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CALIFORNIA INSTITUTE OF TECHNOLOGY
STAFF PERSONNEL MEMORANDA
Subject:
Employment
Memo No. 9
Pages: 8
Date:
June 18, 2024
Approved by: Julia McCallin, Associate Vice President for Human Resources, Chief
Human Resources Officer
(This supersedes Memo No. 9, dated October 16, 2020)
1.0 Caltech will hire, transfer, and promote consistent with its Nondiscrimination
and Equal Employment Opportunity Policy and in compliance with legal
requirements.
In addition, Caltech’s employment and recruiting approach is designed to meet
the diverse needs of the community as well as uphold the highest standards of
integrity.
Caltech adheres to the policy of employment at will which permits Caltech or the
employee to terminate the employment relationship at any time, for any lawful
reason, with or without cause or notice.
2.0
Definitions
2.1
Job Applicants
A job applicant is an individual who:
●
applies for a specific Caltech position through the Caltech or JPL Careers
website,
●
completes the standard Caltech application process,
●
meets the basic qualifications for the position, and
●
does not remove themselves from the selection process prior to receiving
a job offer or otherwise formally indicates that they are no longer
interested in the position.
2.2
Regular Employee
A regular employee is hired and paid for a continuous work schedule of
indefinite duration in a defined assignment.
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2.3
Term Employee (Campus) / Temporary Special Employee (JPL)
A Term Employee / Temporary Special Employee is hired for a specific
assignment over a specified period which Caltech may end at any time, at its
discretion. A term assignment may be renewed if business needs necessitate,
up to a maximum duration of 36 months. Such assignments are not contracts,
are intended for short-term funded assignments, and will be so specified in offer
letters to prospective term employees. Assignments extending beyond 36
months must be posted as a regular position. Depending on the length of the
assignment and hours of work, a term employee may or may not be eligible for
certain Caltech benefits. (Please refer to the Summary Plan Description (SPD)
for specific requirements.)
A Term Employee / Temporary Special Employee is not eligible for separation
benefits.
2.4
Temporary Employee
A temporary employee is hired for an assignment with a duration of one
year or less. Caltech may end temporary employee assignments at any
time, at its discretion.
Temporary assignments are not to exceed one year. If the assignment will
extend beyond one year, it must be posted as a regular position.
Depending on the length of the assignment and hours of work, a temporary
employee may or may not be eligible for certain Caltech benefits. (Please refer
to the Summary Plan Description (SPD) for specific requirements.)
A temporary employee is not eligible for separation benefits.
2.5
Occasional Employee
An occasional employee works an irregular work schedule and works at
intervals according to the demands of the job. If the job will require consistent
hours over a period of time, the position should be re-evaluated for appropriate
classification. Occasional employees may not work more than 999 hours in a
calendar year and Caltech may end occasional assignment(s) at its discretion.
Except as required by state or federal law, an occasional employee is not
eligible for Caltech benefits.
The Interim Employment Program (IEP) at JPL provides for re-employment on
a short-term, occasional basis for eligible former employees. The individual
within the IEP supports work that is typically intended to preserve or transfer
institutional or technical knowledge. Those who work under JPL’s Interim
Employment Program (IEP) are considered occasional employees and may
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not work more than 999 hours in a calendar year. Please reference the
“Interim Employment Program – Requirements and Guidelines” document on
the JPL HR webpage for details and requirements.
2.6 Full-time Employee
A full-time employee is regularly scheduled 40-hours per workweek and may
be eligible for Caltech benefits and holiday pay. (Please refer to the Summary
Plan Description (SPD) for details.)
2.7 Part-time Employee
A part-time employee is regularly scheduled fewer than 40 hours per
workweek. Part-time employees who are regularly scheduled to work 20
hours or more per week may be eligible for Caltech benefits. (Please refer to
the Summary Plan Description (SPD) for details.)
2.8 Student Employee
At Campus, a student employee is a Caltech undergraduate full-time enrolled
student who is employed by Caltech. Campus student employees are not eligible
for employee benefits unless required by state or federal law. For other student
employment programs on campus, students should refer to the Student
Employment website.
JPL offers a variety of temporary, student employment programs, including
academic part-time, Co-op, and Summer Intern employment programs for
qualifying college undergraduate and graduate students.
2.8.1 Minors
Employment of minors younger than 18 years old is permitted at
Campus under certain circumstances. Please refer to the Minors
personnel memoranda (PM 9-1), for details and specific requirements.
Mandated Reporter training is required for anyone working with or
supervising minors on Campus or at JPL. Please refer to the Protection
of Minors Website for policy and procedures.
2.9 Campus Employee Emergency Reporting Designations
In the event of an emergency at Campus, employees are expected to report to
Campus to assist with response and recovery in accordance with the
emergency reporting designations noted below. To confirm their Employee
Emergency Reporting Designation, employees should refer to their job posting
or their manager.
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Campus Critical: An employee designated as campus critical is expected to
be aware of the campus emergency management plan and to report to
Campus as soon as possible to assist in campus wide response and recovery
efforts.
Organizational Critical: An employee designated as organizational critical is
expected to report to Campus as soon as possible to assist in
division/department response and recovery efforts.
Essential Reporting: An employee designated as essential reporting has
essential job skills that are needed for response and recovery and is expected
to report to Campus as soon as possible.
Essential Non-Reporting: An employee designated as essential non-reporting
is not required to immediately report to Campus. Essential non-reporting
employees are expected to stay in contact with respective division/department
in case of need.
3.0
Employment Introductory Period
An introductory period is defined as an evaluation period during which an
employee’s initial competence, qualifications, and ability to perform the essential
functions of the job are assessed. At JPL, a mandatory 6-month introductory
period applies to all new employees with an optional introductory period for
employees transferring to new positions. At Campus, the introductory period is
mandatory for new, or newly transferring, regular full- and part-time employees.
While on an introductory period, an employee is not eligible to transfer to another
Caltech position, receive salary increases, receive separation benefits if laid off,
or receive tuition reimbursement. A temporary or interim assignment cannot be
used in lieu of an introductory period.
The introductory period is considered complete at the end of the specified
duration. Introductory periods cannot be modified. Completion of the
introductory period does not guarantee continued employment. Managers
should work with Human Resources if it is anticipated that an approved leave
of absence may impact the duration of an introductory period.
4.0
Other Employment Matters
4.1
Employment of Relatives (Nepotism)
Relatives, members of the same family or household, or persons with whom
the employee has a significant personal relationship may be considered for
employment. However, Campus and JPL policies may restrict their eligibility
for employment in the following circumstances:
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●
Employment shall not result in an actual or apparent conflict of interest.
●
Employment shall not result in a direct reporting relationship.
●
At Campus, any indirect working relationship, whether or not in a
supervisory capacity, must be assessed and approved by Human
Resources in advance of hiring.
●
No employee shall seek preferential treatment or attempt to improperly
influence the hiring/employment of a relative (as defined below).
●
Current employees shall not participate in the hiring process or otherwise
influence the hiring of a relative.
Relatives are defined as any family member, including but not limited to, parents,
grandparents, spouses, domestic partners, children, siblings, in-laws, an
individual with whom the employee has a significant personal relationship, any
individual who is a member of the employee’s household, or who cohabitates
with the individual.
Employees are prohibited from exerting influence on support service
contractors or contracting companies to obtain employment for
relatives.
At JPL, the Ethics Conflict of Interest policy also applies to the
employment of relatives. Reference the Personal Conflicts of Interest
section of the JPL COI policy.
Prior to extending a formal employment offer to a candidate who has a relative
currently employed at Campus or JPL, a nepotism evaluation review form must
be completed and approved by Human Resources. For JPL positions, nepotism
reviews must also be approved by the JPL Ethics Office. No offer of
employment can be made without an approved nepotism evaluation review
form and, at JPL, also a review of Disclosure of Financial Interests and
Commitments, and/or mitigation plan. Job applicants must list all relatives, as
defined above, working at Campus or JPL on their application for employment.
Failure to disclose this information may disqualify the job applicant from
employment or be grounds for termination of employment.
If two current employees subsequently marry, become related, or otherwise
engage in a personal and/or intimate relationship, a nepotism evaluation form
must be completed and approved. Caltech may require that one of the employees
transfer or may terminate one or both employees’ employment.
4.2
Concurrent Employment
Concurrent employment occurs when an employee works in two or more
Caltech organizations, including concurrent employment at both Campus and
JPL, or concurrent employment with related agencies or Institutions (including
NASA). While concurrent employment is permissible under certain conditions, it
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requires advance approval by Human Resources and Ethics (JPL). An
employee who is assigned to Campus or JPL, and who seeks an additional
assignment to another Caltech organization, must notify Human Resources and
Ethics (JPL) and their manager before proceeding with their application to the
additional assignment. A hiring manager must notify Human Resources of a
potential concurrent employment prior to an offer being made.
4.2.1 Employee Relations Clearance
Prior clearance from Employee and Organizational Development (EOD)
on Campus is required before an existing employee can move into a new
position. Employees who are in an active progressive discipline or
performance management process are not eligible to transfer to another
Caltech position. At JPL, Talent Acquisitions consults with Employee
Relations before approving an existing employee’s move to a new
position.
4.3
Pre-employment Background Investigations
Caltech conducts background investigations for appropriate business reasons,
including, to identify any relevant criminal convictions that may impact an
individual’s eligibility for a specified position, education verification, and MVR
clearance. Additionally, at JPL, a pre-employment drug test is required after an
offer is accepted and prior to beginning employment. Reference JPL’s Substance
Abuse Testing procedure.
Background investigations are completed for:
• All newly hired staff employees at Campus and all employees at JPL after a
contingent offer has been made and before commencing work.
• All faculty, staff, postdoctoral scholars, and others whose job or activities
brings them into regular contact with minors.
• All faculty, staff, post-doctoral scholars who will have access to controlled
substances, hazardous materials, or radioactive materials.
At JPL, employees are subject to additional, new, and periodic background
investigation reviews, as may be required by NASA.
Information obtained in a background investigation will be considered
confidential and only disclosed as determined appropriate by Caltech.
Caltech will conduct an individualized assessment of any adverse information
obtained in a background investigation in accordance with applicable laws,
including ensuring that any information concerning a criminal conviction that
results in an adverse determination is job related and consistent with business
necessity.
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4.4
References
Caltech does not provide references.
Individuals who are requested to provide letters of reference for either current or
former employees, or for any non-employee, such as a contractor, professional
colleague, etc., may do so only as an individual and not on behalf of Caltech.
Individuals writing personal letters of reference may not use Caltech
letterhead or Caltech email or other resources since the use of Caltech
resources could improperly imply Caltech’s endorsement of the
recommendation or that the individual is speaking on behalf of Caltech.
Caltech letterhead may be used in cases where specific information is
needed, for example for academic/graduate school requirement, or peer
review for a faculty appointment. At JPL, managers should discuss requests
for such letters in advance with Human Resources.
During the recruitment process, Human Resources or the hiring manager may
contact an applicant’s references, including an applicant’s current and/or former
employers. An applicant’s current employer, including current Caltech
employee supervisors, should not be contacted without the applicant’s prior
consent.
4.5
Employment Offer
Offers of employment for staff positions are extended only by Human
Resources. No other Caltech employees are authorized to extend an offer of
employment for a staff position.
4.6
Post-Offer Physical Examination
Human Resources will arrange for post-offer physical examinations for
specified jobs.
4.7
Verification of Employment
Verifications will only include employment status, job title, and dates of
employment. Salary will only be verified with the employee’s permission.
5.0 Exceptions
Any exceptions to this policy require approval of the Associate Vice President
for Human Resources for Campus staff, or the Director for Human Resources at
JPL for JPL staff, or their designee(s).
