For assistance contact: HR Shared Services Center, 510-486-4772 (HRSC), HRSC@lbl.gov

This form uses Java functionality; please ensure Java is enabled if there are technical difficulties.

What you need to complete this form:

• Ready to hire, rather than just considering a hire. To discuss considerations, reach out your division HR contact
• General idea of appointment details
• General idea of where new hire will sit, what equipment they need and be prepared to acquire both
• Report-to contact information for the employee's start date
• Desired start date and target end date (if applicable)
• The project and activity ID for the new hire's LETS time entry 
• Enrollment details for any student appointment (enrollment status on desired start date)
• Resume/CV for non-recruited candidates
• GSRA campus contact (if applicable). This is helpful but if you don't have it, this can be researched by HR.
• The org code the candidate will be hired into in the HR/Staff Payroll system

NOTE: Project Scientists can only be hired into a Term appointment.

Please note the selection of construction worker should be limited to individuals performing actual construction work. This does not include individuals providing support to construction work such as administrative staff, schedulers, delivery, etc. Those individuals whose scope do not involve actual construction work should be hired using the regular Affiliate process.

Important Affiliate process changes as of March 1, 2019: 

It is a security requirement that all hosts complete Hosting Foreign Nationals training before the Affiliate can start. If the host has not taken this training, or training has expired, please ensure training is completed as soon as possible to avoid delays.

An appointment start and end date are no longer required to be entered by the requestor. The Affiliate themselves will be entering that information, and the host and designee (if applicable) will receive confirmation via email once the Affiliate has completed all of the necessary tasks. If you do not agree with the dates they have entered, simply reply to that email and HR Shared Services will coordinate the change.

Initial Affiliate appointments are typically established for up to 12 months, but may be extended for up to an additional 12 months if needed. This is to ensure the nature of the affiliation is reviewed annually to determine if the appointment is still aligned with business needs and still meets established guidelines.

All Affiliates (except facility users) will receive an email account; this is based on a security requirement. Requestors no longer need to ask for an email account to be created.

NOTE: Contract Workers are typically workers hired through a third party employment agency to perform work based on a temporary need, such as filling in for a position during recruitment or working on short term project.  

For information on the Contract Worker Process and to initiate a request, visit: https://lbl.servicenowservices.com/lbl/service_description.do?sysparm_svcdescid=83fd246798002d00f672e4c990fa2447

NOTE: For existing employees, please visit https://commons.lbl.gov/display/hr/Contact+HR to locate the contact information for the HR team supporting your division to discuss your business needs.

NOTE: If you need assistance to help make a determination of your business needs, please visit https://commons.lbl.gov/display/hr/Contact+HR to locate the contact information for the HR team supporting your division. 

NOTE: The appointment type you selected is not a recruited position. If you need assistance to help make a determination of your business needs, please visit  https://commons.lbl.gov/display/hr/Contact+HR to locate the contact information for the HR team supporting your division. 

NOTE: The appointment type you selected requires a fair and open recruitment. A waiver of recruitment justification will be required for Career and Term appointments opting to bypass recruitment, which is subject to approval per Berkeley Lab policy.

An open and fair recruitment is conducted for Career and Term Appointments in accordance with Berkeley Lab policy and Affirmative Action Plan objectives.  Additionally, recruitment is encouraged for Postdoctoral Fellow appointments to promote equal opportunity.

Recruitment is not required for appointment of an individual into a Limited, Student Assistant, Graduate Student Research Assistant (GSRA), Faculty, Visiting Faculty, Visiting Researcher or Rehired Retiree position.

After you submit the Hire Request Form, a Recruiter will be in contact with you to discuss your specific need including a recruitment plan.

Individual exceptions to the recruitment requirement may be approved by the Chief Human Resources Officer through the waiver of recruitment process.  Requests for waivers should be submitted by selecting the Non-Recruited hire type along with appropriate justification. 

For more information on Recruiting and Hiring policy, visit: https://commons.lbl.gov/display/rpm2/Recruitment+and+Hiring+-+B

Non-Recruited hires refer to appointments for which an open recruitment is not required, such as Limited, Student Assistant, Graduate Student Research Assistant (GSRA), Faculty, Visiting Faculty, Visiting Researcher or Rehired Retiree positions. Recruitment is encouraged for Postdoctoral Fellow appointments, but it is not required.

Individual exceptions to the recruitment requirement of Career and Term appointments may be approved by the Chief Human Resources Officer through the waiver of recruitment process.  You will be asked to provide appropriate justification accordingly. 

For more information on Recruiting and Hiring policy, visit: https://commons.lbl.gov/display/rpm2/Recruitment+and+Hiring+-+B

A Career appointment is an appointment established at a fixed percentage of time at 50 percent or more of full time for an indefinite period.  Career appointments are eligible for full benefits coverage and are subject to a six month probationary period. 

A Career-Track position is a Term appointment, with a minimum of one year and maximum of five years, in which an employee's performance is evaluated for consideration of promotion into a Career position. A Divisional Fellow is considered a Career-Track position. Term appointments are eligible for full benefits coverage. For more information regarding Career-Track positions, visit https://commons.lbl.gov/pages/viewpage.action?pageId=74319286#Appointments,Scientist&Engineer-secD5f. 

Term appointments apply to staff hired to work on a specified project of clearly limited duration for six months to five years.  If the initial appointment is between six and twelve months, the individual must be on a fixed 100% schedule.  If the initial appointment is one year or more, the appointment must be fixed at 50% time or more.  Term Appointments are eligible for full benefits coverage.  Time spent in term appointments is cumulative and may not exceed five years.  

A Limited appointment is an appointment established at any percentage of time, fixed or variable, that is expected to continue for less than 900 hours in a 12-month period.

Fixed - 17.5 to 40 hours per week

Variable - less than 17.5 hours per week

Non-UC GSRAs are considered to be Student Assistant appointments. Student Assistants must be currently enrolled or filed an intent to enroll. Students cannot work more than 50% while school is in session, up to 100% during breaks.  

The Postdoctoral Fellow conducts research under the general oversight of a supervisor in preparation for a career position in academia, industry, government, or the nonprofit sector. Postdoctoral fellow appointments are intended to provide an opportunity to acquire further scientific professional growth and development.  The Postdoctoral Fellow appointment is determined when (1) the research is supported by Laboratory funds, or (2) the Laboratory is reimbursed by an external agency for the postdoctoral fellow's appointment.

Appointment as a Postdoctoral Fellow requires a confirmed doctoral degree or the international equivalent.

Postdoctoral Fellow appointments are a minimum duration of six months at full time and have fixed end dates. The duration of an initial appointment is typically one year but may be up to three years.  The total duration of an individual's postdoctoral service including postdoctoral service at other institutions may not exceed five years. The manager or supervisor determines appropriate tenure at the Laboratory by taking into account prior postdoctoral experience at other institutions.

Rehired Retirees are former employees who have retired from the Laboratory or any other University of California location.  They may be re-employed by the Laboratory as a Rehired Retiree in accordance with the provisions of the UC Re-employment of UC Retired Employees Into Senior Management Group and Staff Positions policy. 

Re-employment must be as a result of Laboratory need, such as the Retired Employee possesses skills and institutional knowledge that the hiring department cannot otherwise obtain with equal cost effectiveness, the hiring department anticipates a prolonged process for hiring a replacement, or the hiring department anticipates that the Retired Employee will assist a replacement to acquire necessary skills and knowledge.

For situations in which a Retired Employee is re-employed on a temporary basis into a career position (such as the same position held before retirement or another vacant career position), the job must be posted and a search begun within 30 days of the vacancy being created and a minimum 30-day recruitment must be held.

There is a specific review and approval process for all Rehired Retiree appointments.  You can either attach a completed Rehired Retiree request form to the Hire Request Form where indicated, or access a blank template to begin that process.

Some University of California faculty members have dual employment between a campus of the University and the Laboratory. Their appointment as faculty at the Laboratory is contingent upon their campus faculty appointment and is subject to UC Academic Personnel Policy. See RPM §2.07(C)(9) (Appointments of University of California Faculty).

Visiting faculty are members of the faculty of non-University of California colleges and universities.  They are eligible for benefits, vacation, or sick leave in accordance with their appointment type. See RPM §2.07(C)(11) (Visiting Faculty and Visiting Researcher).

Visiting Researchers are individuals who are on an approved leave from their home institution.  The home institution does not need to be a university or college, nor does the individual have to be a faculty member of any institution.  The approved leave is confirmed in a letter from the home institution that provides the dates of the leave, full salary of the individual, and what, if any, portion of the salary will be paid by the home institution during the leave.  A letter is not required for a faculty member from outside the University of California system who is at the Laboratory for the summer intersession only.  If the stay continues into the fall term, a letter is required.

The duration of the appointment will be between three and 12 months at 100% time. The initial appointment is not to exceed one year.  The total length of consecutive service must not exceed two years. If the appointment extends into a second year, and was not included in the initial letter, a new letter of confirmation is required from the home institution.

While recruitment is not required, if a Visiting Researcher is later considered for a change of status to a corresponding appointment as a term or career appointee, the change of status will be treated as a new appointment subject to the usual recruitment policies.

A UC GSRA must be employed at least 25% to qualify for fee remissions.  Additional eligibility requirements for UC Berkeley fee remissions can be reviewed here.

NOTE: Since the candidate's PhD program will not be complete on their start date, either the start date will need to be delayed, or the candidate will need to be hired into a different appointment type, such as a graduate student (Non-UC GSRA Student Assistant) or Limited appointment. If you need assistance determining which appointment type to hire into, please contact your HR Division Partner.

Partial Fee Remissions: Appointment is ≥ 25% time (25-44% for GSRs) for the semester and other eligibility requirements have been met.  Refer to the Fee Remission Eligibility, Title Codes, & Remission Types Policy.  

Full Fee Remissions: Appointment ≥ 45% time as a GSR for the semester at LBL and other eligibility requirements have been met.  Refer to the Fee Remission Eligibility, Title Codes, & Remission Types Policy.  (GSR's who have dual positions on Campus and at LBL will only qualify for Partial Fee Remissions to be paid by the department that has the appointment that is ≥ 25% time.  Contact your HR Coordinator for more detailed information).

Full Fee Remissions + Non-resident Tuition≥ 45% time as a GSR for the semester and other eligibility requirements have been met.  Refer to the Fee Remission Eligibility, Title Codes, & Remission Types Policy. 

NOTE: While the graduate student may be participating in the UC GSRA program on their campus, since the Lab will not be paying fees during their employment here, they will be classified as a Student Assistant, Non-UC GSRA. They will be hourly-paid, non-exempt employees.

NOTE: While they may be enrolled in a program, the enrollment type does not meet the qualifications from the University of California Office of the President (UCOP) regarding student appointments. Please select a different appointment type, such as Limited.

NOTE: Students must be enrolled in high school or a degree program in order to qualify as a student assistant. HR will coordinate with candidates to review proof of enrollment; these can include an enrollment notice, or a notice of intent form filed with the school, or intent to enroll form filed with the school. If they are not enrolled, please select a different appointment type, such as Limited.

NOTE: The University recognizes year-long appointments provide job security for Graduate Student Research Assistants.  When practicable, the University shall offer year-long appointments; however, nothing obligates the University to do so when not practicable. 

NOTE: Career appointments must be equal to or greater than 20 hours per week.

NOTE: Postdoctoral appointments must be at 100% time unless they are partially funded or an exception has been granted.

NOTE: Undergrad and High School Student Assistants may not work more than 20 hours while school is in session. The hours per week may be adjusted based on the student's school schedule on the start date. The hiring manager will be notified of the actual hours per week during the offer approval process. For students under 18 years of age, the work permit will dictate the hours per week, taking presidence over the hiring request and/or the offer letter. A copy of the work permit will be provided to the hiring manager on the minor student's start date.

NOTE: Click here if you would like to see the current student/graduate student pay rates. These rates are established by the University of California for all students based on the student's enrollment as of the date of hire. If the student is being hired in the summer, the enrollment level is for the upcoming session, not the one just completed.

Select the desired start date - please note that while every effort will be made to accommodate requested start date, it may not always be possible.  You will be contacted to discuss alternatives if needed.

CALENDAR ISSUE: If you are typing in the date rather than using the calendar widget, the calendar may stay open on the form. To close it, click the date you selected on the calendar.

NOTE: Please allow for processing time. We will attempt to process the hire request in the time frame requested, but processing times may vary based on various factors. Be advised that the new hire is NOT authorized to start working (including any training or other work related activities) until the official start date communicated on the “New Hire Orientation Details” email sent to the new employee and the supervisor. Instructing a new hire to engage in work activities prior to their official start date is a compliance risk.

GSRA HIRES: Please be advised that the union contract requires us to provide ten days for the GSRA to review and respond to their offer letter. Start and end dates may be modified as needed to accommodate the ten day review requirement and also to align with the start and end of the academic quarter/semester.

If a GSRA receives and accepts a LBL appointment for one or more term (i.e. quarter or semester) in a fiscal year, and the position offered and accepted is no longer available, LBL must ensure that the GSRA is placed in an alternate student appointment with substantially similar compensation.

POSTDOC HIRES: Please be advised that the union contract requires us to provide ten days for the Postdoc to review and respond to their offer letter. Start dates will be modified as needed to accommodate the ten day review requirement.

For the end date, should the end date be a "hard" end date or based on duration? For example, if the job needs to end on June 1, 2017 due to funding constraints, that would be a hard end date. If the position should be based on duration of 1 year, the end date will be based on the actual start date.

NOTE: Enter number of months plus number of years.

For example, an 18 month appointment would be entered:

Duration months: 6

Duration years: 1

NOTE: Visiting Researcher appointments must be full time between 3 and 12 months.

NOTE: Postdoc appointments must be between 6 months and 3 years.

NOTE: Limited appointments cannot exceed 900 hours in a 12 month appointment, and duration is cannot exceed 12 months.

NOTE: Term appointments must be between 6 months and 5 years. Between 5 and 12 months, they must be at 40 hours per week. Appointments more than 12 months must be at least 17.5 hours per week.

NOTE: Career Track (term) appiontments must be between 1 and 5 years

NOTE: The initial appointment for Project Scientists (Term) must be between 1 and 5 years.

NOTE: Relocation is only applicable if the appointment duration is at least one year.

NOTE: Lump sum cannot exceed $5000.

Please provide the justification for hiring the candidate(s).  To review guidelines which describe acceptable and non-acceptable language for hiring justification from the California Department of Fair Employment and Housing visit: https://www.dfeh.ca.gov/files/2017/05/DFEH_PEI_Guidelines.pdf

Example Hiring Justification: The candidate, Albert Einstein II, has a Bachelor of Science degree in Computer Science from UC Berkeley and five years of related experience. Albert has an excellent understanding of computer architecture, operating system concepts and TCP/IP networking and has completed several relevant programming courses. He has experience providing technical and hardware support for PC-based hardware used for Linux computing in a previous positions. Further, Albert has experience compiling and using software used for high performance computing. Albert meets all of the essential requirements for this position.

If you need to attach a file larger than 1MB per file, please email the attachment to HRServices@lbl.gov. Please note this tool is provided by a third party vendor and LBNL does not control the size limitations on files.  One option to reduce the size of your file, open it in Adobe Reader, select File/Print and then select Adobe PDF.

NEW! You can now upload multiple documents.

Please upload these files:

Click "Choose File" to select document(s) to upload.

• Rehired Retiree Form, signed. Click here to obtain a blank Rehired Retiree Form.

• Position Description. Click here to obtain a blank Position Description Template. A Physical Job Demands form is also available here (optional). Please note that a Berkeley Lab Identity is needed to access these files.

• Candidate's CV/Resume (if available)

• Visiting Researcher - letter from home institution

• Fellowship grant letter (if applicable)

(A). The activity the candidate will be working on restricts or prohibits the participation of foreign persons.
(B). The activity the candidate will be working on requires DOE, sponsor, or other approvals prior to publication or release of research data or research results.
(C). In performing the work the candidate will be provided access to any of the following
I. Technical information that has been stamped “export controlled”;
II. Proprietary (sponsor or third-party) technology for the development of cryptography, proprietary source code containing cryptographic functionality; or
III. Proprietary, confidential, sensitive, or any information* subject to non-disclosure agreements, of a technical nature in the science, technology, or engineering field (including non-OSS software source code), unless such information is provided:
1) under a non-disclosure agreement that explicitly prohibits export-controlled information, materials, or software,

2) under an RFP that explicitly prohibits export-controlled information, materials, or software in any response; or

3) as part of proposal documentation that, notwithstanding its designation as "proprietary or confidential," does not in fact contain any technical information that is not already published or otherwise publicly available.

(D). In performing the work, the candidate will be provided access to equipment, materials, software, and/or technical data in any form specifically designed or developed for military or space applications.

Berkeley Lab RPM: Non-Employee Payments

Please note that a detailed description of visit is a requirement of the Department of Energy relating to site security.

Your description of the visit MUST contain the following elements, or your request will not proceed:

• Full description of work (for subcontractors) or research to be performed
• Describe how the work performed at the Sponsoring Institution relates/connects to this appointment
• If a facility user, list the facility and proposal number, if applicable
• Qualifications of the individual

Example of a detailed description of visit; this is typical of what the Foreign Visits and Assignments review is expecting to see:

Leslie is a postdoc at Argonne National Lab who is conducting biogeochemical modeling for JBEI as part of LEAD. Leslie conducts high-resolution modeling of plant growth and soil carbon and nitrogen cycling for the purpose of better understanding the environmental impacts of growing bioenergy crops of interest to JBEI, and ultimately developing models that can predict the impact of engineered traits on carbon and nitrogen balances. Leslie has in-depth experience with the DAYCENT model, which is central to our work and has already submitted a lead-author paper as part of this JBEI work. This appointment benefits the Lab because it facilitates improved communication and the transfer of data with the team at ESE. Leslie does not have immediate plans to visit JBEI but will arrange visits as needed to facilitate coordination and collaboration.

The requestor will receive a copy of the request with next steps. The administrative contact named on the request (if any) will receive a copy of the request with next steps, with an additional note indicating that the requestor has added them as an administrative contact. The supervisor will receive a copy only if selected (at the request of several managers).

Employees are required to attend new hire orientation their first day, which typically lasts for approximately one hour.  During orientation, the employee will be provided with their report-to location, contact name and phone number. Directions will be provided with a map and instructions for the shuttle, if needed. It's important that someone be available to meet the employee after orientation; please complete the fields below to indicate who the new hire should report to.

*for designees, if you are using a group email like hrdesigneelist@lbl.gov, you can enter something like First Name: HR  Last Name: Designee List and add the group email to the Administrative Contact E-Mail.