PST). Please feel free to join via this Zoom link: https://ucsb.zoom.us/j/82919524268?pwd=Y2kxanRZcSt6dmxWdFU0SDlEeEJpUT09 (Meeting ID 829 1952 4268; Passcode 814168).

6. Another Wellness Workshop is being offered by the Academic and Staff Assistance Program (ASAP) titled Just Breathe: The Power of Breathwork on Wednesday, February 3rd from 12:30pm to 1:00pm. This experiential workshop will guide you through breathing exercises used to balance, replenish, and rejuvenate your body, mind, and spirit. A Zoom link will be provided upon RSVP which can be made at this link: mailto:asap@hr.ucsb.edu.

7. The previously referenced recorded ePerformance introduction webinar has now been posted on the UCSB HR website. You can access the Zoom session recording at this link: https://www.hr.ucsb.edu/managers-supervisors/performance-evaluations. If you did not attend the live sessions, please take the time to view the recorded webinar.

8. REMINDER: A Zoom information session is scheduled for January 29th from 9am to 10am to learn how to prepare for upcoming changes to Perm numbers and Access cards. The session can be accessed at this link: https://ucsb.zoom.us/my/heykeri. You can also learn more at https://sist.sa.ucsb.edu/perm-augmentation-project.

9. REMINDER: Given the ongoing Santa Barbara County Public Health Department stay-at-home order (found here: https://www.countyofsb.org/uploadedFiles/phd/News/Text/12_5_2020_Regional%20Stay%20at%20Home%20Order_PR_Updated.pdf), Associated Students will continue to maintain scaled back operations that include the following: a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows. b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity. c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside). Please be sure to schedule time to discuss in advance the need to work onsite with your supervisor and to receive both their approval and that from Marisela prior to any onsite work/visit.

January 19, 2021

The campus issued another update regarding the campus COVID-19 vaccination plan in a January 16th email message. Confirmation was provided that campus health care staff vaccinations have been completed and that the next phase of vaccinating staff and faculty over the age of 75 will begin this week. While the phase after this will include staff and faculty over the age of 65, there is not much additional information yet about how other members of the UCSB community will be able to access the vaccine. It is important to note that UCSB is required to follow the guidelines set by the state, county, and federal public health authorities. Please see the email message fo further details.

2. Student Affairs also distributed another update email message to students on Saturday, January 16th alerting them to a sharp increase in the number of positive COVID-19 test results in Isla Vista. Staff were copied on the message this morning. As of last Friday, 22 new positive results were reported in students living in Isla Vista, and as of last Saturday morning, 51 more positive test results have come in with the vast majority of those among undergraduate students. The message continues with a reminder of the risk to ones self and to spreading the virus to others in the community, as well as a reminder of safety protocols and available resources. Please see the message for details.

3. In a January 13th email message, the campus Chief Information Security Officer (Sam Horowitz), provided a warning that the upcoming tax season, particularly during the month of February, is a prime time for identity theft. He also provided helpful guidance on how to protect yourself. Please see his message for details and related resources.

4. ASAP (Academic and Staff Assistance Program) continues to offer confidential Zoom therapy group discussions. The current program, Finding Meaning and Hope During Difficult Times: Is It Possible?, will be offered over six sessions beginning February 4th from 1:00pm to 2:00pm (PST). Please see the original message for full details and session dates. Attendees are asked to commit to attending all six sessions. You can RSVP at this link: mailto:asap@hr.ucsb.edu.

5. The IVTU (Isla Vista Tenants Union) has reopened their Emergency Fund which allows undergraduate students who are quarantining due to exposure or isolation from a positive COVID-19 test to receive up to $150 in reimbursements for food (and related delivery fees). Students can apply at this link: https://forms.gle/t3oG1uoGixb4MXyz5.

6. If you have not already visited the site, the AS Marketplace website is now in operation. Currently, course readers and welcome packets are offered but much more is on the horizon. You can visit the Marketplace at this link: http://shop.as.ucsb.edu/.

7. As you now likely know, the UC is moving to a new evaluation format & process known as ePerformance. While the initial information sessions have already taken place, if you did not attend, you are strongly encouraged to watch the recorded Zoom session once posted on the UCSB HR website. Please check for that posting at this link: https://www.hr.ucsb.edu/managers-supervisors/performance-evaluations.

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside). Please be sure to schedule time to discuss in advance the need to work onsite with your supervisor and to receive both their approval and that from Marisela prior to any onsite work/visit.

January 12, 2021

As you may recall, the UC is moving to a new evaluation format, “ePerformance”, for all career policy-covered (non-represented) staff that will go into effect April 1, 2021. In preparation, all policy-covered staff are asked to attend an information session this week. The remaining two sessions are scheduled at the following days/times and can be accessed at this Zoom link: https://ucsb.zoom.us/j/84085546403

Wednesday, January 13th 2:00pm – 3:30pm (PST)
Thursday, January 14th 2:00pm – 3:30pm (PST)

2. AS Finance & Business will hold an Authorized Signers Workshop for any BCU members that need to become an AS authorized signer. The approximately 20-minute Zoom workshop is scheduled for this Friday, January 15th at 1:00pm. Attendees can register at this link: https://ucsb.zoom.us/meeting/register/tZcoduCoqz4uEtxIPmEF20syXadziTwBjeFx.

3. Student Affairs distributed an Announcements and Updates message to students on January 8th and copied divisional staff. While the communication was created for students, the message contains valuable information on current COVID-19 status including local impacts, related testing requirements, vaccinations, and general resources. Please take time to review the message if you have not already done so.

4. In a January 7th email message, the Campus provided an update regarding COVID-19 vaccinations. While a lot of uncertainties remain with regards to vaccinations, confirmation was provided that frontline healthcare workers and other first responders will be the first to be offered vaccines. These eligible recipients will be contacted directly. Other campus community members are asked to refrain from contacting Student Health or the COVID-19 Response Team to request a vaccination as there will be no exceptions made. Please see the message for further details or contact the campus COVID-19 Call Center at mailto:ucsb-covid19@ucsb.edu with questions related to other, non-vaccine related COVID-19 issues.

5. The Campus announced in a January 6th email message that changes are coming to Perms and Access cards. While existing all-numeric Perms that are already assigned to students and alumni will not change, beginning in November, 2021, alphanumeric Perms will be assigned to individuals applying for Fall 2022 enrollment. An upcoming Zoom information session has been scheduled to learn how to prepare. The session is scheduled for January 29th from 9am to 10am at this link: https://ucsb.zoom.us/my/heykeri. You can also learn more at https://sist.sa.ucsb.edu/perm-augmentation-project.

6. Campus Design & Construction Services announced in a January 6th email message that due to construction of a new classroom building project, parking lot 3 (directly across from the AS Admin building) will be modified to accommodate related truck traffic. Parking is currently limited to the western side of the lot through a narrowed drive aisle and will remain in place through Friday, January 29th.

7. Next Monday, January 18th is a UC holiday in observance of Martin Luther King Jr. The Managers Meeting for that week has been rescheduled for Tuesday the 19th from 2pm – 4pm (PST).

8. REMINDER: If you have not already done so, please review the “Winter Status (What’s Available)” webpage on the AS website to update info for Winter quarter with regards to your area(s) and any student groups you advise. Please submit updates using the form at the bottom of the webpage located at https://www.as.ucsb.edu/covid-19-status-updates/.

9. REMINDER: Personal tax information updates for 2020 year-end W-2s must be received by UCPath by this Friday, January 15th, 2021. You can view details and other related year-end tax and payroll reminders/dates here on UCnet: https://ucnet.universityofcalifornia.edu/news/2020/12/important-year-end-tax-and-payroll-reminders.html. In addition, Jim Corkill, the Director of Business & Financial Services for the campus, provided details in a January 11th email message.

10. REMINDER: Given the ongoing Santa Barbara County Public Health Department stay-at-home order (found here: https://www.countyofsb.org/uploadedFiles/phd/News/Text/12_5_2020_Regional%20Stay%20at%20Home%20Order_PR_Updated.pdf), Associated Students will continue to maintain scaled back operations that include the following:
a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until new guidance allows.
b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity.
c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.

11. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps:
a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.
b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.
c) Wear face coverings while onsite (indoors or outside).

Please be sure to schedule time to discuss in advance the need to work onsite with your supervisor and to receive both their approval and that from Marisela prior to any onsite work/visit.

January 5, 2021

With the start of a new quarter, please be sure to review the “Winter Status (What’s Available)” webpage on the AS website for your area(s) and any student groups you advise and provide updates as soon as possible by using the related form located at the bottom of the webpage (link: https://www.as.ucsb.edu/covid-19-status-updates/).

2. As a reminder, we will be resuming our Staff Meeting schedule beginning this Thursday from 1:00pm to 3:00pm (PST) via Zoom at this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

3. With the New Year comes the beginning of the AS budget season. Budget packets will be going out to AS groups over the next two weeks. The deadline for submitting budgets is tentatively set for the first Wednesday next month on February 3rd. With the continued COVID-19 restrictions, budget hearings will take place remotely via Zoom. More information will be presented at this week’s Staff Meeting.

4. As some of you have already experienced, Campus Environmental Health & Safety (EH&S) is beginning to implement a COVID-19 Worksite Specific Safety Plan (WSSP) requirement to be completed by departments in which minimum state requirements and specific operating procedures will be outlined. Part of this plan includes a roster of approved employees returning to on-campus work along with a training record confirmation form for each verifying that they have completed the COVID-19 Return to Work training located in the UCSB Learning Center, along with confirmation of reviewing the department WSSP. While we currently wait to receive instruction from the Division on when/how to proceed, please take time to complete the COVID-19 training course if you have not already done so. Supervisors, please also complete the department approval process now for any additional staff that you anticipate needing to work onsite during Winter quarter as they will need to be added to the WSSP roster. More information will be provided as we receive divisional guidance.

5. Chancellor Yang provided a Winter Quarter instruction/COVID-19 update in a December 23rd email message (also found at this link: https://chancellor.ucsb.edu/memos/2020-12-23-winter-quarter-instruction-and-covid-19-testing). In addition to confirming that 1,000 additional undergraduate students will be living in on-campus housing for Winter quarter (joining 1,400 graduate and undergraduate students currently in on-campus housing), the Chancellor outlined extended COVID-19 testing, remote instruction, and vaccine planning details. Please be sure to review the message for related specifics.

6. In a December 22nd email message, Campus LSIT announced that as of January 4th, any items located in a UCSB Box Trash folder will be permanently deleted after 30 days. If you are a Box user and possibly have items in a Box trash folder, please pull those items out as soon as possible to avoid permanent deletion. Please see the original message for details.

7. As you may recall, Student Affairs held a divisional webinar just prior to the holiday break on December 17th. If you were not able to attend or would like to review the webinar in more detail, you can now view it at this link: https://www.youtube.com/watch?v=kxUL-3vEsIU.

8. REMINDER: Personal tax information updates for 2020 year-end W-2s must be received by UCPath by January 15th, 2021. You can view details and other related year-end tax and payroll reminders/dates here on UCnet: https://ucnet.universityofcalifornia.edu/news/2020/12/important-year-end-tax-and-payroll-reminders.html.

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, continue to be required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside). Please be sure to schedule time to discuss in advance the need to work onsite with your supervisor and to receive both their approval and that from Marisela prior to any onsite work/visit.

December 15, 2020

As 2020 thankfully winds down, we thank you for all of your hard work and dedication to making this Fall quarter as successful as it could possibly be under very challenging circumstances. This is the last Internal Affairs & Operations Update for the year and will resume the first week of January. We hope you all have a great holiday break and look forward to a better and Happy New Year. This week’s update follows:

1. Recently, there have been questions surrounding student participation in department activities during Reading/Study week (formally known as “Dead Week). In essence, the campus has in place a formal policy that strongly discourages the scheduling of students during this week for non-instructional activities. Any pursuit of an exception to this policy must receive advanced approval from Marisela, or by delegation on a case by case basis. The campus policy can be found here: https://my.sa.ucsb.edu/catalog/Current/AcademicPoliciesProcedures/DeadWeek.aspx.

2. In a December 14th email message, the campus provided holiday travel guidance information. Particularly given the recent stay-at-home order issued by the California Department of Public Health, the campus strongly recommends that community members avoid any travel. If circumstances do require travel, it is recommended that CDC guidelines be followed (found here: https://www.cdc.gov/coronavirus/2019-ncov/travelers/index.html). Please see the original email for additional details.

3. The campus Library announced in a December 10th email message that it will be closed for the holidays beginning Thursday, December 24th through Sunday, January 3rd. Please see the original email for further details on related Library services.

4. Campus Mail Services and Receiving announced their holiday schedule in a December 9th email message. Hours will be the following:

Monday, December 21st through Wednesday, December 23rd: 7:30am – 12:00pm
Monday, December 28th through Wednesday, December 30th: 7:30am – 12:00pm
Thursday, December 31st and Friday, January 1st: Closed

Each department is asked to collect mail and packages every open day during these holiday hours between 9:00am – 11:30am. Outgoing packages should be dropped off before 11:00am on the above dates for them to be posted and mailed that same day. Regular hours will resume Monday, January 4, 2021.

5. The AS virtual Holiday Party is scheduled for this Thursday, December 17th from 4:00pm to 5:00pm (PST), with a virtual Happy Hour scheduled immediately after at 5:00pm to 6:00pm (PST). Please watch your email for an upcoming Zoom invite. As a reminder, this week’s Staff Meeting is cancelled with the next one scheduled for Thursday, January 7th at 1:00pm (PST).

6. REMINDER: Campus Business & Financial Services will be closed beginning next Monday, December 21st and will reopen on Monday, January 4th. Any contract or Gateway purchase order submittals made between now and the closure date may be delayed until after the holidays.

7. REMINDER: Student Affairs will be holding a Divisional Webinar this Thursday, December 17th from 3:00pm to 4:00pm (PST). Please note that all staff are expected to attend/join via Zoom. Webinar Zoom meeting info is here: https://ucsb.zoom.us/j/85370289048?pwd=R0NxeTRDUEtiOStEYW5iQTk2UTY5Zz09; Webinar ID: 853 7028 9048; Passcode: 835165.

8. REMINDER: Personal tax information updates for year-end W-2s must be received by UCPath by January 15th, 2021. You can view details and other related year-end tax and payroll reminders/dates here on UCnet: https://ucnet.universityofcalifornia.edu/news/2020/12/important-year-end-tax-and-payroll-reminders.html.

9. REMINDER: Given the current Santa Barbara County Public Health Department stay-at-home order (found here: https://www.countyofsb.org/uploadedFiles/phd/News/Text/12_5_2020_Regional%20Stay%20at%20Home%20Order_PR_Updated.pdf), Associated Students will continue to scale back operations that include the following:

b) Supervisors should review with related staff current onsite operations, staffing, and service to determine if they can be suspended or alternatively, provided in a remote capacity until Winter quarter.

c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps:
a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.
b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.
c) Wear face coverings while onsite (indoors or outside).
Please be sure to schedule time to discuss in advance the need to work onsite with your supervisor and to receive both their approval and that from Marisela prior to any onsite work/visit.

December 8, 2020

Per Chancellor Yang’s latest message to the Campus Community via email on December 6th (link: https://chancellor.ucsb.edu/memos/2020-12-06-santa-barbara-county-stay-home-order), the Santa Barbara County Public Health Department (SBCPHD) issued a Regional Stay-at-Home Order that is currently in effect for at least three weeks and will be re-evaluated by the State of California the week of December 28th.

While the Chancellor’s message provides little new guidance, given the clear parameters of the public health order by both the State and County (found here: https://www.countyofsb.org/uploadedFiles/phd/News/Text/12_5_2020_Regional%20Stay%20at%20Home%20Order_PR_Updated.pdf), Associated Students will scale back a number of operations effective immediately including the following:

a) Any projects, services, and activities that are currently not fully implemented and/or approved are suspended from moving forward until Winter quarter and/or after the stay-at-home order or other related guidance allows.
b) Supervisors should review with related staff current onsite operations, staffing, and services to determine if they can be suspended or alternatively, provided in a remote capacity until Winter quarter.
c) One-off campus and AS facility visits are suspended during the stay-at-home order. Any proposed exceptions must be in consultation with your supervisor/manager and then presented to and approved by Marisela.

The SBCPHD order was triggered by “The sharp decrease in (hospital) ICU capacity (and) is a consequence of the increasing case rates we have been seeing throughout the state and region…”. Per the order’s directive, critical operations are allowed to remain open only “…when a remote option is not possible”. We will keep you updated as information from the State, County, and Campus becomes available.

2. As we approach the end of Fall quarter and prior to the beginning of Winter quarter, please review your previously submitted Temporary Remote Work Agreements to confirm if anything has changed relative to your stated onsite work schedule. Should there be a change, please complete an updated Agreement form (found here: https://www.hr.ucsb.edu/employment/hiring/telecommute-remote-work) with the revised onsite work hours/days indicated, submit to your supervisor for review/approval, and your supervisor will then forward the completed form to Marisela for her review and approval.

3. Student Affairs will be holding a Divisional Webinar on Thursday, December 17th from 3:00pm to 4:00pm (PST). You should have received a calendar invite yesterday via email containing the webinar meeting link which is also provided here: https://ucsb.zoom.us/j/85370289048?pwd=R0NxeTRDUEtiOStEYW5iQTk2UTY5Zz09; Webinar ID: 853 7028 9048; Passcode: 835165.

4. Campus Business & Financial Services will be closed beginning Monday, December 21st and will reopen on Monday, January 4th. To ensure purchase order transactions are processed before the closure, please submit before this Friday, December 11th. Contract submittals may be delayed until after the holidays depending on specific contract issues.

5. UCPath sent out an important email message on December 7th regarding year-end tax and payroll reminders. While a number of deadline reminders are included in the message, please note that any tax information updates you need to provide must be received/completed by January 15th, 2021 as UCPath will begin processing W-2s in late January. Please see the email for important related dates and details. You can also view the message here on UCnet.

6. UCPath announced in a December 7th email message that a new appointment feature is now available to all UC employees to schedule phone appointments with UCPath for assistance with submitted inquiries. One-hour appointments are available Monday through Friday, 8:00am to 4:00pm (PST). Please see the original email for more details on how to schedule an appointment.

7. REMINDER: Next week’s staff meeting on December 17th will feature a holiday celebration including a gift exchange for those interested in participating. Please reply to the related participation message last sent this morning by Lili as soon as possible if you have not already done so.

8. REMINDER: Please be sure to complete the AS Strategic Vision Committee’s brief survey regarding strategic planning feedback if you have not already done so. The survey will be closed at the end of this week on Friday, December 11th. You can find the survey here: https://www.surveymonkey.com/r/ASProStaffVision.

9. REMINDER: The UCPath system will be unavailable beginning this Wednesday, December 9th at 10:00pm until Monday, December 14th at 6:00pm. All faculty, staff, student employees, and job applicants (TAM access) will not have any access to UCPath online during this time period.

10. REMINDER: A facility access process for students (i.e. those in leadership or BCU positions) who need to access department buildings is posted on the AS website at this link: https://www.as.ucsb.edu/facilities-access-process/ Only situations that can be confirmed as essential department work that cannot be conducted remotely can be considered.

11. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps:
a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.
b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.
c) Wear face coverings while onsite (indoors or outside).
Please be sure to receive both your supervisor’s and Marisela’s approval prior to any onsite work.

December 1, 2020

Welcome to December! The final month countdown to the end of 2020 is upon us as we look forward to a hopefully better year in 2021. This week’s update follows:

1. As a final reminder from Campus IT/ETS, beginning this Thursday, December 3rd, all UCSB employees, including student employees, will need to enroll in Multi-Factor Authentication (MFA) to access UCPath. If you have not already done so, you are strongly encouraged to enroll and get MFA on your device before this Wednesday. After that date, Campus IT/ETS can only respond to support requests on a first-come, first-serve basis. To install MFA, go to it.ucsb.edu/mfa and follow the instructions. Please see the latest email message sent on November 30th for details including how to test your device and access other related resources.

2. This week’s staff meeting has been cancelled given the previous shortened holiday week and the approaching end of quarter and related needs to wrap up a number of projects. The next staff meeting will be on December 17th and will include a virtual holiday celebration. We will then reconvene with our regular staff meeting schedule on January 7th, 2021.

3. A number of recent AS Requisition submittals are lacking in any descriptive detail of the requested purchase. Please keep in mind that a requisition requires review and approval of a purchase before any funds can be dispersed. Without any descriptive detail, it is very difficult, if not impossible, to approve for funding. Per the posted requisition instructions on page 2 of the form (link: https://www.as.ucsb.edu/files/2020/06/Requisition_2020-2021.pdf), please be sure that the “who, what (description), where, when (date and time if applicable), and why” is provided. Please be sure to remind all of the student groups that you advise of the importance of including these details.

4. Student Affairs Vice Chancellor Margaret Klawunn sent a COVID-19 email message to the campus community on November 25th. The focus included an announcement of expanded COVID-19 testing and related reminders, as well as impacts and concerns regarding ongoing public health violations in Isla Vista. While timed for the Thanksgiving holiday, the message remains relevant for the remainder of the holiday season. Please see the email for details and resources links.

5. The AS Food Bank will be distributing 100 food/gift cards to students in lieu of food distribution this Wednesday the 2nd, will be closed entirely beginning this Friday the 4th, and will reopen for normal food distributions on Friday, December 11th.

6. Campus Business Services will be holding a DocuSign open forum this Wednesday, December 2nd at 2:00pm. The first part of the event will feature a student from the Technology Management Program and a focus on creating a template for FlexCard receipts. Please see the email message from November 30th for details. You can attend the forum via this Zoom link: https://ucsb.zoom.us/j/87197448087.

7. REMINDER: The UCPath system will be unavailable beginning Wednesday, December 9th at 10:00pm until Monday, December 14th at 6:00pm. All faculty, staff, student employees, and job applicants (TAM access) will not have any access to UCPath online during this time period.

8. REMINDER: Please be sure to complete the AS Strategic Vision Committee’s brief survey that was sent by Austin Foreman to AS staff for strategic planning feedback. The survey can be found at this link: https://www.surveymonkey.com/r/ASProStaffVision.

9. REMINDER: A facility access process for students (i.e. those in leadership or BCU positions) who need to access department buildings is posted on the AS website at this link: https://www.as.ucsb.edu/facilities-access-process/ Please note that only situations that can be confirmed as essential department work that cannot be conducted remotely can be considered.

Please be sure to receive both your supervisor’s and Marisela’s approval prior to any onsite work.

November 24, 2020

Open enrollment for UC benefits ENDS TODAY at 5:00pm. If you have been considering making changes to your health/insurance benefits, you must do so before this deadline. Please see your UCPath dashboard for more information or click on this link: UCnet Open Enrollment website .

2. Chancellor Yang provided an update regarding campus holiday closures and information concerning a Pandemic Relief Fund in a November 23rd email message. In essence, the University is asking each campus to establish a pandemic relief fund to help minimize pandemic-related layoffs. In addition, a curtailment process has been established by the Office of the President should any individual campuses find this necessary to implement in order to generate salary savings which would be deposited in the relief fund. For UCSB, Chancellor Yang confirms that campus budget-saving strategies implemented since the onset of the pandemic have allowed the campus to meet the UC guidelines for a pandemic relief fund without needing to implement the curtailment program during the annual December holiday closure. Please see the original message for more details which can also be found at this link: https://chancellor.ucsb.edu/memos/2020-11-23-campus-holiday-closures-and-pandemic-relief-fund.

With respect to this or any memos from Chancellor Yang, please send any specific questions to your manager, who will then forward to Marisela for her to then forward to the appropriate office.

3. Chancellor Yang provided an additional email message on November 20th confirming that in light of recent public health guidance and the current COVID-19 surge, the campus will continue with the current remote work status through at least Sunday, March 28, 2021. For additional details, please see the original message, which can also be found here: https://chancellor.ucsb.edu/memos/2020-11-20-covid-19-update-staff-and-faculty.

4. In addition to the last two messages, Chancellor Yang provided a third update on November 18th focused on winter quarter instruction and housing. The Chancellor confirms that UCSB will continue to offer most undergraduate and graduate courses via remote instruction for the winter quarter. However, the campus is planning a small increase in the number of in-person courses as a step to possibly increasing this for spring and summer. Depending on public health restrictions, the campus may also offer limited winter quarter housing in undergraduate apartments. For more details, please see the original message or this link: https://chancellor.ucsb.edu/memos/2020-11-18-covid-19-update-planning-winter-quarter.

5. In a November 18th email message, Campus Human Resource confirmed that UC President Drake has extended the time period in which Paid Administrative Leave (PAL) may be used for COVID-19 reasons. All related hours must now be used by June 30, 2021. The full amended Executive Order is posted on UCnet at: https://ucnet.universityofcalifornia.edu/news/2020/01/executive-order-re-paid-administrative-leave-03-16-20.pdf.

With respect to vacation hour caps, UCPath has been modified so that policy-covered staff employees will continue to accrue vacation leave above their maximum until June 30, 2021. This will allow policy-covered staff employees additional time in which to take vacation in order to bring vacation accrual below the maximum. This was last announced in an October 23rd email message from Campus Human Resources. Please note that this does not apply to represented employees. Represented employees who will be over their maximum accrual will need to contact Lili so she can submit an inquiry. Additional questions should be submitted through “Ask UCPath Center” at UCPath.

6. The UCPath system will be unavailable beginning Wednesday, December 9th at 10:00pm until Monday, December 14th at 6:00pm in order to perform a cutover to a new web services platform (Amazon Web Services). All faculty, staff, student employees, and job applicants (TAM access) will not have any access to UCPath online during this time period. Please plan your access needs around this outage accordingly.

7. Student Affairs sent a pre-holiday email message to students on November 20th, and copied division staff the same day. The message outlines some updated COVID-19 protocols including related recommendations for Thanksgiving and Winter Break. Please see the original email message for details.

8. As you may recall from our November 5th Staff Meeting, Austin Foreman provided a follow-up to his presentation regarding the work of the AS Strategic Vision Committee via an email yesterday. That message includes this link https://www.surveymonkey.com/r/ASProStaffVision to a short survey for AS staff to answer related questions and share opinions. If you have not already done so, please take a few minutes to complete the survey.

9. REMINDER: A facility access process for students (i.e. those in leadership or BCU positions) who need to access department buildings is posted on the AS website at this link: https://www.as.ucsb.edu/facilities-access-process/. Please note that only situations that can be confirmed a essential department work that cannot be conducted remotely can be considered.

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps

a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.

b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.

c) Wear face coverings while onsite (indoors or outside).

November 17, 2020

The first weekly AS Admin newsletter was sent out via email by Anjum yesterday on Monday. If you have not already done so, please take a moment and read its content. If you have any questions you would like answered in the newsletter, please submit them through this link: Questions for AS Admin. Most answers will be provided in the newsletter the following Monday. Some answers may take additional time to address in which case they will be answered in a future update.

2. Please note that we are scheduled for a virtual department staff meeting tomorrow (Thursday) at the usual time of 1:00pm – 3:00pm (PST). Meeting Zoom link is here if needed:
https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09

3. The campus recently issued holiday travel guidance in a November 11th email message (Student Affairs also addressed this in a separate email message on November 12th). While the message provides numerous recommendations for safeguards prior to, during, and returning from travel, UCSB campus medical experts and Santa Barbara County Public Health officials strongly recommend against travel in the first place. The CDC has posted information on risks involved with Thanksgiving travel and celebrations at this link: click here. Please see the original campus messages for details and additional information links.

4. The campus announced in a November 16th email message that UCSB is joining other UC campuses in a pilot of California COVID Notify, California’s new, voluntary, smartphone exposure notification system. California COVID Notify provide employees a privacy-first approach as an alternative to other contact tracing methods. The campus is encouraging all UCSB faculty, staff, and students to participate. More information can be found here: California COVID Notify. Please see the original email message for more details and for participation instructions.

5. Both Gateway and FlexCard applications will be unavailable due to a planned outage beginning this Friday, November 20th at 8:00pm until Sunday, November 22nd at 6:00pm. Please plan your use of these applications around the outage accordingly.

6. In a November 16th email message, Campus HR announced that the UC Office of the President recently clarified previously issued guidance pertaining to COVID-19 Extended Family Medical Leave (EFML) related leaves for staff employees. Essentially, the revised guidance allows staff employees to take EFML in less than 2 week blocks under certain circumstances. Please see the original email for more details. The complete revised guidance is posted here: COVID-19 Related Leaves and Job Protections Guidance for Policy-Covered and Represented Staff Employees, reissued October 12, 2020.

7. REMINDER: The deadline to enroll in Multi-Factor Authentication (MFA) to access UCPath is rapidly approaching. This is required of all UCSB employee and your device to be enrolled by December 3rd, 2020. For more information and for device enrollment, please visit it.ucsb.edu/mfa.

8. REMINDER: A facility access process for students (i.e. those in leadership or BCU positions) who need to access department buildings has been posted on the AS website at the link: https://www.as.ucsb.edu/facilities-access-process. Please note that only situations that can be confirmed as essential department work that cannot be conducted remotely can be considered.

9. REMINDER: Open enrollment for UC benefits ends next Tuesday, November 24th at 5:00pm. Please see your UCPath dashboard for more information or click on this link: UCnet Open Enrollment website.

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps:

a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.

c) Wear face coverings while onsite (indoors or outside).

November 10, 2020

As we are quickly approaching mid-November and the holiday season, please review any pending projects and events proposed by the student groups you advise. Please note that time is becoming tight for any of these projects/events that require campus/department approvals and administrative processing during Fall quarter. This week’s update follows:

1. To help clarify the requirements the department must follow to allow students (i.e. those in leadership or BCU positions) access to AS Facilities, a related process has been outlined and posted on the AS website at this Link: https://www.as.ucsb.edu/facilities-access-process/. Please keep in mind that consideration and approval for access can only be made for situations that can be confirmed as essential department work that cannot be conducted remotely, paralleling the requirement for staff essential on-campus work. Also please note that requirements and the related process are subject to change as the COVID-19 environment continues to be fluid.

2. AS Admin announced that it will be sending out a weekly ’newsletter’ beginning this Friday, November 13th incorporating department updates and answers to submitted questions from staff. If you have any questions for the Admin Office, please submit them by 12:00pm on any given Tuesday at this Google Form link: https://forms.gle/bAs2g5ir2bJ7Azxy6. Answers will then be provided in the following Friday’s newsletter. If your question(s) does not receive an answer, it will be addressed in a future update.

3. If you have not yet heard, Diana Collins Puente has been appointed to the position of Director of Community Affairs, Student Development & Leadership. Her appointment became effective this week on Monday, November 9th. Diana will oversee and build teams to advance community affairs, guide student co-developed curricula and experiential learning, and provide mentoring and resources that advance student initiated projects. She will supervise the Assistant Director for Student Leadership and Government Affairs, and the Assistant Director for Student Development and Civic Engagement. Congratulations Diana!

4. Student Affairs continues to send weekly newsletters to all undergraduate and graduate students containing information and updates on events, announcements, and resources. The latest newsletter was forwarded to AS staff via a November 3rd email message. Departments continue to be invited to submit content by any given Wednesday at close of business in the SAWeekly Email Submissions folder. Please see the original email message for additional details.

5. If you are a FlexCard holder, you should be aware that you must re-certify your status annually by re-taking the FlexCard cardholder exam. However, the exam module is behind the UCSB firewall, and unless you are taking the exam from a campus computer, you must log on via a VPN from a remote work location computer. Please click on this link for campus IT VPN instructions: https://www.it.ucsb.edu/pulse-secure-campus-vpn/get-connected-vpn.

6. The Academic and Staff Assistance Program (ASAP) announced a new presentation in a November 9th email message titled “A Year Like No Other: Some Coping Skills to Adapt”. Scheduled for Wednesday, November 18th at 10:00am to 11:00am, the presentation will help attendees learn coping skills to rebuild personal and professional lives. RSVP on Shoreline at http://cglink.me/r881063 to receive the Zoom registration link.

7. If you encounter or suspect a student is in distress due to sexual harassment, sexual assault, or a related triggering event, please keep in mind that there are a number of campus resources that you can refer the student to as well as find reporting and policy information. A few of these are located within the following links: Campus Advocacy Resources and Education (CARE) http://wgse.sa.ucsb.edu/care/home Counseling & Psychological Services (CAPS) http://caps.sa.ucsb.edu/ Student Affairs Distressed Students http://www.sa.ucsb.edu/responding-to-distressed-students/welcome Student Affairs Mental Health Coordinators http://www.sa.ucsb.edu/responding-to-distressed-students/safety-net/coordinators Office of Title IX/Sexual Harassment Policy Compliance https://oeosh.ucsb.edu/titleix/ UCPD http://www.police.ucsb.edu/ Isla Vista Foot Patrol http://www.sbsheriff.org/ivfp.html

8. REMINDER: The curtailment proposal originally outlined by President Drake in an October 12th email message (found at this link: https://ucnet.universityofcalifornia.edu/news/2020/10/president-drake-begins-consultation-process-on-possible-expanded-curtailment-program.html) and updated with additional information on October 28th (found at this link: https://ucnet.universityofcalifornia.edu/news/2020/10/consultation-continues-on-possible-systemwide-curtailment-program.html), is still under review by UCOP. We will update you should we receive any additional information, but in the interim, please review the President’s messages if you have not already done so.

9. REMINDER: This Wednesday, November 11th (tomorrow) is a campus holiday in observance of Veteran’s Day.

10. REMINDER: Multi-Factor Authentication (MFA) to access UCPath goes into effect on December 3rd. Enrollment is required of all UC employees and your device for accessing UCPath. For more information and for device enrollment, please visit this link: it.ucsb.edu/mfa.

11. REMINDER: Open enrollment for UC benefits continues until 5:00pm on Tuesday, November 24th for UC employees. Please see your UCPath dashboard for more information or click on this link: UCnet Open Enrollment website .

12. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside). Please be sure to receive both your supervisor’s and Marisela’s approval prior to any onsite work.

November 4, 2020

With so much stress centered around elections lately, both locally and nationally, it is as important as ever to be aware of the support services offered by the campus as indicated below. Please don’t hesitate to take advantage of these resources for yourselves or for recommending to students. This week’s update follows:

1. Given the tumultuous nature of the current national election, Student Affairs distributed an email message on November 2nd to staff, and students on November 1st, containing links to a number of resources to help navigate emotions and provide support and community post-election. Please see the original message for details as well as this related resources link: 2020 Election Resources.

2. In addition to Student Affairs, the Academic and Staff Assistance Program (ASAP) announced in an email message on November 2nd that same day, confidential individual 30-minute therapy appointments from today through November 6th are available to support staff, faculty, and Post-doctoral scholars that may be feeling triggered, overwhelmed, or are in distress as a result of the election. Please see the message for details including appointment scheduling options.

3. The department will be holding a virtual Staff Meeting this Thursday at the usual time of 1:00pm to 3:00pm (PST). Zoom meeting access is via this link: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

4. Next Wednesday, November 11th, the campus will be closed in observance of Veteran’s Day. Please take advantage of this holiday closure for your self care.

5. As a follow-up to the request that Authorized Signers provide wet signatures, it is important to note that the redundancy of having these on file in addition to electronic versions, is a standard recognized business practice that provides protection to both the department and the signers in cases where proof of authorization comes under scrutiny by outside agencies, both on campus and off. Despite the inconvenience this may pose to some, the importance remains. AS Admin continues to try and minimize any inconveniences including offering to send a self-addressed stamped envelope upon request using this link: as.requisitions@ucsb.edu. Also, should any student encounter additional challenges in getting a signature form sent in, advisors are asked to please refer them to Anjum so she can work with them directly. Please use the link above to make this request as well. In addition, if any staff member is having difficulty with fulfilling requirements for authorized signatures including a hard copy wet signature, staff should reach out to their supervisor, or Marisela or Ed directly.

6. As you may recall, the University requested that all staff, faculty, and students who will be working, living, or learning on a UC campus during the 2020-21 flu season obtain an influenza vaccination by November 1st. While that date has now past, if you have received a vaccination, you can attest to that at the campus electronic health record portal at this link: Point N Click.

For faculty or staff members seeking an exemption or an accommodation, please log in here HR ServiceNow and submit a Medical Exemption/Accommodation Request. Students seeking the same can submit their requests here: UCSB Student Health Gateway.

7. The Vice Chancellor of Student Affairs, Margaret Klawunn, and the Vice Chancellor for Administrative Services, Garry Mac Pherson, distributed the 2020-2021 Annual Notification of UC Santa Barbara substance Abuse Policy and Implementing Guidelines via a November 1st email message. Please take time to familiarize yourself with this notification. The full related policy text can be found here: UC Santa Barbara Substance Abuse Policy and Implementing Guidelines.

8. If you, as a UCSB staff member, have a family member applying as a freshman to a UC campus this fall (for fall 2021 admission), you are invited to join a virtual application workshop hosted by the Office of Admissions on Monday, November 9th at 5:00pm. Please see the October 30th email message for more information. Registration is here: http://ow.ly/QB6V50C7urB.

9. REMINDER: Campus IT and ETS sent a reminder email message yesterday to enroll in Multi-Factor Authentication (MFA) to access UCPath. This is required of all UCSB employees and your device for accessing UCPath must be enrolled by December 3rd. For more information and for device enrollment, please visit it.ucsb.edu/mfa. Please also see the original email message.

10. REMINDER: Please be sure to forward any questions you have concerning the curtailment periods proposed in an October 12th email by President Drake to Marisela before the November 9th submission deadline. You can find the original message on UCnet here: https://ucnet.universityofcalifornia.edu/news/2020/10/president-drake-begins-consultation-process-on-possible-expanded-curtailment-program.html.

Additional details were added on October 28th by President Drake and can be found at this link: https://ucnet.universityofcalifornia.edu/news/2020/10/consultation-continues-on-possible-systemwide-curtailment-program.html.

11. REMINDER: Open enrollment for UC benefits is currently active now until 5:00pm on Tuesday, November 24th for UC employees. Informational webinars are continuing through November 23rd with registration available at this link: https://www.ucop.edu/ucpath-center/_files/mypath/oe/registration.pdf. Please see your UCPath dashboard for more information or click on this link: UCnet Open Enrollment website .

12. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps:

a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.

c) Wear face coverings while onsite (indoors or outside).

Please be sure to receive both your supervisor’s and Marisela’s approval prior to any onsite work.

October 27, 2020

As October ends and the holiday season rapidly approaches, please be sure to account for upcoming related closures as you manage your projects and meetings schedules. As always, but particularly with the current challenges of Fall quarter, please be sure to take some time to care for yourself. This week’s update follows:

1. With respect to a few questions raised at last week’s Staff Meeting, AS Admin has provided clarification on the following:

a) International students can sign the Authorized Signer sheet with a wet signature and scan and then email it back to this link: as.requisitions@ucsb.edu.
b) Students within the US who are having difficulty obtaining stamps and mailing the Authorized Signers form back to AS Admin can request a self-addressed stamped envelope at this link: as.requisitions@ucsb.edu.
c) Anjum or Cindy will be happy to attend any Advisors Meetings upon request to address and help troubleshoot any and all concerns regarding Admin process issues. Anjum will attend the November 2nd meeting. If you have specific questions before that meeting, please let Anjum and Cindy know so they can be addressed.
d) The Admin Office will be holding office hours posted twice a week for questions. An update on specific times will be provided next week. In addition, an online Q&A process is currently under development where Admin process questions can be submitted by any given Monday with answers posted by the following Friday. Again, details are still being worked out but the target is for additional details by next week.

2. If you or a student group you advise is looking to send a bulk email message to the campus student population, please follow this process:

a) Complete a Bulk Mailing Request for U-Mail that includes the final message draft. The form can be found here: form
b) Once a confirmation email is received, please forward the message to Ed and cc Marisela for department approval.
c) After Marisela provides approval, the approved request will be forwarded to the Vice Chancellor for Student Affairs (VCSA) office for review.
d) The VCSA office will complete their signature approval process and submit the request for distribution.

3. As the search process for the Director of Community Affairs continues, there are two open forums scheduled this week that you are encouraged to attend where you can ask questions of, or simply listen to, answers from the candidates. These are scheduled for:

Thursday, October 29th 10:30am – 11:30am
Friday, October 30th 10:30am – 11:30am

Please look for confirming messages this week from Lili containing the respective Zoom session links.

4. Daylight Saving Time ends this Sunday, November 1st at 2:00am, which is the time when clocks in most states “fall back” and gain an extra hour. Please set your clocks accordingly. Please also note that Arizona does not participate in this time change so Ed will be on a 7:00am to 4:00pm PST online schedule beginning next Monday, November 2nd.

5. Campus Human Resources announced in an October 23rd email message that President Drake approved a request to extend the temporary increase to the vacation accrual maximum for policy-covered (non-represented) staff. The extension now brings the effective timeframe through June 30, 2021, allowing policy-covered staff to receive up to an additional 12 months (instead of up to an additional four months) within which to take vacation leave in order to bring an employee’s vacation accrual below the maximum. Employees will continue to accrue vacation leave during this timeframe. This does not apply to represented employees. Please see the email message for additional details.

6. The 2020-21 AS Legal Code is now available on the Governing Documents page of the AS website as a PDF (at this link: https://www.as.ucsb.edu/documents/governing-documents/). Please take time to review the document and invite students to read it as well and identify any areas of questions, forwarding them to Marisela and Holly.

7. Student Affairs, in conjunction with Student Health, announced in an email message today the the University is offering asymptomatic COVID-19 testing at no charge to all UCSB Students who are living in Isla Vista or near the campus starting today, October 27th through Friday, October 30th from 8:30am to 4:30pm. Locations include Loma Pelona and Calaveras. Appointments are required. All staff are asked to help forward this information to students. Please see the email message for additional details.

8. As a reminder, particularly given the variety of issues and stresses that this Fall quarter is producing, there are a number of mental health resources and policy references that can be utilized to help manage challenges that both staff and students may be experiencing. The following are a few resource links:

Counseling & Psychological Services (CAPS); website: https://caps.sa.ucsb.edu/

– Crisis Assistance: https://caps.sa.ucsb.edu/resources/crisis-assistance
– Interpersonal Violence and Sexual Assault: https://caps.sa.ucsb.edu/resources/interpersonal-violence
– Meditation: https://caps.sa.ucsb.edu/resources/relaxation-resources
– Mental Health Peer Program: http://www.ucsbmhp.com/
– Short-term Counseling: https://caps.sa.ucsb.edu/services/short-term-counseling
– Long-term Counseling: https://caps.sa.ucsb.edu/services/long-term-counseling/community-referral

Health & Wellness; website: https://wellness.sa.ucsb.edu/

– Health Topics (including Psychology, Stress Reduction, and others): https://wellness.sa.ucsb.edu/health-topics
– Health & Wellness Events Calendar: https://wellness.sa.ucsb.edu/calendar

Student Affairs Distressed Students; website: http://www.sa.ucsb.edu/responding-to-distressed-students/welcome
– Mental Health Coordinators: http://www.sa.ucsb.edu/responding-to-distressed-students/safety-net/coordinators

Student Affairs Student Conduct Code: http://www.sa.ucsb.edu/docs/default-source/default-document-library/conduct-code-fall-2020_final.pdf?sfvrsn=fada724f_0

UCSB Office of Student Conduct; website: https://studentconduct.sa.ucsb.edu/

Academic & Staff Assistance Program (ASAP); website: https://www.hr.ucsb.edu/asap/crisis

– Resources: https://www.hr.ucsb.edu/asap/resources

9. REMINDER: Per the email message from President Drake sent to staff on October 16th concerning proposed curtailment periods (i.e. leave periods), please discuss any questions/comments first with direct supervisors. If you would like to then add these to the department’s questions list, then please forward them to Marisela prior to the requested November 9th deadline. The original October 12th message is posted on UCnet here: https://ucnet.universityofcalifornia.edu/news/2020/10/president-drake-begins-consultation-process-on-possible-expanded-curtailment-program.html.

10. REMINDER: Open enrollment for UC benefits will begin at 8:00am this Thursday, October 29th through 5:00pm on Tuesday, November 24th for UC employees. UCPath will host open enrollment information webinars on the following dates:

October 27th
November 5th
November 10th
November 17th
November 19th
November 23rd

The webinars will be recorded if you cannot attend any of these dates. To attend live, registration is required via this link: https://www.ucop.edu/ucpath-center/_files/mypath/oe/registration.pdf. Please see your UCPath dashboard for more information.

11. REMINDER: The campus will close down on-campus overnight visitor parking beginning this Friday, October 30th through Sunday, November 1st to help mitigate potential Halloween gatherings. Related details can be found at: http://www.tps.ucsb.edu/news/halloween-parking-restrictions-permit-information.

12. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps:

a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.

c) Wear face coverings while onsite (indoors or outside).

Please be sure to receive both your supervisor’s and Marisela’s approval prior to any onsite work.

October 20, 2020

The Chancellor released a new update message via email on October 15th primarily focused on the current COVID-19 testing recommendations and requirements for the campus. The message has been segmented into three separate memos/categories that can be found at the following links:

Recommended Faculty, Staff, and Research Community Testing Program:https://chancellor.ucsb.edu/memos/2020-10-15-recommended-covid-19-asymptomatic-campus-testing-program-faculty-staff-and

Required Undergraduate Student Testing Program: https://chancellor.ucsb.edu/memos/2020-10-15-required-covid-19-asymptomatic-undergraduate-student-testing-program

If you have not already done so, please review these memos. It is important to note that weekly testing is a requirement for any student staff that you supervise. Instructions for how to do so are included in that respective memo. Please also keep in mind that you are not required to, nor should you ask for, any proof of testing or other medical information. Until further information from the campus or the division, please have your student staff follow the memo testing guidelines.

In addition, if you are in need of arranging for any ‘one-off’ campus visits for a vendor or other needed visitor, please inform Marisela first and in advance of this need including the name of the visitor and purpose of the visit as she will need to coordinate approval with the Division.

2. President Drake announced in an October 16th email message that consideration is underway to implement a new systemwide program to expand existing curtailment periods (i.e. leave periods) to achieve operational and salary savings. While no final decisions have been made yet, consultation is underway and AS will be submitting questions/comments before the requested November 9th deadline. As you likely noticed, the message leaves a lot unanswered and as a result, Marisela will be collecting those related questions. We will plan on discussing the message at this week’s scheduled Staff Meeting. In addition, and in coordination with your supervisor, we will need to confirm/define department operations that can’t be curtailed due to their health and/or safety contributions to student well-being.

3. The Community Financial Fund’s (CFF) Fall workshop signups for undergraduate students is taking place this Thursday the 22nd at 8:00pm on the CFF website at: https://cff.as.ucsb.edu/. Please see Kelsey’s related message on the Slack ‘General’ channel for more details.

4. UCPath announced that open enrollment for UC benefits will begin at 8:00am on October 29th through 5:00pm on November 24th for UC employees. UCPath will host open enrollment webinars on October 27th, November 5th, November 10th, November 17th, November 19th, and November 23rd. Registration is required via this link: https://www.ucop.edu/ucpath-center/_files/mypath/oe/registration.pdf. Webinars will also be recorded. Please see the UCPath portal for more details.

5. In an October 14th email message, campus Information/Technology Services announced that beginning December 3rd, all current and past UCSB employees (including students) will need Multi-factor Authentication (MFA) to access UCPath. MFA town halls will be held over the next six weeks to explain MFA enrollment and to answer questions., with the first of these occurring this Thursday, October 22nd from 3:30pm – 4:00pm. Additional webinar information can be found at: www.it.ucsb.edu/learn-more/mfa-town-hall-schedule. Please also see the original email message for more details.

6. After a recent COVID-19 related suspension, the UCPath Center announced this morning that benefit dis-enrollments will resume for employees with past due benefits charges beginning with notifications on November 1st. For employees with unpaid benefits billing balances, if payment is not received for all unpaid amounts by December 1, 2020, the charges will be considered delinquent and UCPath will notify employees that they will be dis-enrolled. Employees may request a payment plan of up to six months by contacting UCPath.

7. Voter registration may have passed but for all of you who did register (including your voter-registered students) please remember to vote by November 3rd.

8. REMINDER: We are scheduled for a virtual Staff Meeting this Thursday at the usual time of 1:00pm to 3:00pm. The Zoom meeting link is here: https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

9. REMINDER: Please review and update all of your areas that are listed under the ‘Fall Status’ webpage on the AS website (https://www.as.ucsb.edu/covid-19-status-updates/). As was mentioned last week, a number of the posted areas are out of date and need immediate attention.

10. REMINDER: To mitigate potential Halloween crowds, the campus will close down overnight visitor parking on campus Friday, October 30th through Sunday, November 1st. For more details, visit the campus Halloween Information website at: http://www.tps.ucsb.edu/news/halloween-parking-restrictions-permit-information.

11. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps:
a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.
b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n.
c) Wear face coverings while onsite (indoors or outside).Please be sure to receive both your supervisor’s and Marisela’s approval prior to any onsite work.

October 13, 2020

Hope Fall Quarter is going well for everyone. As was mentioned last week, please keep in mind that these updates are primarily meant as helpful summaries of previous internal and external messaging, which often include references and/or links to the original messaging. We encourage you to always refer back to these, particularly if you have not yet read the original messages, as the updates are not meant to be comprehensive. This week’s update follows:

1. The deadline to register to vote is next Monday, October 19th. Please feel free to provide the following information to students who may need guidance on how to register:

If you are eligible to vote and/or have changed addresses since March 2020, register or re-register to vote here: https://castudentvote.org. For out of state: https://studentvote.org/.

2. Now that Fall Quarter is fully under way, please be sure to review and update any of your areas that are listed under the ‘Fall Status’ webpage on the AS website (https://www.as.ucsb.edu/covid-19-status-updates/). A number of the posted areas are already out of date and need immediate attention.

3. UCPath will be offline beginning at 10pm on Wednesday, December 9th until 6am on Monday, December 14th 2020. UCPath will be shifting its hosting platform from Oracle to Amazon Web Services for an improved end-user experience and better system performance for critical UCPath areas. During this time, neither employees nor transactional users will have access to the system. With this advance notice, please plan your personal and/or work system access needs accordingly.

4. As you may recall, campus Human Resources announced that a new performance evaluation form and process for non-represented staff would be rolled out for next year’s evaluation period (FY2020-2021). In an October 8th email message, campus Human Resources has provided an additional update that includes the following:

– The new form is now posted on the Human Resources website (Human Resources website). The form includes a new section to record goal setting accomplishments. Between now and March 2021, goal setting and coaching conversations are encouraged.

– The due date for performance evaluations for policy-covered (non-represented) staff will be March 31st of each year.

– On April 1, 2021, paper forms will be replaced with ePerformance, an interactive web-based performance feedback process that is a module in UCPath.

Campus Human Resources is scheduling informational kickoff sessions in January 2021. Session updates will be forthcoming. The UCSB ePerformance webpage will be maintained with the most up-to-date information in advance of the January 2021 informational sessions. Please also see the original email message for additional details.

5. The Vice Chancellor announced in an October 9th email message that the Division has compiled disclosures and other notifications required by the Higher Education Opportunity Act (HEOA) and posted them at: http://www.sa.ucsb.edu/policies/required-notifications. The HEOA of 2008 requires that postsecondary institutions participating in federal student aid programs make certain disclosures to students and the campus community about policies and procedures related to academic programs, costs and financial aid, safety and security, etc. The Vice Chancellor’s office is distributing this information to all students individually by email and encourages all staff to familiarize themselves with the information. Please see the Vice Chancellor’s email message for additional details.

6. It was announced in an October 12th email message that a new PDF accessibility training resource has been produced that significantly helps the University meet federal and state requirements that all documents produced by system campuses be accessible to all users. The resource can be found here: Word-to-PDF and PDF Accessibility Guide. Please see the original email message for more details.

7. Despite COVID-19 impacts, campus Administrative Services will be proactively addressing potential Halloween gatherings by closing down overnight visitor parking on campus Friday, October 30th through Sunday, November 1st. Please see the related October 10th email for more details or visit the campus Halloween Information website at: http://www.tps.ucsb.edu/news/halloween-parking-restrictions-permit-information.

8. In an October 7th email message, the Division confirmed that the California Department of Social Services (CDSS) is now administering Disaster Cal-Fresh (D-CalFresh) benefits for a number of California counties. These temporary benefits provide 30 days of Electronic Benefit Transfer (EBT) food benefits to eligible individuals and/or families that have been impacted by recent disasters. Any students and their families (who qualify) in the following counties can submit applications during the corresponding dates:

> October 14th – October 22nd: Lake, Monterey, Napa, San Mateo, Santa Cruz, Solano, Sonoma, Yolo
> October 21st – October 29th: Butte

Please see the original email message for more information or access D-CalFresh here.

9. REMINDER: Per an October 5th campus email message reminder, please continue to take care to ensure personal political activities do not utilize University resources as the University may not endorse/oppose (or contribute to) political candidates, nor may University resources be used for campaign purpose in connection with ballot propositions. Please see the original email message for details and related document links.

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps:

a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.

c) Wear face coverings while onsite (indoors or outside).

Please be sure to receive both your supervisor’s and Marisela’s approval prior to any onsite work.

October 6, 2020

Welcome to Fall Quarter! Hope everyone is experiencing a smooth start despite the unique circumstances. As a reminder, please feel free to offer feedback on whether you think this new Update format is a helpful change or not. Also, please keep in mind that these updates are primarily meant as helpful summaries of previous internal and external messaging, which often include references and/or links to the original messaging. We encourage you to always refer back to these, particularly if you have not yet read the original messages, as the updates are not meant to be comprehensive. This week’s update follows:

1. Per Marisela’s email message last Friday, this week’s Staff meeting has been cancelled to allow for additional time to address work challenges that may arise during this first week of the new quarter and to complete our evaluation process. Please feel free to reach out to your supervisors with any topics you would like placed on the next Staff meeting agenda.

2. We are happy to announce that two new AS appointments have been approved and completed. As of October 5th, Phil Pinedo has started his appointment as the Assistant Director of Business Services. In his new role, Phil will oversee all of the AS Business Services including AS Publications, AS Bike Shop, AS Food Bank, AS Recycling and Department of Public Worms (DPW), AS Cashiers and Ticket Office, and new services as needed. Kelsey Thibdeau will begin her new appointment on Monday, October 12th as the Community Financial Fund Advisor. As you may recall, Kelsey previously worked with us in a limited appointment capacity coordinating the same position responsibilities, and we are excited to have her back as a career staff member. Welcome to both Phil and Kelsey!

3. In an October 5th email message, the campus announced that newly revised Campus Regulations are now completed and available for reference. This was a multi-year effort with input from numerous stakeholders across the UCSB campus including from Marisela. The Campus Regulations govern a swath of campus activities including speech, posting, use of facilities, etc. – all pertinent to campus staff and faculty – in addition to student government and campus organization activities. Please review the documents which can be found at this link: https://www.sa.ucsb.edu/regulations/home.

4. UCPath announced that effective September 28th, employees now have the ability to submit an update request for their Date of Birth using UCPath Online. Previous to this, employees needed to work directly with their campus location to submit such a request. Please refer to the related training simulation on the UCPath Help site at this link: Update My Date of Birth.

5. A reminder as we enter voting season, an email message from the campus was sent out on October 5th that there are legal and policy restrictions on UC involvement in political campaign activities based on the status of the University as a tax-exempt 501(c)(3) organization and as a state entity. In essence, the University may not endorse/oppose (or contribute to) political candidates, nor may University resources be used for campaign purposes in connection with ballot propositions. This, of course, does not restrict any member of the campus community from exercising their right to engage in personal political activity, it is just a reminder to take care to ensure personal political activities do not utilize University resources. Please see the original email message for details and related document links.

6. Campus DocuSign Administration announced in an October 1st email message that several new DocuSign features and enhancements have been enabled as of October 1st. In addition, a DocuSign open forum will be held on Wednesday, October 22nd at 1:30pm to answer questions about these new settings. Zoom invitation details can be found here: DocuSign Open Forum on October 22nd. Please see the original email for the new settings details.

7. In a September 30th email message, the campus Chief Information Security Officer, Sam Horowitz, announced that October is National Cyber Security Awareness Month. The UC’s System-wide Security Awareness Team has created over two dozen remote events throughout the month to help create cybersecurity awareness. Additional details can be found here: NCSAM 2020 Events page.

8. REMINDER/CLARIFICATION: As you may recall, on August 7th, the University issued a system-wide executive order requiring all members of the UC community to receive an influenza (flu) immunization before November 1st, 2020. The executive order can be found on UCnet at this link: mandatory. However, there is a process for requesting a medical exemption/accommodation to this policy. For faculty or staff members, a Medical Exemption/Accommodation Request can be submitted to the campus ServiceNow site at this link:HR ServiceNow. Students can submit a similar request using the patient portal at UCSB Student Health Gateway and can view the related policy at UC Immunization Exemption Policy. In addition, questions about the vaccination mandate can be directed to the Division via this email: FluVaccination2020@sa.ucsb.edu. Lastly, there remain open questions and concerns regarding the executive order that are in process for being answered/resolved. Any new information will be forwarded.

9. REMINDER: Per last week’s announcement, the campus has developed a COVID-19 prevention plan that should be reviewed by all staff at this link: https://ucsb.box.com/s/yso3h5h04oy0a0fsshrl17me6c4tty3s. There is also a related Worksite Specific Safety Plan (WSSP) template that will eventually need to be completed and approved once additional instructions are sent. The template can be viewed at: https://ucsb.box.com/s/jehctvgxo28owgx2xr7icofiov0stoe6.

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps: a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. b) Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. After receiving the survey link, complete and then receive a ‘cleared’ or ‘not-cleared’ response before leaving home. Register at https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. c) Wear face coverings while onsite (indoors or outside).

Please be sure to receive both your supervisor’s and Marisela’s approval prior to any onsite work.

September 29, 2020

Campus Enterprise Technology Services sent a recent reminder that the campus network will be offline tomorrow, Wednesday, September 30th for core maintenance. Fortunately, the outage is scheduled from 12:01am to 6:30am that morning, but please be aware in case you are an early riser trying to get a jump on the work day.

2. The campus announced in a September 29th email message that the campus has developed a COVID-19 prevention plan that can be found at this link: https://ucsb.box.com/s/yso3h5h04oy0a0fsshrl17me6c4tty3s. The plan provides general guidance and mitigation strategies that should be reviewed by all staff. In conjunction with this, a Worksite Specific Safety Plan (WSSP) template was created to assist departments with development of their specific work location work plan to ensure compliance with their own re-opening. Related instructions for completion and approval will be shared in a future message. The WSSP template can be viewed at this link: https://ucsb.box.com/s/jehctvgxo28owgx2xr7icofiov0stoe6.

3. Student Affairs sent a reminder email message to the Division on September 25th regarding the 2020 Census. For students who are in the area for Fall Quarter, please encourage them to fill out the census. Federal funding ($2,000 per person per year) for numerous important programs that directly benefit the UCSB community depend on the 2020 Census counts for the next 10 years. Even if students are home, the Census Bureau wants to count them where they go to college, either where they are now or where they were pre-COVID 19.

4. The Work Study Unit in the Office of Financial Aid & Scholarships announced an update to Work Study funding in a September 25th email message. In essence, there will be a temporary increase to the split percentage for 2020-21 on-campus Work Study positions to help campus partners hire and retain participating employees. The split percentage increase moves from a 60-40 split to an 80-20 split. This means that Work Study funds will cover 80% of a student’s earnings up to their full eligibility. On campus employers will only pay 30% of a student’s gross earnings (20% department share + 10% admin fee) for the 2020-21 academic year.

5. Last week’s Divisional meeting was recorded and is now available online for anyone unable to attend at https://vimeo.com/461522429/71d1c8fd8d. A PDF of the meeting slides was attached to a related email message from Miles Ashlock on September 24th should you be interested in viewing them separately.

6. As a follow-up on the recent submission to the Division concerning department staff essential to on-campus work needs, the requested list has been forwarded to Miles (our division’s Chief of Staff) and we have not received any feedback yet.

An associated issue is that all those who are hired as staff and are either working remotely or intermittently are expected to make arrangements regarding managing campus mail needs with their direct supervisor. In other words, all correspondence that comes to the campus on our behalf still needs to be addressed timely.

7. CORRECTION: It was reported last week that face mask distributions were continuing at the IV Food Co-op, however, the address indicated was incorrect. The correct address is 6575 Seville Road.

8. REMINDER: New Student Convocation is being held TODAY, Tuesday September 29th from 3pm to 4pm. The virtual ceremony will be live-streamed at http://www.sa.ucsb.edu/convocation/welcome. Please take the time to listen and encourage all career and student staff to join as well.

9. REMINDER: A free flu vaccination clinic for staff and students will be available on campus outside the Rec Center beginning this Wednesday, September 30th from 9am to 5pm. Registration and appointments will be available at https://t.e2ma.net/click/zcty3d/vlhcsn/n7sdjv. Beginning November 1st, flu vaccinations are mandatory for all students, faculty, and staff living, working or learning at a UC campus during the 2020-21 flu season. Vaccination days include:

• Wednesday, September 30
• Thursday, October 1
• Friday, October 2
• Monday, October 5
• Tuesday, October 6
• Wednesday, October 7

10. REMINDER: All UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to complete the three following steps:

a) Pass an on-line training course through the UC Learning Center titled “COVID-19 Returning to Work Training”.

c) Wear face coverings while onsite (indoors or outside).

Please be sure to receive both your supervisor’s and Marisela’s approval prior to any onsite work.

September 22, 2020

Today, September 22nd, is National Voter Registration Day. The deadline to register is October 19th and can be completed online at RegisterToVote.ca.gov or at SBCVote.com. Detailed information has been posted on the AS Facebook, Twitter, and Instagram sites. Please distribute this information widely in your respective areas.

2. The Pardall Center is currently closed and will not be distributing face masks and thermometers until further notice. However, mask distributions will continue in Isla Vista at the Isla Vista Food Co-op (9576 Seville Road), Isla Vista Neighborhood Clinic (970 Embarcadero del Mar), and AmeriCorps Santa Barbara (976 Embarcadero del Mar).

3. The AS Food Bank is currently closed through Friday, September 25th in order to prepare for the start to Fall quarter.

4. The campus announced in a September 18th email message that a free flu vaccination clinic for staff and students will be available on campus outside the Rec Center during select weekdays beginning Wednesday, September 30th through Wednesday, October 7th, from 9am to 5pm. Registration and appointments will be available at COVID-19 information homepage. Beginning November 1st, flu vaccinations are mandatory for all students, faculty, and staff living, working or learning at a UC campus during the 2020-21 flu season.

5. In a September 21st email message, campus Human Resources confirmed that a previously announced temporary change in the UC’s Absence from Work Policy to allow eligible policy-covered staff to use their accrued sick leave if they are unable to work or telework because their children are not able to physically attend their school or place of care due to COVD-19 precautions has now been extended to a number of bargaining units. For staff, these units include CX, EX, HX, NX, RX, SX, TX. Details of the policy change are posted on UCnet at https://ucnet.universityofcalifornia.edu/news/2020/07/eligible-staff-may-now-use-accrued-sick-leave-for-child-care-reasons-due-to-covid-19.html.

6. Chancellor Yang announced in a September 17th email message that this year’s new student convocation will be a virtual event scheduled for Tuesday, September 29th from 3pm – 4pm. The ceremony will be live-streamed at http://www.sa.ucsb.edu/convocation/welcome. You can view the Chancellor’s full message at https://chancellor.ucsb.edu/memos/2020-09-17-virtual-new-student-convocation-september-29-2020.

7. REMINDER: Per last week’s update, to mitigate COVID-19 impacts, all UCSB employees who work onsite, whether with a regular schedule or for periodic or one-time visits, are required to do the following: – Pass an online training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. – Register for and complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. Register at this link: https://ucsb.co1.qualtrics.com/jfe/form/SV_blKUu3tXTGswQ1n. Once enrolled, employees will receive an automatically generated email message containing a survey link that they must complete and then receive a cleared or not-cleared response before leaving home for onsite work. These messages will be sent daily regardless of whether an employee is scheduled for onsite work and the survey link will be valid only for that 24 hour period. – Wear face coverings while onsite (indoors or outside). You can view the related September 11th email message from campus containing details here: https://www.hr.ucsb.edu/news/announcing-campus-measures-mitigate-covid-19-including-daily-screening-survey. All onsite work visits must first be discussed/approved by a staff member’s direct supervisor and then approved by Marisela (via email message and reply) prior to the onsite visit.

8. REMINDER: Starting September 27th, Zoom will require all meetings to have a passcode or a waiting room. This also applies to any meetings created before this date, such as recurring meetings. A related email message from campus ETS with details was sent on September 17th.

9. REMINDER: Student Affairs will hold an all-staff Divisional webinar this Thursday, September 24th from 10:00am – 11:00am. All department staff are required to attend. A Zoom invite from the division was sent on Thursday, September 3rd. You can also join via this link: https://ucsb.zoom.us/j/94166788276?pwd=OHFUcHV5L2QzZXJROU52WHQvOFBtdz09; Webinar ID: 941 6678 8276, Passcode: 832972.

10. REMINDER: The department is scheduled for a virtual Staff Meeting this Thursday from 1pm to 3pm. The Zoom meeting link is https://ucsb.zoom.us/j/625014226?pwd=bXJtck5rS08yc1oxY2srU0dlZDJRZz09.

September 15, 2020

Last Friday, September 11th, the campus announced updated measures to mitigate COVID-19 impacts to all UCSB employees who are required to work onsite. While the message contains further details, the following summary outlines the measures that are required of all employees working onsite, regardless of whether the employee is onsite full-time or enters campus periodically:

– All employees working onsite (including UCSB-controlled properties such as the Pardall Center) will be required to pass an online training course through the UC Learning Center titled “COVID-19 Returning to Work Training”. Everyone who is currently working on campus should be receiving a link to the 20-minute course and should complete it within one week of receiving the link message. Regardless of whether you receive a link message, all employees currently working remotely should complete the training as soon as possible and prior to any additional campus visits.

– All individuals on the UCSB campus and UCSB-controlled properties are required to wear face coverings (indoors or outside).

– All employees working onsite are required to complete a daily COVID-19 screening survey prior to leaving home to report to work onsite. This includes employees who have received approval to make periodic visits to campus.The survey can be completed by an email link or phone service (see the campus announcement message for details) and the process takes less than one minute. After completion, the employee and their supervisor will receive an email response either clearing them to be onsite or not clearing access. Please see the campus announcement message for further details on how to receive clearance for a “not cleared” response.

To confirm, the above requirements are effective immediately and must be complied with by Associated Students. This applies to all department staff, both career and students whether on campus in AS facilities or other campus-controlled buildings. The requirements apply to any staff campus visits, whether onsite for regularly scheduled work or for periodic or one-time visits. To clarify, the campus announcement does not mean all staff are required to return to campus for work. Most campus staff will continue to work remotely.

In addition to the campus mitigation message, campus Environmental Health & Safety (EH&S) maintains an extensive COVID-19 information webpage that all staff should familiarize themselves with and is located at this link: https://www.ehs.ucsb.edu/ehp/covid-19.

As a reminder, ANY staff visits to campus, whether for regular onsite work or intermittent/one-time visits must be shared with and approved by direct supervisors and then receive approval from Marisela. This process was first outlined in a previous Internal Ops Update message from last March and now includes the following:

– Any career or student staff member requiring a regular onsite work schedule should first discuss with and submit to their direct supervisor an updated UCSB Temporary Remote Work Agreement (Word template link found here: https://www.hr.ucsb.edu/employment/hiring/telecommute-remote-work) incorporating their full work schedule including days/hours onsite. Supervisors then approve/sign and forward the completed form to Marisela for her review and approval.

– Any periodic or one-time onsite visits must first be discussed/approved by a staff member’s direct supervisor and then approved by Marisela (via email message and reply) prior to the onsite visit.

There remains a few unanswered questions including how these requirements or something similar applies to students in general, visitors/general public, and volunteers. However, there has been a recent example of unauthorized students present on campus who were directed to leave (they were not wearing masks either). So, it appears that campus visitors and students can/will be approached for their authorization or if they are not following protocols. As a related precaution, please remind your student groups of the restrictions and protocols even though we don’t have full clarity yet. We will provide an update as soon as we have more information. Until then, some services, such as mask and thermometer distributions have been put on hold. Should any additional related questions come up, please send them to Marisela and Ed.

2. The Santa Barbara County Public Health Department and Santa Barbara County Air Pollution Control District issued an Air Quality Warning for Santa Barbara County yesterday. Smoke from state wildfires is affecting local air quality and conditions may continue over the next few days. Current and forecasted air quality can be found at https://www.airnow.gov/ and enter your zip code. Other related up to date information can be found at: https://www.countyofsb.org/phd
https://www.ourair.org
https://www.ehs.ucsb.edu/ih/protection-wildfire-smoke

3. Student Affairs announced that a new interim director for the MultiCultural Center (MCC) has been selected to fill in for the recently retired previous director, Zaveeni Kahn-Marcus. While recruitment for a permanent director is underway, Aaron Jones has stepped in to fill the director responsibilities effective immediately. As many of you know, before becoming the Director of the Educational Opportunity Program (EOP), Aaron served as the Assistant Director for Community Affairs, Civic Engagement & Advocacy with Associated Students. You can view details in the email announcement sent on September 10th.

4. In a Thursday, September 10th email message, Chancellor Yang reaffirmed UCSB’s commitment to preventing sexual violence and sexual harassment, and to reinforce the campus and systemwide policy and procedure. This includes a revised policy version and systemwide response frameworks that became effective August 14th, 2020. You can view the full message at the following link which includes links to the policy revisions and related FAQ’s: https://chancellor.ucsb.edu/memos/2020-09-10-reaffirmation-uc-santa-barbara-policy-sexual-violence-and-sexual-harassment.

5. Last week it was announced that UCPath will resume health benefit de-enrollments for any employees with unpaid benefit billing invoices. It has since been announced that benefit de-enrollments have been postponed due to a large number of employees faced with past due balances. UCPath leadership will provide an update when there is a decision to resume billing collections notices for outstanding balances.

6. In a September 11th email message, the Campus Policy Officer and Records Coordinator, Jennifer Lofthus, announced that the UC Electronic Records Committee will be hosting an Electronic Records Management webinar on Thursday, October 1st at 10:00am. The hour-long panelist discussion will provide information on related management, archiving, security, and tools. Details and a registration link can be found in the email message.

7. Student Affairs announced in a Monday, September 14th email message that the Peer Education Network (PEN) is offering online “peer educators” training to students across the division beginning Monday, September 21st through Friday, September 25th. Please encourage all AS student staff you may supervise to attend and please see the email message for program and registration details.

8. REMINDER: Student Affairs will hold an all-staff Divisional webinar on Thursday, September 24th from 10:00am – 11:00am to discuss updates in response to Chancellor Yang’s previous fall quarter message. You all should have received a Zoom invite from the division on Thursday, September 3rd.

9. REMINDER: per Sean’s Slack message last Tuesday the 8th on the Staff channel, starting September 27th, Zoom will require all meetings to have a passcode or a waiting room. This also applies to any meetings created before this date, such as recurring meetings. Please see Sean’s message for further details.

10. REMINDER: Facilities Management and EH&S will be conducting annual fire alarms tests and emergency evacuation exercises across campus. With AS Main/Admin and the UCen scheduled for today, September 15th for a test between 1pm – 4pm; the Bike Shop and Annex are scheduled for Wednesday, September 16th between 7:30am – noon; and Storke Tower is schedule for Wednesday, September 16th between 1pm – 4pm.

September 8, 2020

Given the short and busy work week, this Thursday’s Staff meeting has been cancelled. We will reconvene as scheduled in two weeks on Thursday, September 24th at 1:00pm.

2. Also on Thursday, September 24th, Student Affairs will hold an all-staff Divisional webinar from 10:00am – 11:00am to discuss updates in response to Chancellor Yang’s previous fall quarter message. You all should have received a Zoom invite from the division last Thursday, September 3rd..

3. Facilities Management and EH&S will soon be conducting annual fire alarms tests and emergency evacuation exercises across campus. The test schedule, which begins next Monday, September 14th and runs through Friday, September 18th, was provided in a September 3rd email message. Please refer to this for details since if you are on campus during the tests, building evacuations are mandatory. Of particular note, AS Main/Admin and the UCen are scheduled for Tuesday, September 15th for a test between 1pm – 4pm; the Bike Shop and Annex are scheduled for Wednesday, September 16th between 7:30am – noon; and Storke Tower is schedule for Wednesday, September 16th between 1pm – 4pm. Please see the email message for any other building test schedules.

4. Beginning October 1st, UCPath will resume health benefit de-enrollments for any employees with unpaid benefit billing invoices (this was previously suspended due to COVID-19). Impacted employees will be mailed a letter about the collection of their past due benefit billing invoices. These mailings started on August 31st and should provide details for resolving.

5. UCSB Mail Services announced in an email message this morning that they will continue not making on-campus deliveries of US Mail, Intra-Campus Mail and packages to UCSB departments for the entirety of Fall Quarter. As is the current process, each department is asked to send a representative to UCSB Mail Services daily, or every 2-3 days, to collect mail and packages. Please see the email message for further details.

6. Per Sean’s Slack message on the Staff channel this morning, starting September 27th, Zoom will require all meetings to have a passcode or a waiting room. This also applies to any meetings created before this date, such as recurring meetings. Please see Sean’s message for further details.

7. Should there be any plans to hire students for on-campus or virtual positions this fall, Career Services will be holding a virtual On-Campus Job Fair from 10am to 12:30pm on Tuesday, September 29th. Registration for UCSB departments is free and can be completed through Tuesday, September 15th. Please see the related email message from September 2nd or visit the Career Services website for more details.

8. REMINDER: as previously mentioned, the UCPath Center is experiencing a very high case load volume that is beyond their current capacity to address in a reasonable amount of time. This will likely continue for some time so please remember that if you need to submit a case, you will likely experience an extended response time. Also, the UCPath Center asks that you submit a case only if absolutely necessary and to first look to their self service information.

9. REMINDER: regarding check/payment status or related questions for submitted AS Requisitions, please send your inquiries to requisitions@as.ucsb.edu as this will ensure your message reaches the appropriate person in AS Admin rather than inquiring to any individual email address.

10. REMINDER: as has been requested the last few weeks, if you have not already submitted, please be sure to provide your supervisor with a completed Self-Assessment as soon as possible (forms are located at: https://www.hr.ucsb.edu/current-employees/managing-my-performance/performance-evaluations). The self-assessment submissions should also include follow-up dialogue and decisions with your supervisor. Supervisors – please be sure to set evaluation dates for any staff not yet scheduled.

A key part of both the self-assessment and evaluation focuses on UC Core Competencies. It is important that you understand these as a first step to completing either related document. You can find the UC Core Competencies at this link: https://www.hr.ucsb.edu/managers-supervisors/performance-management/uc-core-competencies.

In addition, UCSB Human Resources offers a lot of helpful information regarding evaluations. In addition to documentation, Campus HR offers a Learning Center course, Overview of the Performance Management Process. Whether you are new to the campus evaluation process or simply could use a refresher, you can find a summary of the course at this link including instructions for signing up: https://www.hr.ucsb.edu/training/hr-training/performance-management-program. Also, the current evaluation process information and documents as outlined for Managers/Supervisors can be found at this link: https://www.hr.ucsb.edu/managers-supervisors/policy-covered-staff-info-fy-2019-20-and-earlier.

September 1, 2020

As Chancellor Yang outlined in an update message last Friday, and as was internally clarified in an email from Marisela and Ed yesterday, undergraduate courses this fall quarter have been moved back to remote instruction. In addition, undergraduate student housing will be limited to only those students with special circumstances. The full update from the chancellor can be found here: https://chancellor.ucsb.edu/memos/2020-08-28-covid-19-update-fall-instruction-and-campus-housing.

As was stated in yesterday’s message, campus staff are being asked to continue their remote work, and the department will continue with internal operations as they are currently established/modified. This will remain until further notice, and likely through the end of the calendar year, including for those services that have been identified as essential.

If any of you foresee a need to address changes to your individual work area, or if there are any expected or planned changes to your own work load as a result of this continuation, please discuss these with your supervisor.

2. Cindy and Anjum have scheduled an Authorized Signers workshop for any students who need to be trained for this Wednesday, September 2nd at 1:00pm. The training is via Zoom and can be joined at this link: https://ucsb.zoom.us/j/96441639712?pwd=NXNqcmJQL3ZySFpRcGg0dHlrR09QUT09.

3. As mentioned in last week’s staff meeting, the UCPath Center is experiencing a very high case load volume that is beyond their current capacity to address in a reasonable amount of time, and now have a backlog issue. While the UCPath Center is developing a plan to resolve this issue, please be aware that if you need to submit a case, you will likely experience an extended response time. Also, the UCPath Center asks that you submit a case only if absolutely necessary and to first look to their self service information.

4. Also mentioned at last week’s staff meeting, campus Human Resources warned that an unauthorized survey is being sent from an outside market research firm asking for opinions on the UC Flu Vaccine requirement. Please do not respond to this survey as it is unauthorized and there are no assurances as to how response data will be used including with respect to privacy and security.

5. The Division announced yesterday that Miles Ashlock will begin as the Chief of Staff in the Office of the Vice Chancellor for Student Affairs, effective today, September 1st. Miles was previously the Assistant Dean and Director of the Office of Student Life, and takes over the Chief of Staff position from Deb Karoff who recently retired.

6. UCSB has activated a “COVID-19 Call Center” to assist students, staff and faculty to obtain answers for their questions related to COVID-19 health issues and other campus changes that have resulted from the COVID-19 pandemic. Operational hours are weekdays 8:00am to 4:00pm. Contact can be made by phone at (805) 893-3113 or by email at ucsb-covid19@ucsb.edu.

7. In anticipation of the upcoming Labor Day holiday weekend, Santa Barbara County Public Health Department has issued a new order that campus beaches and adjacent parking lots on campus will be closed from this Friday, September 4th through Monday, September 7th. These closures include Campus Point, Sands Beach, parking lots 6, 45, 45A, access lots for Campus Point and Coal Oil Point, and coastal access meters along Ocean Road near Manzanita beach access.

8. If you are a FlexCard holder, you are likely aware that you need to retake the Cardholder exam annually. However, now that most of us are working remotely, please be aware that the exam can only be accessed via a computer that has a UCSB IP address or through a secure VPN connection. If you are unable to take the exam from a campus computer and need to establish a VPN, Campus IT has instructions and the appropriate downloads on their VPN page at this link: https://www.it.ucsb.edu/pulse-secure-campus-vpn/get-connected-vpn. However, it is best that you check in with Sean first to confirm.

9. Campus Enterprise Technology Services (ETS) will conduct a core router migration outage on Thursday, September 3rd between midnight and 5:00am. Campus buildings that will experience a network service interruption includes the Associated Students and MCC building (#558) should you have any plans to be on campus during the very early hours that day.

10. UCPath will be unavailable on Sunday, September 6th from midnight until 8:00am for planned maintenance and updates. Access will be unavailable to all staff, faculty, and students during this time.

11. With a new classroom building slated to begin construction this fall, improvements to the bike paths on the west side of Lot 3 (and close to the Associated Students building) will soon begin with temporary bike traffic diversions to adjacent sidewalks where riders will need to dismount and walk their bikes. Please see the related August 27th email for a map and additional information.

12. A prescribed burn is being conducted on Lagoon Island between today, September 1st through Thursday, September 3rd. Timing will be approximately 11:00am on one of these dates as part of a native plant restoration project. If you are on campus and see smoke from the island during this time window, know that it is part of a prescribed burn and that County Fire is present.

13. REMINDER: Regarding check/payment status or related questions for submitted AS Requisitions, please send your inquiries to requisitions@as.ucsb.edu as this will ensure your message reaches the appropriate person in AS Admin rather than inquiring to any individual email address.

14. REMINDER: if you have not already done so, please be sure to provide your supervisor with a Self-Assessment in anticipation of scheduling your annual evaluation (forms are located at: https://www.hr.ucsb.edu/current-employees/managing-my-performance/performance-evaluations). The self-assessment submissions should also include follow-up dialogue and decisions with your supervisor. Supervisors – please follow up on this and with setting an evaluation date with your staff.

August 26, 2020

Regarding check/payment status for submitted AS Requisitions, please send your inquiries to requisitions@as.ucsb.edu as this will ensure your message reaches the appropriate person in AS Admin rather than inquiring to any individual email address.

2. Regarding FlexCard purchases, most are for “things” which are taxable. For out-of-state transactions, a use tax is typically added. However, there are exceptions and those can be found in a table on the FlexCard webpage at: https://www.bfs.ucsb.edu/procurement/resources/taxablenon-taxable-commodities. Please be sure to communicate to Anjum If you anticipate that an out-of-state FlexCard purchase will incur a use tax or if you have related questions.

3. Campus EH&S released an air quality information message on August 21st in response to the wildfires smoke making its way through Santa Barbara County. In essence, poor air quality conditions may continue this week. Included in the message is a link to monitor the current and forecasted local Air Quality Index (AQI), where the AQI rating is a measurement of how polluted the air is (over 100 is unhealthy for sensitive groups, over 150 is unhealthy for everyone). The link is: https://www.airnow.gov/. Additional air quality information can be found at the following links: https://www.countyofsb.org/phd https://www.ourair.org https://www.ehs.ucsb.edu/ih/protection-wildfire-smoke

4. The Campus Work Study Unit sent an email message on August 25th confirming important related dates and guidelines for this Fall Quarter. Included in the message are links to training and Q&A sessions for hiring under Work Study. Please be sure to review the message should you plan to hire any students under the Work Study program.

5. The AS Food Bank has restarted a previously popular program, the SEED Bank. This is a program where the AS Food Bank provides students with a pot, seeds, and soil to start a vegetable garden at home. Students can register for the program online at the following link: https://foodbank.as.ucsb.edu/seed-bank/.

6. As we all are aware, bike use at UCSB is huge, and despite COVID-19 limits on the student population this fall, we can likely expect the majority of those on campus to still be relying on bike transportation. To help facilitate related support while staying COVID-19 safe, the AS Bike Shop has implemented Zoom consultations where students can arrange to speak to a Bike Shop mechanic about any repair issues they are experiencing with their bikes. In addition, the AS Bike Shop has created an informative FAQs page for more common issues. If you have not done so, please take a look at the informative AS Bike Shop webpage at: https://bikeshop.as.ucsb.edu/.

7. Student Affairs Administration announced in an August 21st email that they have created a Box folder where all SA Divisional webinars will be archived for future reference. Please see the email message for folder access to view any webinars you were unable to attend.

8. REMINDER: The Pardall Center continues to distribute reusable cloth face masks as well as reusable thermometers to the Isla Vista community. Distribution hours are Mondays and Tuesdays 12-3pm, and Thursdays 12-4pm. Free printing and scanning services are also available at these times.

9. REMINDER: if you have not already done so, please be sure to provide your supervisor with a Self-Assessment in anticipation of scheduling your annual evaluation (forms are located at: https://www.hr.ucsb.edu/current-employees/managing-my-performance/performance-evaluations). The self-assessment submissions should also include follow-up dialogue and decisions with your supervisor. Supervisors – please follow up on this and with setting an evaluation date with your staff.

August 19, 2020

Student Affairs copied the department via an August 17th email on a recent message from Chancellor Yang to update students, parents, and guardians on COVID-19 impacts to fall quarter. The key point of the message was to announce that due to Santa Barbara County’s status on the state COVID-19 watchlist, the campus is not currently authorized to hold any indoor lectures (some labs and performance classes are still permitted). As a result, the campus anticipates that even in a best-case scenario, less than 3 percent of students will have an in-person classroom experience in fall quarter. In addition, indoor facilities are currently closed and any opening will likely be limited and sporadic.

Given the related uncertainties for moving forward, and tremendous concern regarding living situations and increasing COVID-19 cases in Isla Vista, the campus is urging all students who are able, to either stay home or find housing for the fall quarter that is both conducive to studying and allows for the physical distancing necessary to mitigate the spread of COVID-19.

Since this is a step back from the partial reopening we were previously anticipating for fall quarter, we will need to consider again how this will impact our individual areas as more related details emerge from the campus. Regardless of how fall quarter ultimately develops, all related plans for return in each of our areas must include dialogue and decisions with individual supervisors.

2. Campus Procurement announced that effective immediately, the Campus Store is a restricted location for all FlexCard purchases and any attempt to use a FlexCard there will be declined. The change is due to the fact that the Campus Store is now a fully integrated UCSB “department” and all interdepartmental transactions should occur via the recharge system. Policy prohibits the campus from making payments to itself (i.e. by one entity to another) via any payment method outside the recharge system. All purchases from the Campus Store must now be placed via Gateway by using the Campus Store punch-out catalog to create a purchase order, where all invoices and payment transactions are converted into recharge transactions.

3. In an August 12th email message, it was announced that beginning December 3, 2020, all current and past UCSB employees and functional users (including former student employees until they leave the University) will need Multi Factor Authentication (MFA) to access UCPath. Between now and December, MFA will be implemented for systems supported by UCSB system administrators in addition to UCPath. Other applications and services will transition to MFA throughout this year and 2021. Updates about MFA will be sent over the coming months including informational sessions via Zoom in October and November. More information can currently be found at this link: it.ucsb.edu/mfa.

4. A campus-wide power outage is scheduled for 9:00pm Saturday, September 19th to the afternoon of Sunday, September 20th. Southern California Edison (SCE) has identified necessary upgrades that must be performed on systems serving the campus. For safety reasons, the campus recommends vacating all non-residential buildings by 8:00pm Saturday, September 19th. The Campus IT Team will be sending a separate email to department managers to help prepare equipment for the planned outage. Additional information can be found at this link: Planned Power Outage.

5. In an August 17th email message, it was announced that during the 2020-2021 academic year, campus Transportation and Parking Services (TPS) will begin the testing phase of UCSB’s virtual parking permit program. This program uses an Automated License Plate Recognition (ALPR) system. Parking decals will still be required during the testing phase, but virtual permits will allow TPS to validate parking privileges through license plates as well. TPS will reach out to existing permit holders to remind them to update vehicle information associated with their parking accounts to ensure accuracy during this phase. TPS plans to roll out virtual permits in time for the July 2021 permit renewal cycle at which point vehicle license plates will serve as parking permits.

TPS will also roll out mobile payments for visitor parking allowing visitors to purchase parking directly from a mobile application eliminating the need to interact with a permit dispenser. TPS will provide upcoming communications as the new virtual parking system comes online. Please see the email message for more details and for corresponding campus policy.

6. The Academic and Staff Assistance Program (ASAP) is presenting a new Zoom workshop titled The Emotional Impact of Returning to Work on Campus: Supporting Employee Mental Health. This workshop will provide employees with tools and strategies to support mental health when returning to work on campus. The workshop is scheduled for Wednesday, August 26th at 2:00pm to 3:00pm. A Zoom link will be provided upon RSVP. You can RSVP at this link: asap@hr.ucsb.edu.

7. The new UC President, Michael V. Drake, M.D., has assumed his new role as the UC’s 21st president, and has sent greetings and gratitude to the entire University community via a video message that can be found at this link: Watch Now

8. Chancellor Yang announced the appointment of Dr. Belinda Robnett as the new Vice Chancellor for Diversity, Equity and Inclusion for the campus effective September 1, 2020. You can read the full announcement at this link: https://chancellor.ucsb.edu/memos/2020-08-14-appointment-vice-chancellor-diversity-equity-and-inclusion.

9. REMINDER: with the current low count of students in Isla Vista, a corresponding low response to the 2020 Census will have a detrimental effect to UCSB and the Isla Vista community. To improve responses, Student Affairs is asking departments to message students involved with respective departments and those visiting department websites on the importance of completing Census questionnaires, even though they may not currently be residing in Isla Vista.

10. REMINDER: if you have not already done so, please be sure to provide your supervisor with a Self-Assessment in anticipation of scheduling your annual evaluation. The self-assessment submissions should also include follow-up dialogue and decisions with your supervisor. UCSB Human Resources provides general guidelines and the Employee Self-Assessment Form on its Current Employees – Performance Evaluations webpage located at this link: https://www.hr.ucsb.edu/current-employees/managing-my-performance/performance-evaluations.

In addition, a scheduled evaluation meeting needs to be agreed upon and set. Supervisors – please follow up on this with your staff.

August 12, 2020

As you are likely aware from Marisela’s message last Friday, this week’s Staff Meeting has been cancelled. In lieu of the meeting, Marisela is asking that all staff please attend the first in a series of webinar workshops on creating understanding and social justice. This first webinar, Creating Conditions for Effective Dialogue about Difference, is scheduled for this Thursday, August 13th at 11:00am. Please see Marisela’s August 7th email message for details on the webinars. Registration is required which can be found at this link: Register for the workshop here.

2. A UCSB Health Alert was issued on August 7th regarding a significant increase in the number of COVID-19 cases in Isla Vista. Last week alone, Student Health was informed of 22 new positive cases among undergraduate students living in Isla Vista. The Health Alert confirms the need to report new cases and how to do so, as well as provides reminders surrounding COVID-19 safety precautions. Please see the email message for more information and reporting/resources links.

3. Student Affairs announced that a Division Webinar Meeting is scheduled for this Friday, August 14th from 10:00am to 11:00am. A message from Student Affairs with the meeting link should arrive to everyone soon. All staff are asked to attend so please plan your schedules accordingly.

4. Vice Chancellor Margaret Klawunn sent out a general announcement message to the division on August 7th. Included in that announcement was a request to complete a short survey to help update our collective status during the ongoing COVID-19 work challenges. If you have not already done so, please review her message The link for completing the survey can be found here: survey.

5. In an August 10th email message, Student Affairs outlined a current serious issue with 2020 Census reporting in Isla Vista. With the current low count of students living in Isla Vista, the self-response percentage in Isla Vista to the Census is low and will have a detrimental effect to UCSB and the Isla Vista community. To improve responses, Student Affairs is asking departments to message students involved with respective departments and those visiting department websites on the importance of completing Census questionnaires, even though they may not currently be residing in Isla Vista. Please see the referenced email for specific message templates.

6. A UC systemwide executive order has been issued requiring all members of the UC community to receive an influenza immunization before November 1, 2020. The order is a proactive measure to help protect members of the UC community – and the public at large – and to help reduce potential flu-related burdens on health care systems during the coming fall and winter. The order requires vaccination for all faculty and staff who are working at a UC location. A process will be put in place to request medical exemptions. More information about the implementation will be shared in the coming weeks. You can read the full executive order announcement at UCnet at this link: https://ucnet.universityofcalifornia.edu/news/2020/08/new-flu-vaccine-requirement-for-uc-student-faculty-and-staff.html.

7. Building upon a recent Slack message from Sean reminding everyone to check their spam folders for legitimate messages, the campus ETS Service Center announced that Kronos payroll/timecard messages have recently been sorting automatically into Gmail’s spam folder. ETS is currently working on a solution, but for any of you that normally receive Kronos messages, this is another reason to check your spam folder regularly.

8. REMINDER: regarding last week’s request to provide schedule updates to the UCSB Temporary Work Agreement, we are asking that each supervisor review each of their staff members’ schedule as outlined in that previously submitted document and send any changes (hours/days and/or remote or on-campus work location) in an email copying Marisela, Ed, and Lili. Please do so by this Friday, August, 14th.

In addition, we still need remote work location inventories updated for each staff member For all furniture or equipment (including computers) transferred from on-campus workspaces or ordered specifically for remote work spaces, supervisors please coordinate with each of your staff the completion of a UCSB Receipt of University Equipment worksheet located on the campus HR website at this link: https://www.hr.ucsb.edu/sites/www.hr.ucsb.edu/files/forms/Receipt_of_University_Equipment_Form.docx. (please email Marisela and Ed). Individual staff members can also provide their remote inventory through the relocated equipment online form at this link: https://staff.as.ucsb.edu/relocated-equipment/. If you have not already done so, please submit this information by this Friday, August, 14th.

9. REMINDER: if you have moved in the past year or are new to the department, please complete the Emergency Contact form to update your information. This is department-specific to AS and does not replace the need to update information in UCPath. Please see Lili’s August 3rd email message for the related Google Form link.

10. REMINDER: Please be sure to provide your supervisor with a Self-Assessment in anticipation of scheduling your annual evaluation. As mentioned in last week’s update, UCSB Human Resources provides general guidelines and the Employee Self-Assessment Form on its Current Employees – Performance Evaluations webpage located at this link: https://www.hr.ucsb.edu/current-employees/managing-my-performance/performance-evaluations.

August 4, 2020

As we continue to fulfill our responsibilities within ongoing COVID-19 realities, it is important for all staff to work closely with their supervisors to discuss workload issues. In addition, as we are approaching the annual evaluation time period, all staff should develop a self assessment plan of their work over the past year, and submit them to supervisors as soon as schedules allow so there is plenty of time to edit/discuss with everyone’s respective supervisor. After receiving self assessments, supervisors will need to schedule evaluations in order to meet deadlines.

For those new to the evaluation process, or those needing a refresher, UCSB Human Resources provides general guidelines and the Employee Self-Assessment Form on its Current Employees – Performance Evaluations webpage located at this link: https://www.hr.ucsb.edu/current-employees/managing-my-performance/performance-evaluations.

2. AS Admin is in need of sending materials to all staff members and to facilitate this, is requesting updated mailing address info from each of you. Please send your current mailing address information (including zip code) to your manager as soon as possible. Managers – please follow up with each of your staff to ensure you have a complete list of mailing addresses and email them to Anjum by this Friday, August 7th.

3. In addition t0 the mailing address request, Lili has asked that any staff members who have moved in the past year or are new to the department please complete the Emergency Contact form to update their information. This is department-specific to AS and does not replace the need to update information in UCPath. Please see Lili’s August 3rd email message for the related Google Form link.

4. The Gateway procurement portal will be unavailable this Thursday, August 6th, from 12:01am – 6:00am due to campus IT conducting a core router installation process. So any of you early risers planning to place a Gateway order that early morning, please revise your plans accordingly.

5. Sean recently posted a helpful reminder in the Slack General channel to be sure to check your junk email folder stating that while Google is pretty good about sorting thru and separating the spam from important messages, it isn’t perfect. So please check in case something legitimate is hiding in that folder.

6. If you have held on to a campus parking permit but do not foresee the need to retain it (or pay for it) for the upcoming Fall quarter, you can cancel your permit remotely by completing a Permit Refund Form located on the Transportation & Parking Services Parking Permit Cancellation webpage at this link: https://www.tps.ucsb.edu/news/parking-permit-cancellation. To complete the request, you will need to include a photo of your permit cut in half to show it has been destroyed (the form will allow you to add an attachment).

7. The campus Employee Engagement Workgroup continues to sponsor the “Did You Know” series of messages to highlight campus programs and activities that are available to UCSB staff. The announcement will be sent biweekly throughout the academic year. The messages are archived and available on the Staff Assembly website at: http://www.staffassembly.ucsb.edu/did-you-know.

8. The campus Library announced in a July 29th email that they are now offering pickup and mail delivery services for students, faculty, and staff to access Library materials. Should a need for research materials arise, you can find instructions for requesting materials on the Library website here: https://www.library.ucsb.edu/news/pickup-and-mailing.

9. REMINDER: per last week’s request, we are asking supervisors to review the UCSB Temporary Remote Work Agreement documents for each staff member they supervise and update the schedule information as needed and as it pertains to both work days/hours as well as whether each day reflects a remote or an on-campus work location. If an indicated schedule is current, then there is no need to provide an update. For those needing updates, supervisors can provide those details in an email message (please email copying Marisela, Ed, and Lili). The department also needs workspace inventory updated in two areas. For all furniture or equipment (including computers) transferred from on-campus workspaces or ordered specifically for remote work spaces, supervisors please coordinate with each of your staff the completion of a UCSB Receipt of University Equipment worksheet located on the campus HR website at this link: https://www.hr.ucsb.edu/sites/www.hr.ucsb.edu/files/forms/Receipt_of_University_Equipment_Form.docx. (please email copying Marisela, Ed, and Lili). In addition, Sean has requested that all remote computer equipment inventory be updated for each staff member at this link: https://staff.as.ucsb.edu/relocated-equipment/. Each staff member should complete this individually if you have not already done so. Please complete these updates by this Friday, August 7th.

10. REMINDER: Please assign your Gateway shopping carts to your manager for order approval / finalization. If you do not see your manager listed as a shopping cart assignment option, please contact Ed.

11. REMINDER: face masks continue to be available in packs of 10 in AS Admin for all career and student staff. Pick up remains available Mondays thru Thursdays from 12pm until 2pm, first with advanced approval from Marisela (send her a request) and advanced notice of intended pick up day/time to Anjum (via Slack or email). Please wait for confirmation from Anjum before going to AS Admin for pick up.

July 28, 2020

With the ongoing need to maintain our remote work locations, the department is in need of keeping related staff work schedules and workspace equipment inventory information current. To accomplish this, we are asking supervisors to review the UCSB Temporary Remote Work Agreement documents for each staff member they supervise and update the schedule information as needed and as it pertains to both work days/hours as well as whether each day reflects a remote or an on-campus work location. If an indicated schedule is current, then there is no need to provide an update. For those needing updates, supervisors can provide those details in an email message rather than sending in a new document (please email copying Marisela, Ed, and Lili).

The department also needs workspace inventory updated in two areas. For all furniture or equipment (including computers) transferred from on-campus workspaces or ordered specifically for remote work spaces, supervisors please coordinate with each of your staff the completion of a UCSB Receipt of University Equipment worksheet located on the campus HR website at this link: https://www.hr.ucsb.edu/sites/www.hr.ucsb.edu/files/forms/Receipt_of_University_Equipment_Form.docx. (please email copying Marisela, Ed, and Lili).

In addition, Sean has requested that all remote computer equipment inventory be updated for each staff member at this link: https://staff.as.ucsb.edu/relocated-equipment/. Each staff member should complete this individually if you have not already done so.

Please complete these updates by Friday, August 7th. Going forward, we will need to update these documents every quarter, including the UCSB Temporary Remote Work Agreement form for each staff member.

2. Associated Students has received 10,000 thermometers for distribution amongst the local community (not exclusively to students). These were purchased by a collective fund of the 2019-2020 Executive Officers and as part of a larger order (and a resulting great price) with two other campus departments – Student Health and Health & Wellness. Plans are being finalized for the first distribution of 3,000 taking place soon in Isla Vista through the Pardall Center.

3. The AS IT team is in the process of implementing new computer equipment management software. In addition to helping the IT team manage the large number of computers in the department, the software should also improve help ticket responses. Part of the implementation process is to ‘enroll’ all AS computer devices into the software database. To do so, Oscar will soon be reaching out to each staff member to facilitate individual enrollments, so please make yourself available once he contacts you.

4. In an email message this morning (7/28), Campus HR and the Office of the President announced a temporary change in the UC’s Absence from Work Policy. The change will allow eligible policy-covered (non-represented) staff to use accrued sick leave if they are unable to work or telework because their children are not able to physically attend their school or place of care due to COVID-19 precautions. The change is effective 7/1/2020 through 12/31/2020. The full article is posted on UCNet at: https://ucnet.universityofcalifornia.edu/news/2020/07/eligible-staff-may-now-use-accrued-sick-leave-for-child-care-reasons-due-to-covid-19.html.

5. In a July 24th email message, the UCPath Center announced the implementation of a new phone system that will allow remote UCPath Center representatives to support UC employee calls. This service will begin on Monday, July, 27th at 8:00am. Specific information from the message includes:

The UCPath phone number is (855) 982-7284.
Business hours are 8 a.m.- 5 p.m., Monday-Friday starting July 27, excluding UC holidays.
Representatives will ask callers to authenticate with their eight-digit date of birth and last four digits of their social security number.
To ensure the UCPath Center addresses employee questions or issues, callers must inform the UCPath associate if they are calling about an open inquiry.

6. Vice Chancellor Margaret Klawunn provided a Division update in a July, 23rd email message. Of particular note was a request to complete a brief survey on how each staff member is currently doing (survey can be found here: survey). In addition, the Vice Chancellor announced an upcoming webinar scheduled for August 14th from 3pm – 4pm where information will be shared on University planning and a check in on some Division work. Please keep a look out for an invitation that will be sent soon.

7. Campus Career Services announced a virtual career fair for Fall hiring of students to on-campus positions in a July 24th email. Registration for on-campus departments/organizations will be free and will be available beginning on August 7th. The virtual job fair is scheduled for September 29th from 10:00am until 12:00pm. Please see the message for more details or contact Career Services with questions at careerevents@sa.ucsb.edu.

8. Campus Procurement announced in a July 21st email message that the University has prohibited the sale, procurement, and distribution of packing foam. This went into effect January 1, 2020 and is being announced again as a continuing effort for the campus to meet its Zero Waste goal. Please see the message for more details or you can visit the UC Sustainable Procurement page for more information at this link: UC Sustainable Procurement.

9. REMINDER: the Employee Satisfaction & Retention committee has requested that AS career staff complete a ‘pulse check’ survey that is meant to gauge how staff feel about their work/life balance, roles and responsibilities, supervisor relationship, and more. The survey is anonymous and has a deadline of tomorrow, Wednesday July 29th. If you have not already done so, you can complete the survey at this link: https://asucsb.qualtrics.com/jfe/form/SV_5BWMvu9oAFNxT8N.

10. REMINDER: face masks continue to be available in packs of 10 in AS Admin for all career and student staff. Pick up remains available Mondays thru Thursdays from 12pm until 2pm, first with advanced approval from Marisela (send her a request) and advanced notice of intended pick up day/time to Anjum (via Slack or email). Please wait for confirmation from Anjum before going to AS Admin for pick up.

July 21, 2020

We are still in need of responses with the COVID-19 Work Survey. This survey is critical for providing a clear understanding of the hard work, challenges, and adaptations that have taken place in the department to date as a result of COVID-19. If you have not already taken the survey PLEASE do so by this Friday, July 24th – we need to have full participation. If you have already taken the survey, you are invited to do so again should you have additional information to add. In either case, please do not anonymize your responses. Again, this is an effort to create clarity and bring to light the great work you all are doing despite the challenging impacts of the COVID-19 crisis. The survey can be found here: https://asucsb.qualtrics.com/jfe/form/SV_9QPAI7j4O0i24OF.

2. AS Finance and Budget continues to transition responsibilities from Cindy to Anjum including workflow steps for Gateway orders. This, coupled with a number of new career staff additions to the department over the last few months, is prompting an update on the Gateway orders workflow process. While there will be a review on this in an upcoming Staff meeting, in the interim, please feel free to contact Ed, Cindy, or Anjum if you have any questions with a Gateway order. As usual, you should assign your Gateway shopping carts to your manager for order approval / finalization. If you have previously been assigning carts to Cindy, please make the adjustment to your manager.

3. Chancellor Yang provided a new update focused on COVID-19 budget impacts. Given the ongoing fluid situation of the crisis, UCOP and individual campuses continue to develop plans to mitigate financial impacts and reduce costs by developing a range of financial scenarios. The UC is also pursuing Federal stimulus support to help offset budget shortfalls. You can view message details here: https://chancellor.ucsb.edu/memos/2020-07-17-covid-19-update-addressing-budget-impacts.

4. Campus HR announced in a July 15th email that a new paid family leave benefit for UC faculty and staff has been recommended by the UC’s Council of Chancellors. Supported by President Napolitano and systemwide HR, the benefit provides eight weeks of leave at 70% of wages for UC faculty and staff who need time off to care for a seriously ill family member or bond with a new child. The benefit is scheduled to become effective July 1, 2021. Further details can be found at: https://ucnet.universityofcalifornia.edu/news/2020/07/new-paid-family-leave-benefit-approved-for-uc-faculty-and-staff.html

5. The UCPath Center announced in a July 14th email that Google has begun releasing updates to the Google Chrome browser. This update may affect access to UCPath applications when using Google Chrome. Should you encounter the error message when logging on to a UCPath application, the following action is recommended:

a. Retry the UCPath application by manually entering the URL (example: ucpath.universityofcalifornia.edu) into the web browser or using your browser history
b. Navigating again to the URL will allow access to the application after the failed attempt. If the error message persists (after taking the above action), contact UCPath at https://ucpath.universityofcalifornia.edu and click on “Ask UCPath Center” to submit an inquiry.

6. Student Affairs provided an update on information and resources to support undocumented students in a July 21st email. Included in this message are details on a series of webinars hosted by the UC Immigrant Legal Services Center’s attorneys, presenting information on first-time DACA applications and any relevant updates on DACA at the time of the webinars. Webinars are scheduled for: Thursday, July 23 at 6:00pm Friday, July 24 at 12:00pm Monday, July 27 at 11:30am You can join a webinar at the following link: https://bit.ly/uc-firsttimedaca

7. In a Thursday, July 16th Slack message (Staff channel), Sean requested that each staff member who has moved any piece of computer equipment to their remote work location to please update the related inventory location information. Please log in at this link to complete your individual update: https://staff.as.ucsb.edu/relocated-equipment/.

8. REMINDER: if you are in need of freshening up your assortment of Zoom backgrounds, check out the great selection on the AS website at https://www.as.ucsb.edu/virtual-background-for-zoom/.

9. REMINDER: as was previously reported, the AS Authorized Signers process for requisitions has been moved online. There are still a number of staff that need to update their signatures for the new fiscal year AS Requisitions approvals for their respective areas. Please take time to log in at https://signers.as.ucsb.edu/ and complete the update process if you have not already done so. Please also follow up with those students needing to do the same in any groups you advise.

10. REMINDER: Lili is currently out of the office until Monday, July 27th. For HR matters please contact Marisela at marselam@as.ucsb.edu. For student staff new hires, I-9’s or other non-payroll questions, please contact Katherine at katherinek@as.ucsb.edu. For UCPath, Kronos and payroll inquiries, Lili will respond upon her return. Please be sure to approve time cards by next Monday the 27th for payroll and to minimize the impact on Lili for follow-up on her return.

11. REMINDER: face masks are available in packs of 10 in AS Admin for all career and student staff. Distribution will be done through the AS Admin office Mondays thru Thursdays from 12pm until 2pm. Please submit an email request in advance to Marisela. Once you have her approval, please provide advanced notice to Anjum (Slack message or email) with day and time (within previously mentioned open hours) that you or a student staff member will be coming by to pick up the face mask pack. A signature will be required to acknowledge pick up.

12. REMINDER: As we approach the end of another month, please send any COVID-19 related expenses you incurred this month to your manager. Managers – please consolidate and send Ed any related updates you receive from your area staff so we can include the costs in the monthly report to the Division.

July 14, 2020

As was mentioned in last week’s update, the department has received face masks for distribution to all career and student staff members. Distribution (in packs of 10) will be done through AS Admin, Monday thru Thursdays from 12pm until 2pm. Please submit an email request for the masks in advance to Marisela. Once you have her approval, please provide advanced notice to Anjum (Slack message or email) with day and time (within previously mentioned open hours) that you or a student staff member will be coming by to pick up the face mask pack. A signature will be required to acknowledge pick up.

2. Regarding this Fall, if the Campus continues with hybrid instruction plans, Residence Life will be conducting an extended move in schedule and students will begin moving in to the residence halls beginning on September 11th. Move ins will continue over the next 17 days from that date. For those of us who do programming at the beginning of a normal academic year, we may want to consider offering programs earlier to capture some of the students who will be on campus a full 2 weeks before the beginning of Fall quarter.

3. A bit of good news from Campus HR – rehire and extension requests for retirees no longer need to go through the temporary Job Opening Review process that was set up during the current hiring pause. The previous, less time-intensive process is now back in place. While specific to only one category of staffing, it is none-the-less welcome and indicates that HR processes are still being reviewed and improved where possible.

4. Campus HR announced in a July 9th email that a temporary increase to the vacation accrual maximum for policy-covered staff has been implemented. This is in response to increased workloads and travel restrictions due to COVID-19 and will allow policy-covered (non-represented) staff to exceed the vacation accrual maximum through December 31, 2020. The full notice is posted on UCnet at: https://ucnet.universityofcalifornia.edu/news/2020/07/unable-to-use-your-vacation-accruals-due-to-covid-19.html.

5. Please note that the AS Cashiers & Ticket Office is currently open on Wednesdays from 11am to 1pm for deposits processing only.

6. The Gateway portal will be unavailable beginning this Friday, July 17th at 6pm until Sunday, July 19th at 9am for a version upgrade. You will not be able to place orders or access any information on the site during this time.

7. As was announced on July 8th, the UC has a new President – Dr. Michael V. Drake. You can read the full announcement and background details on Dr. Drake here: Read Dr. Drake’s full bio here.

8. In a July 8th email, the campus Chief Information Security Officer, Sam Horowitz, provided warning that a COVID-19 contact tracing program scam is emerging. In essence, legitimate services will not ask for money or personal information, or ask you to download or click on anything. Please see Sam’s message for further details.

9. Given the additional stresses we as staff are experiencing as a result of COVID-19 impacts, the UC issued a reminder that there are numerous mental health resources available to staff. A summary of those resources can be found here: Here is a roundup of UC mental health resources.

10. CORRECTION: the AS Food Bank is currently open for food distribution during summer on Wednesdays and Fridays from 10am – 2pm or until food runs out (distribution hours were incorrectly indicated last week as until 3pm).

11. REMINDER: as was mentioned in a previous update, the AS Authorized Signers process for requisitions has been moved online. If you have not already done so, please take time to log in at https://signers.as.ucsb.edu/ and complete the update process so you can approve/sign AS Requisitions (this needs to be updated every fiscal year). Please also follow up with those students needing to do the same in the groups you advise.

12. REMINDER: the second of two recently announced UCPath outages is this Friday at 10pm until 6am on Monday, July 20th. During these times, neither employees nor functional users will have access to the system.

July 7, 2020

The department just received face masks for staff and would like to coordinate distribution to all career and student staff members. This will be done so in packs of 10 from AS Admin for personal use now and throughout the upcoming academic year. Please schedule in advance with Anjum a day/time to pick up your mask pack during a future planned visit to campus. For those out of the area, please inquire with Anjum to arrange the pack to be mailed.

2. Shortly after we all transitioned to remote work locations, all supervisors were asked to create work plans with their staff and to engage with regular check-ins and updates to those plans. To reiterate, this is an ongoing expectation. Should this not be current in any areas, supervisors should reengage by making sure that there are two-week work plans in place for each staff member. Work plans should clearly address daily responsibilities including specific assignments, any professional development, and any approved time-off. Again, these work plans should be renewed or updated regularly.

3. It is becoming apparent that both staff and students are increasingly in need of returning to AS physical spaces. Given this, it is vital that we establish clear expectations, rules, and oversight plans for the safe use of staff and student spaces within COVID-19 limitations. Please take the time now to review and discuss what makes sense for keeping people consistently safe in each of your areas.

4. Should you not have already seen JudyAnn’s Slack post, she is requesting that all staff review their AS website profile information for accuracy at https://www.as.ucsb.edu/about/staff/. If your profile needs updating, please use the form located at the following link: https://staff.as.ucsb.edu/staff-profile-update/ (since most fields are mandatory, if you are only updating one field, put ‘xx’ in the others so you can submit).

5. As was mentioned at last week’s staff meeting, previous AS Internal Affairs / Operations Updates are archived for reference on the AS website under the Staff options at this link: https://www.as.ucsb.edu/about/staff/as-internal-affairs-operations-updates/. These are being made available for everyone to access and to also share with student employees and student leadership. In particular, it’s important to refer to them to demonstrate how many decisions have been centralized by University Administration and we are simply reflecting them to each other and compliance is expected (e.g. freeze on salaries for all, students included).

6. If you are planning to place a Gateway order from Office Depot to be shipped to a remote work location, please consider ordering from Amazon instead as remote shipments from Office Depot have been experiencing issues as of late. Please also turn in to AS Admin the shipping labels for any orders shipped directly to private homes.

7. In case you were not aware, the UCSB Staff Assembly distributes a weekly newsletter known as the Gaucho Voice Staff Edition, that provides UCSB staff access to information about staff-related opportunities, events, and issues. Distribution is voluntary, so to be added to the list, send an email to ets-gvse@ucsb.edu. In addition to receiving information, there may be an opportunity for AS staff to contribute. If you have a topic that may be of interest to the campus staff community, please let us know.

8. The AS Food Bank is distributing food this summer on Wednesdays and Fridays from 10am – 3pm or until food runs out.

9. In a July 1st email, the Office of Financial Aid and Scholarships announced the launch of ScholarshipUniversal, a new online ‘hub’ for students to apply for both UCSB specific and external scholarships. Students can log in with their UCSB NetID and password at ucsb.scholarshipuniverse.com. More can be learned about the platform at https://www.finaid.ucsb.edu/scholarships/scholarship-universe.

10. Per their July 6th email, the Academic and Staff Assistance Program (ASAP) is holding a new wellness workshop (Living from a Place of Compassion for Ourselves and Others) next Wednesday, July 15th at 12:00pm to 12:50pm. The workshop will go over the various ways we can increase compassion for ourselves and others. RSVP at: asap@hr.ucsb.edu.

11. EXTENDED: the deadline for completing the COVID-19 Work Survey has been extended until this Friday, July 10th. If you have not already done so, please complete this important survey here: https://asucsb.qualtrics.com/jfe/form/SV_9QPAI7j4O0i24OF.

12. Reminder: with the retirement of Lynn Corrigan, if you have any FlexCard questions, Vaughn Boyle will be handling them until further notice. You can send FlexCard messages to him at flexcard@bfs.uscb.edu.

13. Reminder: if you or a group that you advise need to use the AS Concert – Lecture Agreement templates you will need an assigned document number. Please contact Ed as a first step to request a document number. Failure to do so could delay the processing of your agreement.

14. Reminder: the second of two recently announced UCPath outages is coming up at the end of next week beginning at 10pm on Friday, July 17th until 6am on Monday, July 20th. During these times, neither employees nor functional users will have access to the system.

June 30, 2020

As you likely know from her email message (and wonderful family picture!) from this morning, today is Coraline’s last day with AS and the University. We thank Coralline for all of her contributions, and we certainly will miss her and wish her and her family the best. We also welcome Lili as the Interim Assistant Director for Human Resources. Please feel free to reach out to Lili, Marisela, or Ed with any HR related questions.

2. The new online AS Requisition form for the 2020-2021 fiscal year is now available on the AS Requisition Forms web page which can be found and downloaded here: https://www.as.ucsb.edu/requisition-form/. If you have any outstanding requisitions for the 2019-2020 fiscal year (which ends today), please send an email describing the situation to AS Admin at: requisitions@as.ucsb.edu.

3. In a June, 26th email, Sean requested that everyone review a list of Slack accounts that have not been accessed for at least the past 30 days in order to determine which of these can be deleted as inactive. If you have not already done so, please review his message for the list link and process for reporting on any accounts you are familiar with.

4. Chancellor Yang provided an update on recent COVID-19 cases and related reporting information in a June, 27th email. That message can be found here: https://chancellor.ucsb.edu/memos/2020-06-27-campus-covid-19-case-notifications. Please review it if you have not already done so.

5. Beginning tomorrow (July, 1st), all AS Concert – Lecture Agreement templates will require the addition of an assigned document number. If you, or a group that you advise, are in need of using the template, you will need to contact Ed as a first step to request a document number. Failure to do so could delay the processing of your agreement.

6. For those of you who are FlexCard holders or have had interactions with Campus Procurement regarding FlexCard issues, you likely have crossed paths with the long-time FlexCard Coordinator, Lynn Corrigan (and likely enjoyed her “Happy Day!” Greeting!). Lynn has just retired from the University and until her replacement is established, her supervisor, Vaughn Boyle, will be handling any FlexCard questions and issues. You can send FlexCard messages to him at flexcard@bfs.uscb.edu.

7. Reminder: please complete by this Thursday, July 2nd the COVID-19 Work Survey. A related email message was sent on 6/18. The survey can be found here: https://asucsb.qualtrics.com/jfe/form/SV_9QPAI7j4O0i24OF.

8. Reminder: the second of two recently announced UCPath outages will take place at 10pm on Friday, July 17th until 6am on Monday, July 20th. During these times, neither employees nor functional users will have access to the system.

9. Reminder: the new fiscal year begins tomorrow, July 1st., so please feel free to place any supplies orders that you have been holding beginning tomorrow.

10. Reminder: this Friday is the official Campus day off for the July 4th holiday so please take that time to relax, recharge, and avoid the temptation to log on to your computer to work. Once again, thank you all for your hard work. Hope everyone has a great holiday weekend. As usual, please send any questions concerning the above to Ed or Marisela.

June 25, 2020

Campus Human Resources announced today in a related email the introduction of a new performance evaluation form and process for all policy-covered staff for fiscal year 2020-21. The new design of the form and process supports a performance development approach for staff and moves away from an annual look-back process. Related information will soon be posted on the Human Resources website, and Human Resources will follow up with additional communications within the next couple of weeks. As it turns out, input on the redesign was provided by a number of workgroup members from across campus including our own Anjum Fitch.

2. To help facilitate new and ongoing professional development and trainings for staff with content focused on racial justice, there is a new Slack channel (profdev-racial_justice) where related professional development/training opportunities and conversations will be posted. Staff are all invited to post possible professional development opportunities for one another. If you choose to participate in any of these opportunities during work hours, please first receive agreement from your supervisor. Also, this new approach does not take the place of the Professional Development Committee – but is intended to supplement its work. While the channel is just now beginning, please be sure to check in regularly for related professional development opportunities.

3. In a 6/18 message, Chancellor Yang outlined potential Fall quarter plans for a variety of campus areas and services (the message can be found here: https://chancellor.ucsb.edu/memos/2020-06-18-covid-19-update-fall-planning). In essence, while details will continue to be worked on this summer, there remains a number of external uncertainties that require the need to be flexible, including the possibility of conditions forcing another rapid transition to fully remote instruction and work. Despite the ongoing fluid situation, we will work collaboratively over the next few weeks to develop our own departmental plan in response to the campus-wide guidelines.

4. ASAP has created a new confidential therapy group to help support and heal communities of color. The group is open to staff and faculty of all backgrounds and identities and will begin meeting today, Thursday, June 25th. Space is limited. Please see the related email from 6/22 for schedule and RSVP details.

5. Two offline periods of UCPath will occur in June and July. During these times, neither employees nor functional users will have access to the system. These two upcoming outages are: – 8pm on Friday, June 26th until 6am on Monday, June 29th – 10pm on Friday, July 17th until 6am on Monday, July 20th

6. Campus Design, Facilities & Safety Services just announced that there will be a campus wide power outage beginning at 9pm on Saturday, September 19th with an unspecific estimate that campus should be fully operational by the afternoon of Sunday, September 20th. Hopefully with this advanced notice, there will be enough time to prepare affected department equipment despite our remote work situations. Please see a related email sent 6/23 for more information.

7. The rescheduled 2020 AS Awards Ceremony was successfully completed last Monday via Zoom. Despite internet connection issues with one of the presenters (me!), the rest of the Awards presentation team quickly adapted and picked up the necessary elements. A big thank you to all who made this happen, with particular thanks to Chelsea and Sean for all of the coordination, artwork, and technical expertise that were critical for this virtual presentation.

8. Reminder: please complete by Thursday, July 2nd the COVID-19 Work Survey. A related email message was sent on 6/18. The survey can be found here: https://asucsb.qualtrics.com/jfe/form/SV_9QPAI7j4O0i24OF.

9. Reminder: this week’s Staff Meeting has been postponed by one week. You should have received an updated calendar invite for next Thursday, 7/2 at 1:00pm, with the recurring meetings adjusted for every other week.

10. Reminder: as we are nearing the end of another month, please update your managers with any COVID-19 costs you have incurred for June. Managers – please forward these to Ed for your respective areas.

11. Reminder: after a week off, the AS Food Bank has resumed distributions this week for Summer.

12. Reminder: the fiscal year ends next Tuesday (June 30), so please continue holding off on placing any supplies orders until next week Wednesday, July 1st.

June 16, 2020

Thank you all for another week of remote work as we transition out of Spring quarter and into virtual summer sessions. The following is this week’s Operations Update summary:

1. In an effort to account for all of the work that Associated Students has done and continues to do during the COVID-19 crisis, we are asking that all staff members complete a related Work Survey. As we have all experienced this past quarter–we have all transitioned our work and the resiliency of our students and student entities. Given this, we are very much interested in collecting and honoring the effort it has taken to transition to remote work. Therefore we are seeking your cooperation in documenting what you and your students have crafted as a new method of communication; and of work by responding to the survey. A document link will be sent in a separate message soon. Please keep an eye out for it and be sure to complete the form and turn it in to your supervisor by Thursday, July 2nd.

2. Due to a scheduling conflict, next week’s Managers Meeting (Monday, 6/22) and Staff Meeting (Thursday, 6/25), will be postponed by one week. The rescheduled Staff Meeting will be on Thursday, 7/2 at 1:00pm, and the Managers Meeting will be that Monday, 6/29 at 2:00pm.

3. The AS Authorized Signers process for requisitions has been moved online. While it has not been released to students/student groups yet, it is available for you as staff to test logging in and completing for your new fiscal year requisition approvals. Since the new fiscal year begins soon on July 1st, please take time to log in at https://signers.as.ucsb.edu/

4. New authorized signers workshops for AS Requisitions approvals will be scheduled after the new fiscal year begins on 7/1. Please keep an eye out for a future related message from Cindy and Anjum.

5. The CSO Summer Bike Abatement will begin on Tuesday, June 30th and is scheduled to be completed by Thursday, July 30th. The abatement will be conducted around Residence Halls, Apartments, and Dining Commons. All bicycles that are not affixed with an official HDAE/Conference & Hospitality Services tag will be considered abandoned and subject to impound. Additional information can be found in a related 6/10 email message.

6. The Division announced late last week that the modified review process for new hire exceptions to the hiring freeze continues to be a work in progress and heavily impacted by continued uncertainty with the current system-wide budget shortfall. More information/updates should come in the next couple of weeks.

7. As a follow up to a previous message, Campus Design, Facilities & Safety Services has finished testing the quality of water in numerous campus buildings in order to re-commission those that have been unoccupied for the last few months. Close to 40 buildings were tested and all fortunately tested negative for bacteria. You can see the list of buildings tested in the related email message sent on June, 11.

8. Please update your area information, and/or help with that of any student groups you advise, on the AS Summer Status web page for anything that is different this summer that you were or were not providing during spring quarter. You can access the web page at this link: https://www.as.ucsb.edu/spring-quarter-status/

9. Reminder: please continue to update your managers with any COVID-19 costs as you incur them, as well as any that you anticipate in any given month. Managers – please forward these to Ed for your respective areas near the end of each month as these need to be reported monthly to the Division.

10. Reminder: the AS Food Bank will be closed this week for Spring Break and will resume distributions next week on June 22nd.

11. Reminder: the AS Awards Celebration has been rescheduled for Monday, June 22nd at 3:00pm. An additional updated invitation will be sent this week with an updated Zoom link that will require registration.

12. Reminder: the UCPath Center has issued an Unplanned Maintenance Notice for Saturday, June 20th. UCPath will be unavailable that day between 12:00am and 6:00am.

13. Reminder: the fiscal year-end is rapidly approaching (June 30), and to help facilitate related closing processes, please hold off on placing any supplies orders until July 1st. 14. Reminder: as mentioned last week, please evaluate and communicate to your manager and the AS IT team anything you need to facilitate your consistent video conferencing participation. Again, the department will support your needs, including related equipment and any needs for an increase in internet bandwidth.

Once again, thank you and please send any questions concerning the above to Ed or Marisela.

June 9, 2020

As we continue to navigate this very challenging year, your hard work and dedication is recognized and greatly appreciated. The following is this week’s Operations Update summary:

1. With the fiscal year-end rapidly approaching (June 30), it is important to minimize financial activity as much as possible to allow closing processes to be completed. To help facilitate this, please hold off on placing any supplies orders until July 1st. In addition, student loans processing will stop this Friday, June 12th, and will resume on July 1st. Also, any remaining AS requisitions that need to be applied to this fiscal year will not be accepted after Monday, June 15th.

If you are planning to submit any requisitions prior to July 1st, please be cognizant of the budget year you want an expenditure to go against. In other words, if you are turning anything in that should be accounted for in the next budget year (2020 – 2021), please clearly indicate this (and again, please submit any current budget year requisitions by next Monday).

2. If you have not already read it, the 2020 – 2021 AS Student Executives have created a formal statement against police brutality that is posted on the AS website home page. The statement is a downloadable PDF that can be found at: https://www.as.ucsb.edu/exec-statement-against-police-brutality/

3. The AS IT team will soon be releasing helpful new FAQ’s. Included in this will be updated details for completing online AS Requisitions. In addition, new FAQ’s for Zoom meetings will soon be sent by email and will be posted at a later date on the AS website help page. Please keep a lookout for these upcoming resources.

4. The Division of Student Affairs is requesting that each department continue to provide monthly updates on COVID-19 related expenditures. To help facilitate this, please update your managers with any such costs as you insure them, as well as any that you anticipate in any given month. Managers will then be asked to forward these to Ed for their respective areas near the end of each month and until Division notice that this request is ended.

5. The AS Food Bank will be closed next week for Spring Break and as the campus transitions to summer sessions. It will resume distributions the following week on June 22nd.

6. Regarding upcoming evaluations, please take a moment and develop a proposed professional development plan with your supervisor. As always, we encourage everyone to identify opportunities for themselves and propose which skills you would like to enhance over the next year. In addition, we commit to providing support in an enhanced way.

7. The UCPath Center has issued an Unplanned Maintenance Notice for Saturday, June 20th. UCPath will be unavailable that day between 12:00am and 6:00am.

8. The AS Transfer Student Alliance is holding an online graduation ceremony this Saturday, June 13th from 5:30pm – 6:30pm. If you are interested in attending, you can RSVP on the TSA graduation ceremony webpage at: https://transferstudentalliance.as.ucsb.edu/2019/04/09/rsvp-to-our-2019-annual-transfer-graduation/.

9. Reminder: the AS Awards Celebration has been rescheduled for Monday, June 22nd at 3:00pm. An updated invitation will be sent and posted in the coming days.

10. Reminder: the last of ASAP’s COVID-19 coping skills discussion group session is this Thursday, June 11 at 2pm – 3pm. Zoom link: https://ucsb.zoom.us/j/93478699668?pwd=d0JTemRPUnBpandEMkxER2M2YTZSdz09; RSVP at: asap@hr.ucsb.edu

11. Reminder: as outlined in last week’s update message, we are asking that each student supervisor please put together a brief summary of their respective student staff hiring/staffing plans that they and their supervisors are moving forward with, and send them to the Director in each unit. Again, this is simply a request to have related information readily available for UC and campus information requests. Please forward this information by this Friday, June 12th.

12. Reminder: since we are now heavily reliant on video conferencing for remote work meetings, please evaluate and communicate to your manager and the AS IT team anything you need to facilitate your consistent participation. It is important and expected that we repair or expand our video conferencing capabilities as this communication method is being extended. As a department, we will support each others needs, including related equipment as well as any needs for an increase in internet bandwidth.

Once again, thank you and please send any questions concerning the above to Ed or Marisela.

June 2, 2020

Thank you all for your continued work and support of students through the continuing and new challenges we have been experiencing this year. The following is this week’s Operations Update summary:

1. Regarding summer student staffing needs, we are requesting that each student supervisor please put together a brief summary of their respective student staff hiring plans that they and their supervisors are moving forward with, and send them to the Director in each unit. To be clear, this is not a request for making approvals of those needs as that is for each of you and your immediate supervisors to determine, but rather a communication request prompted by the continued fluidity of UC staffing guidelines. We as a department simply need to be prepared to provide related information to the Division, campus, and UCOP as requests are received. It would be helpful if you can forward that information by Friday, June 12th.

2. The Student Affairs Spring Divisional Meeting/Webinar is scheduled for this Thursday, June 4th from 9:30am – 11:00am. You should have received a calendar invite email with the corresponding Zoom link on 5/22. All staff are expected to attend.

3. For professional development funding needs, the WebDev team has created a new related form that is located on the AS Staff Resources webpage. The site’s login page is located here: https://staff.as.ucsb.edu/wp-login.php?redirect_to=/.

4. Associated Students is in the process of securing a second order of facial masks for distribution to students. In order to cost-effectively secure an additional large quantity of quality masks, AS is adding its order quantity (3,300 units) to a large Student Affairs order. The mask that Student Affairs selected includes the UCSB logo and an image of it is below for your reference. Distribution locations to students will be similar to the first round which includes campus residential living spaces, AS Food Bank, Pardall Center, IV Food Co-op, and possibly the clinic. An additional bulk order will be purchased for staff in the next few weeks for when we are expected to return to campus. These will likely be the same logo’d design. However, if staff collectively prefer a different design, then prices will differ and more research would need to be conducted since we secured this latest purchase with the help of the campus.

5. In a 5/20 email, campus Design, Facilities & Safety Services confirmed that a number of campus buildings have developed water safety issues due to non-circulation during this unoccupied period. However, measures are being taken to correct this issue before affected buildings are re-occupied. Fortunately, these buildings do not share water circulation with other campus buildings and structures. Any related questions can be sent to Renee Bahl, Associate Vice Chancellor for Design, Facilities & Safety Services (renee.bahl@ucsb.edu).

6. In a 5/20 email, Campus HR forwarded a letter from President Janet Napolitano that formally announced a system-wide pay freeze for policy-covered (non-represented) employees. A corresponding letter to the UC community is posted on UCnet at: https://ucnet.universityofcalifornia.edu/news/2020/05/president-napolitano-announces-systemwide-pay-freeze-for-policy-covered-employees.html As Coraline outlined in her follow-up email message on 5/21, the pay freeze also applies to policy covered (non-unionized) student employees.

7. The Santa Barbara Community Environmental Council is hosting a free online webinar, Electric Vehicles 101 – All Your Questions Answered, this Thursday, June 4th at 12:00pm – 12:45pm. This webinar provides information to help you decide which electric vehicle may be right for you including available incentives. Additional details were provided in a 5/20 email. The webinar reservation link is: https://us02web.zoom.us/webinar/register/WN_VFHlAeoiQ02CW9VbHyxQtQ

8. Reminder: as you likely know, the AS Awards Ceremony has been postponed. It was a tough decision to make, and not taken lightly. None of the previous decisions made regarding awards will be changed. The Ceremony is tentatively rescheduled for Monday, June 22nd. Time will be determined at a later date and communicated with an updated invitation.

9. Reminder: the Academic and Staff Assistant Program (ASAP) has two remaining COVID-19 coping skills discussion group sessions. As previously mentioned, these sessions are meant to help maintain our psychological well-being and connect with colleagues as we follow stay-at-home orders. Remaining meeting times include the following: Thursday, June 4 at 2pm – 3pm Thursday, June 11 at 2pm – 3pm Zoom link: https://ucsb.zoom.us/j/93478699668?pwd=d0JTemRPUnBpandEMkxER2M2YTZSdz09; RSVP at: asap@hr.ucsb.edu

10. Reminder: all outstanding AS requisitions, including any from AS groups you advise, need to be completed and turned in no later than this Friday, June 5th so they can be processed against 2019-2020 budgets.

Thank you again and as usual, please send any questions concerning the above to Ed or Marisela.

May 19, 2020

Hope everyone is doing well and staying safe. The following is this week’s Operations Update summary:

1. The AS Emergency Loans online application form is now live on the AS Emergency Loans webpage at https://www.as.ucsb.edu/resources/emergency-loans/. Click on the indicated link to begin the application process.

2. The AS Awards celebration is scheduled for Monday, June 1st at 7:00pm via Zoom. If you are able, it would be great to have staff join the event to help celebrate the work and accomplishments of students, particularly given the current COVID-19 related challenges.

3. With regards to the Awards celebration content, if you advise any AS groups, please have them submit to Sean as soon as possible any photos/videos of the group, events, meetings (Zoom), individual remote workspaces, or of anything else exciting from this academic year. Please upload images/video to this link: https://www.dropbox.com/request/HOjazl4grh1uc1g4eApa.

4. The Campus Chief Information Security Officer, Sam Horowitz, issued a recent Ransomeware Readiness Plan message on 5/18 which outlines a growing related threat and quick response process should you discover a ransomeware attack on your computer/device. Please review the message and keep for reference, but keep in mind an additional step for AS devices is to immediately inform our own department’s IT team. You can submit an AS Technical Support Helpdesk ticket at this link: https://help.as.ucsb.edu/?page=sign-in&redirect_to=https%3A%2F%2Fhelp.as.ucsb.edu%2F%3Fdc%3D1589919351&dc=1589919351

5. The Chancellor provided another status update on 5/14 regarding return to campus plans. In essence, the University and Campus are planning for a number of possible scenarios but a decision on which direction to take for Fall quarter is likely a ways off. In the interim, it would be helpful for all of us to begin contemplating how we could best operate under the message’s outlined options. Please be prepared for more discussion on this topic within our respective unit meetings.

6. The Division released in a 5/15 email results from a Spring 2020 Undergraduate Remote Learning Survey that includes “…a wealth of information about changes to students’ living environments, experience, and student service utilization.” This information may be helpful when determining future student support programs. The survey results can be found here: results and resources. Please also see the original email message for additional information.

7. The Academic and Staff Assistant Program (ASAP) continues with its COVID-19 coping skills discussion group to help maintain our psychological well-being and connect with colleagues as we follow stay-at-home orders. Remaining meeting times include the following: Thursday, May 21 at 2pm – 3pm Thursday, May 28 at 2pm – 3pm Thursday, June 4 at 2pm – 3pm Thursday, June 11 at 2pm – 3pm Zoom link: https://ucsb.zoom.us/j/93478699668?pwd=d0JTemRPUnBpandEMkxER2M2YTZSdz09; RSVP at: asap@hr.ucsb.edu ASAP is also creating new resources that can be accessed remotely on their YouTube channel at: UCSB ASAP

8. In a 5/15 email, the campus Employee Engagement Workgroup announced sponsoring a “Did You Know” series of announcements highlighting campus programs and activities that are available to UCSB staff. These announcements will be sent biweekly throughout the academic year, so keep an eye out for this useful information.

9. Reminder: with the department’s fiscal year end coming up, please have all outstanding requisitions, including any from AS groups you advise, completed and turned in no later than Friday, June 5th so they can be processed against 2019-2020 budgets.

10. Reminder: the second of two UCPath outages has been shortened by one day and begins this Friday on May 22 at 10pm and ends Wednesday, May 27 at 12pm. Once again, transaction requests and other change requests will not be processed until after the system is available.

Thank you and as usual, please send any questions concerning the above to Ed or Marisela.

May 12, 2020

With yet another week of remote work having flown by, we thank you again for your efforts fulfilling responsibilities and guiding students through this unusual Spring Quarter.

The following is this week’s Operations Update summary:

1. The AS Emergency Loans online form and process is close to being released and is undergoing final review/testing. If you are approached by any students waiting to apply, please let them know that the form should be available on the AS Emergency Loans webpage soon.

2. As remote work continues, there is a need to convert a number of manual documents/forms to an online format, including those that only see limited or seasonal use. If you have any such seasonal forms in your area that will be coming up for use where it would be helpful to be made available online, please submit a Web Development (WebDev) request now to ensure enough time for an online conversion. You can find the WebDev request form at: https://www.as.ucsb.edu/resources/internal-assistance/web-development/.

3. The department’s fiscal year end is rapidly approaching (June 30th) and one of the related needs is to complete processing of all open transactions against current budgets for audit and reporting purposes. To help facilitate this, please have all outstanding requisitions, including any from AS groups you advise, completed and turned in no later than Friday, June 5th so they can be processed against 2019-2020 budgets.

4. In case you missed the May 5th email message, the campus has now made it official that all Summer Sessions courses and programs will be moved to remote delivery (the previous decision was limited to June and July sessions A,C,D, and E). More information can be found on the Summer Sessions website here: website.

5. As an update, Student Affairs (SA) has recently communicated that while there remain numerous questions surrounding a possible ‘hybrid’ re-opening of campus for Fall quarter, formulating the related answers and operational plans have a ways to go before being introduced. SA has confirmed, though, that the campus, Student Health, and the County Public Health Department are working hard to develop these.

6. The previously announced masks distribution for students is progressing. In Isla Vista, EVPLA is coordinating distribution partnerships with the IV Food Co-op, the IV Clinic, and the Pardall Center, with anticipation that distributions will begin with at least one of these locations this week.

7. UCSB Professional and Continuing Education is offering a wide variety of individual professional courses and certificate programs online. Additional information was provided in a May 5th email or you can visit their website here: https://professional.ucsb.edu/?utm_source=dlist&utm_medium=mail&utm_campaign=unex.

8. The AS Awards virtual celebration is tentatively scheduled for Monday, June 1st at 5:30pm. If you advise any AS groups that may have a meeting conflict with this day/time that can’t be changed, please let Ed, Chelsea, or Diana know by this Wednesday at noon.

9. Reminder: the AS Employee Satisfaction & Retention Team is holding its first Zoom Happy Hour for all AS career staff this Thursday, May 14th at 5pm. You should have received a message and calendar invite with the corresponding Zoom link from Lili on 5/8.

10. Reminder: the second of two UCPath outages begins a week from this Friday on May 22 at 10pm until Thursday, May 28 at 8am. Once again, transaction requests and other change requests will not be processed until after the system is available.

Please continue to stay safe. As usual, please send any questions concerning the above to Ed or Marisela.

May 5, 2020

As we continue to remotely fulfill responsibilities and unexpected needs this Spring Quarter, please know that your constant, and reliable work for our students, particularly under these current challenging circumstances, is greatly appreciated.

The following is this week’s Operations Update summary:

1. The AS Requisition form is now available online from the Associated Students website Home page at https://www.as.ucsb.edu/requisition-form/. Please be sure to read the accompanying instructions carefully as the process for in-person requisitions has been adjusted in places to accommodate completion and submission of the form remotely.

2. Requests for rollover funds from the 2019-2020 fiscal year to the 2020-2021 fiscal year are due this Friday, May 8th. The form to request a rollover is on the Finance & Business Committee website and can be found at this link: https://asfb.as.ucsb.edu/rollover-requests/.

Cindy has provided additional information, including those entities that receive an automatic rollover, in her April 29th email. Please feel free to contact her with additional related questions.

3. The Gateway procurement portal will be down for maintenance and unavailable this Saturday, May 9th from 3:00pm until 11:00pm.

4. Per a recent email message on May 4th from campus HR, the Office of the President clarified previously issued guidance pertaining to COVID-19 related leaves. The revised guidance includes that Emergency Paid Sick Leave (EPSL) may now be taken in blocks, rather than limited to a two-week block. All updated COVID-19 paid leave guidance can be found at the following link: at COVID-19 Related Leaves and Job Protections Guidance for Policy-Covered and Represented Staff Employees, reissued May 4, 2020

5. Please note that a small change has been made to the Paid Administrative Leave form (accessed from the AS website Home page). The form requests that individuals completing the form now provide their personal UCSB email address.

6. Materials/information discussed at last week’s SA Divisional meeting is now available in a Google Drive folder at this link: Google Drive folder. The information includes a recording of the Zoom meeting, poll results, and a word cloud made from the self-care tips shared at the end of the meeting.

7. As announced at last week’s Divisional meeting, the campus is anticipating the implementation of a ‘hybrid’ Fall Quarter where some components of instruction and services will move back to campus. While details are unavailable at this time, and may not be for a while longer, there was a request to begin evaluating what aspects of work should be considered as necessary and possible for moving back to campus in the Fall, and what should and can remain remote.

8. Reminder: per a previously released campus Administration request, please be sure to wear a face mask if you need to be on campus. Of course, should you be working alone in your campus office, you do not need to keep the face mask on.

9. Reminder: the deadline for submitting AS Awards nominations has been extended to this Friday, May 8th. If you have not already done so, please send in your nominations as soon as possible.

10. Reminder: the second of two UCPath outages begins later this month on Friday, May 22 at 10pm until Thursday, May 28 at 8am. As with the first outage, transaction requests and other change requests will not be processed until after the system is available so please plan accordingly.

Thank you again for another week of remote work. As usual, please send any questions concerning the above to Ed or Marisela.

April 28, 2020

The following is this week’s Operations Update summary:

1. The Division is holding an all-staff webinar this Thursday, April 30, from 2pm – 3pm to provide updates on COVID-19 related updates. You should have received an invitation on 4/24. Since this overlaps with our scheduled AS Staff Meeting, we will hold a shorter Zoom Staff meeting from 1pm to 2pm, and then join the Division meeting for the second hour.

2. The Division has issued corrective information regarding student unemployment benefits. It now appears that student employees may be eligible for unemployment benefits under the CARES Act. While the outcome of individual unemployment applications is an unknown, it may no be worth student effort to apply in those instances where they do not have other work or benefits options.

3. As you likely have seen, on 4/24 the Campus issued a staff hiring pause message stating that effective immediately, the campus is implementing a ‘Position Management Program’ for staff positions. While a brief overview was introduced of an intention to review hiring needs, details and potential impacts are not yet known. We will follow up on this once more information becomes available.

4. Associated Students has committed funding to and is in the process of procuring 5,000 reusable cloth face masks for distribution to undergraduate students in residential living locations on and off campus. Distribution logistics to get these masks to students are currently being worked on with the AS Food Bank and the EVPLA office.

With respect to essential protective supplies for staff and areas within the department (i.e. cleaning/disinfectant supplies and masks), we would like to establish a centralized current inventory status of these items for the department. Please provide to your managers what you currently have on hand in your respective areas, what you have on order but have not yet received, and anything you have had difficulty sourcing and need help with. Managers – please consolidate this information and forward to Ed as soon as possible.

5. A new pandemic coping skills resource discussion group is being started through the Academic and Staff Assistance Program (ASAP) to learn new coping skills, find ways to maintain psychological well-being, and connect with campus colleagues. There are currently six weekly Zoom meetings planned with the first scheduled for Thursday, May 7 at 2:00pm – 3:00pm. The Zoom meeting link is: https://ucsb.zoom.us/j/93478699668?pwd=d0JTemRPUnBpandEMkxER2M2YTZSdz09

6. Student Affairs has created a Student Wellbeing website to help support students as they meet the current challenges and changes created by the COVID-19 situation. The website is https://wellbeing.ucsb.edu. When your schedule allows, please take a look at the site as it may be helpful to be familiar with the resources being offered should you find the need to refer a student there. Also, should you encounter a student in distress or have concern about a student, you can create a distressed student referral at the following link: https://ucsb-advocate.symplicity.com/care_report/index.php/pid336577

7. The first online AS Requisition form is close to completion. Most technical issues have been resolved and the form is under AS audit firm review. The form with corresponding instructions will be released shortly after the review is completed.

8. The Summer 2020 New Student Orientation Program has been officially moved to an online-only format. Details will be posted on the Orientation website (orientation.sa.ucsb.edu) in the coming weeks. Departments that have traditionally held a workshop or informational sessions during in-person orientation will continue to be able to do so in the online version.

9. AS Elections have concluded successfully including a very well attended elections results webinar that attracted 350 attendees last Thursday night. A big thank you to the entire AS elections team as they creatively adapted to facilitating the elections process in our new virtual world.

10. Reminder: the deadline for submitting AS Awards nominations is this Friday, May 1st. Please help us recognize the accomplishments and work of students by sending in your nominations this week.

11. Reminder: the first of two UCPath outages begins this Wednesday at 10pm and lasts through Tuesday, 5/5 at 8am. Access to UCPath with be unavailable during this outage.

Be well and thank you for your continued work this past week. As usual, please send any questions concerning the above to Ed or Marisela.

April 21, 2020

The following is this week’s Operations Update summary:

1. You may have noticed that the online AS application form for Paid Administrative Leave (PAL) was recently suspended temporarily as the UC and Campus HR had issued updated guidelines on how PAL can be applied. We have since had answers provided to questions raised by these new guidelines. Going forward, all full-time staff must claim PAL in increments of 8 hours. All part-time staff, i.e. student staff, must claim PAL in increments equal to the percentage to full-time that their total available PAL hours were calculated on. For example, a part-time student staff member who typically works 25% of a full-time schedule, must claim PAL in increments of 2 hours (based on 25% of a full-time 8 hour work day). The online leave form should be reinstated soon with the addition of the new guidelines.

2. The campus has issued updated guidance on the use of cloth face coverings while working on campus. This updated guidance strongly encourages the use of face coverings for all UCSB personnel who must come to campus to perform essential services. This guidance is in accordance with the recommendations issued by the Centers for Disease Control (CDC), the California Department of Public Health, and Santa Barbara County Public Health officials. Additional related information can be found in a 4/17/2020 email message from Garry Mac Pherson (Vice Chancellor, Administrative Services).

3. Another friendly reminder to please send in your student nominations for AS Awards. The deadline is May 1st which is rapidly approaching and your submissions are great needed.

4. Access cards are still available for students and staff during the University Center closure by sending an email to ucen-access@ucsb.edu requesting the card. For staff, include a picture (jpeg) of the person needing a card plus a recharge form with the account # to be charged and the card will be sent via campus mail.

5. The Work-Study Unit of the Office of Financial Aid & Scholarships has created an information page regarding the use of work-study for student employees during the COVID-19 response. It can be found on the Office of Financial Aid & Scholarships website and it will store all previous and new campus communications about the program. The webpage link is: https://www.finaid.ucsb.edu/work-study-and-covid-19-information.

6. If you are advising a student group that is interested in holding a virtual event that requires the use of the AS Concert-Lecture Agreement template, please contact Ed directly as a first step to discuss its use as a number of updates have been confirmed for creating related agreements using the template.

7. Work continues on developing online AS forms and related processes. Emergency Loans and EOP Grants forms should be online shortly with an updated AS Requisitions form soon after.

8. AS elections are currently under way with online voting until Thursday at 4pm. You can see the current voter turnout results on the AS website home page in the 2020 Spring Elections box.

9. Reminder: the first of two UCPath outages is rapidly approaching. UCPath will be unavailable for any access while UC San Diego and UC San Francisco transition to UCPath during these outages. These dates are: 10pm Wednesday, April 29th until 8am Tuesday, May 5th 10pm Friday, May 22nd until 8am Thursday, May 28th

10. Reminder: please be sure to visit the “guidance and ongoing updates” section of the AS website for the latest on campus and UC COVID-19 information.

Hope everyone is doing well and thank you all for another week of adapting to remote work life. Please send any questions concerning the above to Ed or Marisela.

April 14, 2020

The following is this week’s Operations Update summary:

1. UCOP and Campus HR have confirmed that the annual performance evaluations deadline has been suspended until Fall. However, self-evaluations should still be completed this Spring quarter given that the evaluation period does not change and it is best to complete this while related knowledge is still fresh. This is also a good time to review training module requirements and professional development goals, and complete any of those that are outstanding.

2. The UC recently sent out a message providing COVID-19 related updates (UCnetwork) which included a link to the latest COVID-19 news for employees coming out of UCOP That link for ongoing updates is current systemwide employee information

3. The AS Awards season is upon us and your nominations are critical to the Department’s ability to recognize students for their work. Please take the time to review the nominations request message sent by Chelsea (see her message from 4/7) and submit your nominations through the included link.

4. The COVID-19 Administrative Leave Form and instructions are located on the AS Website at https://www.as.ucsb.edu/spring-quarter-status/leave-request/. Please note that Administrative Leave is provided by the UC and not the Department. Leave hours limits are calculated and applicable on an individual basis only, and granted on the qualifying requirements provided by the University. These guidelines apply to both student staff and career staff.

5. AS Administration continues to operate daily from 9am – 4pm. However, the office is closed to any foot traffic. Coordination of needs is being conducted through messaging and phone calls (805-893-3374).

6. AS Requisitions and checks continue to be processed while the Department operates remotely. A small snapshot of the requisitions and checks that have been processed recently include: – 74 Requisitions – 138 Honoraria Checks – 55 TBL Payroll Checks – 36 Disability Transportation Program Checks – 26 CFF Grant Checks – 21 EOP Grant Checks

In addition to the above, there are many checks waiting to be mailed but are in need of mailing address information. If you are aware of any students waiting for a check from AS Admin, please encourage them to go to the AS website, click on the “Where’s My Check” box (on the Home page or Resources tab), and select the appropriate category from the drop down menu. Checks will be mailed shortly after receiving this information.

While an online AS Requisitions process is nearing completion, please continue to submit any needed requisitions manually (mail, scanned copies/email (mail original receipts), drop-off under Admin door).

7. The AS Finance and Business Committee has updated information and forms available for student groups looking for cancelled event refunds/rollovers, as well as groups looking to request funds for the remainder of the academic year. This information can be found on the AS website Home page at the ’Spring Quarter Status’ link (https://www.as.ucsb.edu/spring-quarter-status/) and under the Finance and Business Committee section.

8. The AS Food Bank is continuing food distributions for students with pre-packaged bags since the usual ’shopping’ is not feasible under the current COVID-19 restrictions. Distribution days are currently Wednesdays and Fridays, 10am -3pm (or until food runs out). Please refer any food insecure students needing assistance to the contact information on the AS Food Bank webpage at https://foodbank.as.ucsb.edu/.

9. If you did not see yesterday’s message from Chancellor Yang, all UCSB Summer Sessions courses scheduled to begin in June and July (sessions A, C, D, and E) will be moved to remote instruction. It is also likely that the courses scheduled for August (sessions B, F, and G) will also be moved to remote instruction, but formal confirmation is still pending.

10. With AS elections campaigning now being conducted remotely, candidates are presenting themselves and their platforms via YouTube videos which can be viewed at: https://www.youtube.com/channel/UCdEPlugnpLECkUMPnL0ASXg/videos

11. For your Zoom meeting enjoyment, the Creative Media Unit has created some fun virtual backgrounds that you can use for your virtual meeting presence. You can find these on the AS website at: https://www.as.ucsb.edu/virtual-background-for-zoom/

As always, please send any questions concerning the above to Ed or Marisela. Thank you for your continued hard work and flexibility with all of the ongoing changes to our work lives.

April 7, 2020

The following includes both a summary of update responses on a number of topics from the Division (item number 1), while our usual internal weekly Ops update begins withe item number 2:

1. Student Affairs has sent a few updates regarding questions recently submitted by division departments. Some of those questions and responses are as follows:

Q. Will more administrative leave be granted given the pandemic will be going longer than expected? A. This is being discussed at the systemwide level but no decision has been made.

Q. Can employees cash out vacation now or get an emergency loan from the university? A. Neither option is being discussed at this time.

Q. Will there be any incentives for the option of early retirement? A. Although UC has utilized this kind of strategy in past economic downturns, this option is unlikely at this particular time.

Q. Should I approve a request to use administrative leave for the entire quarter? A. Approval for administrative leave should be done on a biweekly or monthly basis, similar to the timing of timecard approvals.

Q. How do we calculate administrative leave for an employee on ERIT? A. Even though employees on ERIT receive full benefits, Administrative Leave for employees on ERIT should be pro-rated for the amount of time they are usually scheduled to work.

Q. Does the age of an employee’s child make any difference as to whether they are eligible for administrative leave? A. No, if someone has children at home who are in pre-school and/or secondary school, they are eligible for administrative leave.

In addition, the following are a number of other miscellaneous Division Admin updates:

a) We are doing everything possible to identify work for student employees. For many student positions, this is challenging to sustain for the entire quarter. It would be good to continue to brainstorm work that students can perform and/or collaborate with each other to trade best practices or creative ideas.

b) Students are eligible for administrative leave under the same conditions as career employees. Most students work part-time so the available hours for administrative leave are pro-rated which is consistent with career employees.

(AS note: internally, we have been waiting for this confirming reply from the Division before being able to move forward with the internal AS Leave Request Form. Now that we have just received it, you will be able to freely distribute/use the form shortly as it will soon be accessible on the AS website. You may recall that the form has been completed by JudyAnn, and she provided a link to it this morning on the Slack Staff channel. The link to the form is https://www.as.ucsb.edu/spring-quarter-status/leave-request/. Feel free to take a look if you have not already done so. Again, you should see the form active on the website shortly.)

c) The Department of Education is allowing students on work study to secure additional funding to continue their education even if they have exhausted their annual allocation. Check the FA website and contact Financial Aid for with specific questions.

d) Keep in mind that the Basic Needs team is working hard to make sure that students have adequate food and housing. If students are struggling financially refer them to the Financial Crisis Team for assistance: http://food.ucsb.edu/about/committees/financial-crisis-response-team

e) HR is requesting that departments be flexible about start dates for new employees. On-boarding paperwork will take more time than usual and new employee orientations are being offered online.

f) UCPath and UCRAYS (retirement) are no longer providing phone service. They are responding to email and service requests. UCRAYS is a paper based system and employees who are planning on retiring in June need to upload necessary documents by mid-May in order to receive a retirement check by August 1. Please see the memo from Lisa Romero about UCRAYS: https://www.hr.ucsb.edu/memos/2020/important-changes-retirement-process

g) If you have staff who are concerned about their personal finances and they are in the process of paying back their student loans, the link below will be a valuable resource. Borrowers have until October 1 to pause payments with no penalty. No interest will accrue and the skipped payments will still count for programs like the Public Service Loan Forgiveness program https://ticas.org/covid-resources-for-student-loan-borrowers/

2. If you are in need of using the AS Concert – Lecture Agreement template, please facilitate the signing process by first having the person you want to contract with (supplier/artist) sign the template, scan and email it back to you. The template will then need to be forwarded to Marisela for her approval signature. Please also have the supplier/artist mail their signed original copy to AS Admin. As usual, the Agreement will need to be submitted with the usual required documents including an AS Requisition.

3. As you may have heard, Zoom’s recent expanded use has also made it a bigger target with would-be hackers. It is therefore important that you ensure Zoom is updated on your computer. Oscar has provided helpful guidance for doing so on April 3rd on the Slack Staff channel.

4. If you are in need of facilitating a remote presentation via Zoom, you will likely need to set up a webinar and not a Zoom meeting. Zoom webinars allow for a greater number of attendees and allow the facilitator more control over attendee interaction. Regular accounts cannot host webinars so you will have to request it as an add-on, but please only do so if you need to host a large event. Sean provided some additional information on April 2nd in the Slack Staff channel.

5. Where’s my Check? If you haven’t already noticed, Sean’s team has added a very helpful e-form on the AS website home page for students who need to request a check from AS Admin. If you receive any related questions from students, please refer them to this site rather than to Cindy or Anjum. Please also take a look at the request form if you have not already done so.

6. While still a couple of weeks away, please be aware that the UCPath system will be down and unavailable at the end of the month (April 29th @10pm – May 5th @ 8am) as well as near the end of May (May 22nd @ 10pm – May 28th @ 8am). These outages will likely affect payroll approval dates and any new hire processing so please plan accordingly.

7. A new learning opportunity for staff/students was introduced this morning: Gender Recognition Act Module (a course that provides information on new state legislation that established a third gender category (nonbinary) and guidance on what actions UCSB employees can take to create a more welcoming campus for nonbinary people). The course can be located in the UCSB Learning Center.

8. Reminder: If you are advising an AS student group, please be sure to send any corresponding operational or services updates to JudyAnn that should be posted on the AS website. Also please be sure to do the same for any relevant services updates in your area.

9. Reminder: If you need additional equipment to conduct your work in your remote location, please inform and coordinate your needs first with your supervisor. If you are supervising others with these needs, please forward a list of such items to Sean if they are computer/electronic equipment, and to Ed if furniture or other equipment needs. For each item, please indicate what the item is, who it is for, whether it is an item moved from a campus work location or if it was ordered (please provide cost), and if ordered, please provide a receipt copy or Gateway PO number. Again, we need to centralize tracking of remote work equipment as the items will need to return to campus when remote assignments end.

While some of you have already been reaching out with questions, please feel free to message Ed or Marisela if you have any questions concerning these updates. If we do not immediately have an answer for you, we will help locate one as best we can. Please understand that with the rapid changes we are all experiencing, there may be periods when an answer is not yet able to be fully confirmed. Despite urgent needs, there can be numerous campus and internal considerations that need to be solved before we can implement plans or tools. In such cases, please be assured that we are working through those requirements as quickly as possible, and we will provide as much status information as we can as we receive it.

Once again, thank you all for continuing to adapt to the on-going fluid COVID-19 situation.

March 31, 2020

The following is this week’s operations update summary:

1. As we continue to settle into our remote work locations, you may find a need for additional equipment, connections, or other supplies to facilitate your work. In all such cases, whether it is something existing that you need to move from your on-campus work space or something that you need to order, please communicate these first with your supervisor. We need to track any additional expenses incurred, such as expanded internet bandwidth needs, as well as maintain a centralized inventory of equipment being used in remote work locations. Please keep in mind that any equipment/supplies you bring from campus to your remote work location will eventually need to return to your campus workspace once remote work ends.

2. We are scheduled for a virtual Staff Meeting again this Thursday at 1:00pm. Be sure to prepare your creative video backgrounds if you are so inclined!

3. If you are not familiar with the Shoreline engagement platform, please take a few moments before this week’s Staff meeting to to login and take a look as it will be a discussion topic. The division is asking that we use this platform as one of our means for communicating to students this quarter. The link is https://shoreline.ucsb.ed/.

4. Regarding the remote requisitions process draft that Cindy and Anjum shared in last week’s update message, they are still finalizing the related elements and will be providing an update at this week’s Staff meeting.

5. If you are a Gateway user, please be sure to read the messaging provided on the Gateway Home Page/Dashboard for user updates.

6. Clarifying questions concerning the application of COVID-19 administrative leave have been sent to the Division. Answers will be shared as soon as a response is received.

7. Several training / professional development opportunities are upcoming from RCSGD as they are facilitating the following five zoom Queer Trans Identities and Experiences seminars. These seminars are an introduction to LGBTQ terminology, pronouns, and LGBTQ resources. Open to staff, faculty, graduate students, and student staff:

Queer & Trans 101 Seminar Tuesday, April 7th 12pm – 2pm Monday May 4th 10am – 12pm Trans 101 Seminar Thursday, April 30th 2pm – 4pm Thursday May 21st 11:30am – 1:30pm

UndocuQueer and UndocuTrans Seminar Tuesday, April 2nd 1pm – 4pm (Must complete Queer and Trans 101 in order to attend this seminar)

Registration and more information on the individual seminars: http://rcsgd.sa.ucsb.edu/education

8. Reminder: if there are any outstanding Temporary Telecommute – Remote Work Agreement forms needing completion for any of your supervised staff, please complete per last week’s update message and send in as soon as possible (copy Marisela, Coraline, and Ed).

As we are all experiencing, the COVID-19 situation continues to necessitate changes to our work and processes. Thank you for your continued patience and flexibility with these impacts.

March 25, 2020

The following is the second of our weekly operations update summary:

1. AS Requisitions: Cindy and Anjum have been working on a modified workflow to facilitate remote processing. The current draft of that process is attached for your reference, and you will notice that it contains a few ’next steps’ notes that are still being worked on. Cindy and Anjum will update all of us once it is ready to be implemented.In the mean time, please familiarize yourself with the draft so the process can be implemented quickly once complete. As this is put into practice, we may discover a need for modifications in which case those updates will be communicated to you.

2. On-campus work: any staff member (career or student) needing to be on campus regularly for part of their work schedule, must first notify Marisela and receive her formal approval for an exception to remote work before proceeding. Brief, one-time campus visits to gather materials or supplies do not currently require this but in such cases, please inform your supervisor prior to doing so. In either case, please update the recently created Remote Work Calendar of your work location.

3. Facilitating student group meetings: for student groups that you advise which are continuing to meet remotely, please ensure these 4 points are covered for every meeting: a) A written agenda of discussion topics b) Publicly post the time/virtual place the meeting will take place c) Designate a minute taker to take meeting minutes d) Provide information on how to reference posted minutes/ask questions as relevant

4. If you have encountered any questions from students regarding turning in iClickers from last quarter, please instruct them to mail it to AS Admin (with their name and contact info) as both the Cashiers & Ticket Office and AS Admin are closed to walk-in traffic.

5. UCPath Center reminder: Center staff are working remotely and are not accepting any phone calls. If you need support, please do so by messaging through the UCPath Online portal.

6. Per yesterday’s message from Gary Mac Pherson (Vice Chancellor for Administrative Services), all campus buildings, including Cheadle Hall, will remain locked. Only those with pre-authorized keys/access cards will have entry access. Please see his message for additional details.

7. Reminder: please provide update info regarding your area’s services/availability that needs communicating to the campus community to JudyAnn. She will continue to update the AS website with relevant information that you provide her.

8. Reminder: please continue to forward any contracts/agreements that may need postponement or cancellation to Ed and Marisela for review and assistance.

9. Reminder: all Temporary Telecommute – Remote Work Agreement forms should be completed for career and student staff and turned in to Marisela. Please expedite if any are outstanding.

10. Reminder: please make contact with your supervisor daily/per work shift. Also be sure to update work plans as needed with your supervisor and to clock in and out daily on Kronos.

Once again, thank you all for your work and flexibility as we continue to navigate our new work realities.

March 17, 2020

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

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

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

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

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

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

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

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

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

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