Hiring Affiliates & Volunteers

Picture of the hiring process for Affiliates or Volunteers

The above is a high-level process flow of the steps BEST takes in partnership with their campus departments to hire Affiliates and/or Volunteers. Below are more details about what each step involves. 

Any confusions about whether an Affiliate or Volunteer title is appropriate for your new hire? Departments are encouraged to review the Contingent Worker (CWR) Guide to ensure appropriate eligibility for Affiliates and also confirm Bmail / CalNet and Cal 1 Card eligibility.

Expand to see some common Affiliate/Volunteer titles

Affiliate needSuggested titleDocuSign PowerFormContact
Need to hire a Volunteer? CWR011 - Staff Volunteer Use Volunteer Docusign Powerform BEST HR Generalist
Need to give an LBL Postdoc access to the UCB Campus? CWR002 - LBL/DOE Postdoc Use Affiliate Docusign Powerform BEST HR Partner
Need to give UCB Campus /Systems access to a  Postdoc from another UC Campus? CWR017 - Different BU Use Affiliate Docusign Powerform BEST HR Partner
StepAction / Instructions
1 Department identifies appropriate Contingent Worker Title and submits the DocuSign PowerForm -- Department submitters must identify the most appropriate Affiliate/Contingent Worker title code(link is external) before initiating the appropriate Powerform. Departments can utilize the resources on this website or consult with their BEST HRG / HRP for assistance if the Form Initiator is unsure of which title code to use. If there are questions related to the systems access for Affiliates and/or Volunteers, use this system access guide.

Expand for additional information about Step 1

  • Departments must ensure to use the applicable PowerForm to complete appointment information. There is a separate Powerform for Affiliates and a separate Powerform for Volunteers.
  • For Affiliates (not Volunteers), only add a Department/Unit Manager if an additional approver is required in your business process. If not, it may be left blank.
  • The form Initiator should ensure to have the following information available before initiating the powerform: duration of the appointment, rationale of affiliation, supervisor details and work location.
  • The Department can ensure to add the correct Work Location using the Location Code Table(link is external) if necessary to identify the location where the Affiliate/Volunteer will be working on campus.
  • If any Elements of a Critical Position as outlined in the form will apply to the Affiliate/Volunteer then a Background Check(link is external) will be required. The HRG or HRP should be contacted to route and complete an Intercampus Order and/or Charge (IOC) Form (XLS file)(link is external)for the Background Check.
  • If the Affiliate/Volunteer will be working with Minors (as defined in the Elements of a Critical Position) in the Powerform, then the Affiliate/Volunteer will need to complete CANRA Training and possibly also a Background Check. The applicable PowerForm contains more in-depth information.
  • Once the Initiator signs and submits - the PowerForm is then routed to the Affiliate/Volunteer for their review, entry and sign off.
StepAction / Instructions
2 Affiliate/Volunteer receives the PowerForm -- Once the Form Initiator has submitted the form then the Affiliate/Volunteer receives the Powerform through Docusign then completes and signs the DocuSign PowerForm. The Affiliate/Volunteer enters their personal identification and contact information as well as emergency contact information. The form will indicate if Patent Acknowledgement is needed (depending on the title) and also where signatures and/or initials are required
3

PowerForm is re-routed -- Once the Affiliate/Volunteer signs and submits the Powerform it may be routed to a Department Manager or Supervisor - see below.

  • For an Affiliate appointment, the PowerForm is routed to the Department Manager for signing (only if they are listed on the PowerForm Signer Information page).
  • For Volunteer appointments, the PowerForm is routed to the Supervisor for signing.
  • Regardless of the appointment type, a PDF version of the signed PowerForm is routed back to the initiator who must attach it to a new HR Service Hub case.
4

Create a New HR Service Hub request/case & Attach Completed Powerform -- The Department MUST create a new HR Service Hub hiring request/case and attach the completed/signed PDF to the case. The appropriate BRS region receives the request and begins processing. 

Additional processing time will be required for requests involving a Background Check. It is recommended the HR Generalist or HR Partner is added to the watch list in addition to any other individuals who may need an update
5 New Appointment is sent to UCPath Center -- The BEST HR team will receive and review the case details and will reach out to the Initiator or, Department Contact if any clarification is needed with the request. If all details have been confirmed, BEST HR sends the appointment request (template) to the UCPath Center.
6 UCPath Center approves the request (template) -- Once the UCPath Center approves the request, the new Affiliate/Volunteer will receive their Affiliate/Volunteer ID via a Welcome Email they receive from the BEST HR team. The turnaround time from would be 5-7 business days if a Background Check is not required.
7 New Affiliate/Volunteer receives their Affiliate ID -- The BEST HR Team sends a “Welcome” email which contains the Affiliate ID which can be used by the Affiliate/Volunteer to establish their Cal Net access.

RELATED LINKS

Volunteer Powerform

Use this Docusign Powerform to Initiate the Hiring of a Volunteer

Affiliate Powerform

Use this Docusign Powerform to Initiate the Hiring of an Affiliate

Already have your PowerForm filled out?

Go to the HR Service Hub to create your Affiliate or Volunteer hiring request

Looking to hire a Minor Volunteer?

Reach out to your BEST HR Generalist for more assistance

Glossary of common terms

When hiring Affiliates or Volunteers