Lean, Lunch & Learn Workshops

I-9 Process Updates for Staff & Undergraduate Students in Academic Affairs

Date: Wednesday, April 16

With Melody Chiles, Sally Morgan, Vanessa Torices, and Gilda Smith

Come to learn the latest roles, responsibilities, reports, and best practices surrounding monitoring I-9 compliance in Academic Affairs HR.

Links & Resources:

• Session Slides
• Session Recording
• Q&A Recording
• VCAA Google Folder for "All Things I-9"

Academic Affairs Updated Best Practices for UCPath

Date: Monday, March 24

With Cherry Park, Kelly Maheu, and Sally Morgan

In this session, we'll guide you through some of the most recent HR updates and what it means for how you process positions and jobs in UCPath. Whether you work with academic, staff, or student positions we’ll cover three key topic areas:

• Position Management
  • How often should I be checking for vacant positions?
  • How long can I leave a position vacant?
  • When we launched UCPath we didn't use position freezes, am I supposed to use them now?

• Short Work Breaks

• • When should I be using short work breaks?
  • What do I have to watch out for when I use short work breaks?

• I9 Compliance Update

• • Should I be doing anything for I9 compliance right now?
  • What can we expect going forward?

Links & Resources:

• Link to recording
• Welcome slides with I-9 update
• Position Management slides
• Short Work Break slides

Lucid Organizational Chart Workshop

February 11, 2025

With: Drea Stringer and Chelsea Hicks from Lucid for Education

BECOP and the COE L3s bring you this two part series. No requirement to attend both.

After giving you some time to explore on your own since the first session in January, this session will focus on helping you finalize and launch your organizational charts. It will be an open workshop where you can:

• Quick Review: A brief recap of key features and best practices.
• Live Q&A: Bring your questions and challenges, and we’ll work on them together.
• Final Steps: Guidance on wrapping up and launching your charts effectively. 

Links & Resources:

• Presentation Recording
  
• Lucidspark Board (zoom out to see all sections/slides)
• Campus HR / Employee Center / My Org Chart
• MS Teams, click the Organization tab for any individual

Lucid Organizational Chart Training

January 15, 2025

With: Drea Stringer and Chelsea Hicks from Lucid for Education

BECOP and the COE L3s bring you this two part series. No requirement to attend both. This session will be recorded. 

In this session, we'll guide you through the essentials of creating and maintaining effective organizational charts. Whether you're just getting started or looking to enhance your skills, we’ll cover:

• Building from Scratch: Step-by-step guidance on setting up your org chart.
• Smart Tips & Tricks: Learn best practices to streamline your workflow.
• Data Imports: Explore options for importing data to auto-populate your charts.

Links & Resources:

• Presentation Recording
  
• Lucidspark Board (zoom out to see all sections/slides)
• Campus HR / Employee Center / My Org Chart
• MS Teams, click the Organization tab for any individual

Job Description Helper (TritonGPT)

November 14, 2024

With: Tony Nava (OSI) and Steven Savini (OSI)

Unlock the power of JD Helper and TritonGPT. Discover how these AI tools can revolutionize your work at UC San Diego. Learn how to create tailored job descriptions and access a suite of AI assistants that can help with tasks such as content generation, document summarization, and more.

Links & Resources:

• Presentation recording (video)
• SLIDES: Job Description Helper (pdf)
• TritonGPT (the actual tool)
• TritonGPT Resources & Training 
• AI Essentials at UCSD 

TritonGPT Summary of the Recorded Session

Today's session focused on using AI tools to enhance the hiring and reclassification processes. The presenters, Steven Savini and Tony Nava, demonstrated how to use the Job Description Helper and General AI Assistant within Triton GPT, a UCSD-specific AI tool. They walked through examples of creating a new job card and reclassifying an existing position, highlighting the benefits of using AI to streamline the process.

Key Takeaways:

• Job Description Helper is used for creating new job cards from scratch
• General AI Assistant is used for reclassifying existing positions or making updates to job cards
• AI tools can save time and effort in the hiring and reclassification processes
• Triton GPT is a secure tool that keeps data within the UCSD system and does not share with external parties
• The tool can generate job descriptions and position summaries, but still require human validation and editing
• AI tools can be used for generating new content, but require human oversight and refinement
• The tool is available for all UCSD staff to use, with training and resources available to support its use
• Feedback and suggestions are welcome to improve the tool and its functionality
• The tool is secure up to P3 data and is not accessible to external parties
• The presenters encouraged attendees to try out the tool and provide feedback to improve its effectiveness.

Project Detour: Navigating the Default Route

September 26, 2024 

With: Heather Sears (BFS), Jen Louie (AAFA-Finance), Crystal Liu (QI)

Academic Affairs currently has $10M+ of costs on departmental "default" projects. Learn about the default project and what causes payroll costs to land there rather than on department or faculty projects. Discover how departments can prevent payroll from posting to the default project and learn how to fix payroll that has landed there. 

Links and Resources: 

• Presentation recording (video)
• SLIDES: Navigating Default Projects (pdf)
• SLIDES: VCAA Default Projects (pdf)
• SLIDES: Department Role in Default Project Resolution (pdf)
• Workshop Poll Results (pdf)
• Default Day
  • Default Day is the 2^nd business day of each month. 
  • The mailing list includes fund managers and fiscal managers.  To request updates, contact hmehranpoor@ucsd.edu or agabriel@ucsd.edu.

Timekeeping Best Practices

August 2, 2024  

With: George Gomez (Human Resources), Tara Mallis (APS), and Jamie High (Labor Relations)

Learn some tips and tricks that can help you to encourage your employees to complete their timesheets as well as how timekeepers can audit to support success.

Presentation recording (video) and slides (pdf)

Links and Resources: 

• PPM 395 4-1
• PPM 395 4-2
• PPM 395 4-3
• Ecotime User Guides
• Ecotime Support Guide on Auditing Employee Timesheets
• Students - Enroll in Direct Deposit
• Students - Updating Your Address
• Campus Labor Relations contact
• HS Labor Relations contact

The Write Direction - Navigating Job Description Best Practices

July 10, 2024  

With:  Mila Goff, Director of Compensation, UC San Diego Human Resources

Hear about the nuances for Job Description updates – when they are necessary and when they are not. All are welcome, especially Supervisors and HR Contacts involved in the JD update process.

Presentation recording (video) and slides (pdf)

Links and Resources: 

• Gen Inquiry: compensation@ucsd.edu 

• Compensation Contact Page

• UCOP PPSM-30: https://policy.ucop.edu/doc/4010400/PPSM-30

• Learn more about Career Tracks: https://blink.ucsd.edu/HR/comp-class/classification/careertracks/index.html

• Want to try out the JD helper on TritonGPT? Get more info here: https://blink.ucsd.edu/technology/ai/tritongpt/index.html

• Reclassification overview: https://blink.ucsd.edu/HR/comp-class/classification/reclass/index.html

• Staff Promotion Program: https://blink.ucsd.edu/HR/employment/promotion.html

  
  

   

The Triton Travel Program & Concur Updates

Tuesday, May 7, 2024 

With:  Heather Vinograd, Executive Director, Integrated Procure-to-Pay Solutions

           Alison Koshi, Assistant Director, Travel and Expense

           Kelsey Moon, Travel Program Manager

Join us to learn more about the comprehensive suite of services and solutions to help you travel for business on behalf of UC San Diego, including payment solutions designed to reduce out-of-pocket expenses, mobile app receipt management that is now available for delegates, and the benefits that come with booking through Concur. IPPS will also talk about the updates that were made to the Concur platform.

All are welcome, especially if you are involved in booking and/or reconciling business travel on behalf of UC San Diego for yourself or others.

Presentation recording (video) and slides (pdf)

Links and Resources: 

• Many helpful links in the slides pdf
• Concur Booking Tips & Tricks
• Faculty Traveler Info Sheet

Academic Affairs AI Brainstorming

April 2, 2024

Facilitation by Ahren Crickard (COE) & Guest Presenter, Tony Nava (OSI)

The Academic Affairs Center for Operational Excellence (COE) will host a special session to explore ideas in AI. All faculty and staff in Academic Affairs are invited to join this brainstorming session on potential ideas for leveraging Artificial Intelligence in our work in Academic Affairs. You may also submit ideas for AI in this form (form available until further notice).

Presentation recording (video) and slides (pdf)

Links and Resources: 

• Idea Board in Lucidspark - Continue to add your ideas here on sticky notes! (SSO required)
• Submit ideas online in this easy Qualtrics form
• TritonGPT Training & Resources

Organizing Interviews - Process Strategies

March 21, 2024

Join us with our special HR leadership guests from VC Academic Affairs and VC Student Affairs to hear about some helpful process strategies for organizing interviews to reduce timelines, prepare interviewees, design purposeful questions, and more! You’ll have the opportunity to share your unit’s best practice for interview organizing and why it’s been an improvement for your team. All are welcome, especially if you are involved in the employment interview process.

Guest Panel:

Rexanne Bonilla-Dayes, Academic Personnel Manager, Physical Sciences Dean’s Office

Renaudo Robinson, Senior Human Resources Analyst, Office of VC Student Affairs & Campus Life

Gilda Smith, Human Resources Manager, Academic Affairs Business Office 

Sally Morgan, Principal Human Resources Analyst, AA Finance & Administration and AA HR Advocacy Group

Presentation recording (video) and slides (pdf)

Links and Resources from L3 Workshop: 

• Phone Screens (pdf, Physical Sciences)
• Search Committee Charge (pdf, Student Affairs)
• KSAs and Interview Questions (pdf, AA Business Office)
• Zoom Preparation Template for Interviewees (doc, AA Finance & Administration)
• DOs and DON'Ts of Participating in an Interview Panel (pdf, JSOE)
• Interview Question Library

UC San Diego Brand 101

September 7, 2023

Discover a few best practices from our UC San Diego University Communications team. In addition to providing an overview of the campus brand, they'll highlight some of the available tools and resources, such as Canva and PowerPoint templates. All are welcome!

Presentation recording* (video) and slides (pdf)

Links from L3 Workshop: 

• Brand Guidelines
• Photo Shelter Image Galleries 
• Canva for UC San Diego 
• UC San Diego brand anthem video: Chase your curiosity forward

* does not work well on Microsoft Edge browser. Firefox and Chrome work well.

Documentation for High-Risk Transactions

June 20, 2023

The High-Risk Ledger Review provides a mechanism for departments to select transactions for periodic review. This is an acceptable alternative to reviewing 100% of transactions, but how should you be documenting your review? Join us for this workshop where we will be discussing what your review documentation should include for the various types of high-risk transactions. This workshop is open to all.

Presentation recording* (video) and slides (pdf)

Links from L3 Workshop: 

• Transaction Details Report
• How to Do High-Risk Ledger Reviews (workshop)  

* does not work well on Microsoft Edge browser; Firefox and Chrome are good.

Exit Interview Process & Data

May 23, 2023

Join us for this workshop to discuss improvements to the staff exit survey, a standardized process for feedback, and protocol for the data collected. This workshop is applicable to HR Contacts and staff employees - all are welcome!

If your unit has an established process or checklist on this topic, contact COE to share it or chat about your process.

Presentation recording* (video) and slides (pdf)

Blink: Request an Exit Survey (HR)

* does not work well on Microsoft Edge browser

Gearing Up for Fiscal Close

Tuesday, March 21, 2023  

Join us for a collaborative workshop that will share insight into what guides the requirements leading up to fiscal close, tips and tricks to successfully plan for close, and help identify areas where you still may need help. Although the focus of the material will be for fiscal contacts and similar roles, everyone is encouraged to participate for a variety of input from all perspectives.

If your unit has an established process or checklist on this topic, contact COE to share it or chat about your process.

Presentation recording* (video), workshop links (doc), and slides (pdf)

* does not work well on Microsoft Edge browser

Preparing for Staff Performance Appraisal (SPA) Season

Monday, February 27, 2023  

A collaborative workshop to build a timeline of milestones for a well-prepared and well-informed SPA season. Although the focus is for HR contacts and similar roles, everyone is encouraged to participate for a variety of input from all perspectives.

Presentation recording (video, avoid Microsoft Edge) and slides (pdf)

SPA Timeline (checklist)

Performance Evaluations Tracking Template (sheet)

Collecting New Hire Personal Data

January 24, 2023

Join us to share and discuss your AA Business Office foundational best practice for gathering the ‘key personal data’ early in the student employment* hiring process: Personal Email, Phone, Mailing Address, Concurrent Hire.

*Although the discussion will focus on student employment, the staff employment process may also benefit from this workshop.

Presentation recording (video) and slides (pdf).

Foundational Practices in Academic Affairs IT Groups

December 8, 2022

This workshop will discuss foundational best practices for Academic Affairs IT groups to include topics of organizational unit (OU), active directory (AD), ittools, mailupd, and followup communication.

Presentation recording (video) and slides (coming soon).  

Campus Documentation

October 14, 2022

Various changes have brought about the need to produce and locate instructions FAQs KBAs tips and policies. Session provided the latest guidance from Campus Platform Technologies and shared best practices in deciding when to use Blink Collab ServiceNow KBAs or other sources. What goes where?

Presentation + Q&A recording (video) and slides (pdf).  

Staff Team Building

September 15, 2022

During the EVCRA-hosted Listening Sessions in May 2022 one of the frequently mentioned topics was staff retention and morale. Many units have come forward with requests for information about team building activities and how to boost morale. This was a discussion on your team building list - What are you doing in your areas?

View the session recording or PDF of slides.

Also, view the 'Academic Affairs Staff Team Building Resourses" list.

Instructions to edit your Calendar Default Meeting settings here.

Fiscal Reporting - Overview & Updates

August 30, 2022

An overview of fiscal reporting strategy for fund managers and fiscal managers – what is in production now and what is coming. View the session recording or PDF of slides.

Resources to Train HR Contacts

July 28, 2022  

The Academic Affairs Center for Operational Excellence (COE) will host this Lean, Lunch and Learn (L3) Workshop: “HR Contact Training Resources” with special panelists from the VCAA HR Advocates Group. Although this session is designed for those supervisors and units who hire and onboard ‘HR Contacts’ or similar positions, all are welcome!

The resource list is intended for supervisors/HR colleagues to help train new HR Contacts on the most important and commonly visited topics within HR Contact responsibilities.

See the list on the EVC Human Resources page.