Hiring Freeze Guidelines
As part of an effort to ensure long-term financial stability across the University of California system, President Drake announced several planned efforts, including a systemwide hiring freeze. In a follow-up message to the UC ANR community, Vice President Glenda Humiston clarified how UC ANR is working to maintain financial stability and implement the systemwide hiring freeze locally.
We understand this raises questions about ongoing recruitments and current staffing needs. Human Resources is committed to providing you support during this period and are available to discuss workforce needs including interim staffing strategies and workload management if necessary.
All positions are subject to the hiring freeze, with exceptions for:
- Positions approved through position management process prior to April 1, 2025
- Positions approved as part of the 2023-24 academic position call process
- Positions fully funded by a contract or grant
Please note that all other centrally funded staff and academic positions will require exceptional review and approval. This includes:
- Positions that were approved in the 24-25 budget that have not yet been routed and approved through the position management process
- Backfilling vacancies created by resignations and/or retirements
- All new positions not previously approved in the 24-25 budget cycle
Position Management Forms for these positions will require their respective Associate Vice President’s approval/signature. AVPs may grant approvals for positions that are mission critical where there are no other employees who can fill that role on an interim basis.
Note that all position requests submitted with the 2025-26 budget call will be reviewed by leadership through the normal budget review process.
Hiring Request Forms and Process Flows
Utilize these forms to request an exception to hire and/or waive an open recruitment.
Staff Position Review Process
Position management forms have been updated to reflect the new exception requirements for centrally funded staff. The workflow for the position management process is as follows
- Statewide Program: Initiator -> Supervisor -> Director-> Financial Control -> Statewide Program Director -> Interim AVP Darren Haver -> Resource Planning and Management -> Human Resources
- Research and Extension Center: Initiator -> Supervisor -> Director-> Financial Control -> Director for Research and Extension Center System -> Interim AVP Haver -> RPM -> HR
- Administrative Units (New): Initiator -> Supervisor -> Director-> Financial Control -> Interim AVP Jennifer Bunge or Interim AVP Kathy Eftekhari -> RPM -> HR
- All Others: Initiator -> Supervisor -> Financial Control -> Director-> Interim AVP Haver -> RPM -> HR
Academic Position Review Process
There are no changes to approvals needed for positions already approved through the Academic Position Call process or those leveraging contracts and grants funding. However, the following centrally funded academic positions will require exceptional review and Interim AVP Haver’ approval:
- New positions that have not gone through the position call process
- Backfill for positions that have gone through the position call process
Position management forms have been updated to reflect the appropriate exception requirements.
Frequently Asked Questions
General
What is the effective date of the hiring freeze and how long will it last?
The hiring freeze took effect on April 1, 2025. There is no current end date for the freeze. However, leadership will remain in close communication with the UC President’s office, and updates will be shared as further decisions are made.
How will UC ANR communicate updates about the hiring freeze?
UC ANR will provide updates through ANR Updates, standing meetings, leadership communications, Human Resources business partners, and direct emails to managers and supervisors. This FAQ document will also be updated as more information becomes available.
Hiring
Is there a UC ANR hiring exception process?
Yes. UC ANR has always employed a practice of disciplined position-management controls and while there will be additional reviews and approvals required for some positions during this hiring freeze, exceptions may be granted for strategic and/or mission-critical positions.
Does this apply to staff and academic positions?
Yes, the systemwide hiring freeze has been applied to both staff and academic positions outside of the following exception categories:
- Positions approved through position management process prior to April 1, 2025
- Positions approved as part of the 2023-24 academic position call process
- Positions fully funded by a contract or grant
These listed exceptions may proceed through the standard recruitment process without approvals above and beyond that which is normal.
Does this freeze apply to recruitments submitted but not completed before April 1, 2025?
No; HR and RPM have already reviewed the current open positions and have applied an exception to continue their recruitment processes.
Do I need any additional approvals if I have already extended an offer?
No. HR and RPM have reviewed the current open positions and have applied an exception to continue the recruitment process.
How will we handle positions that are pending position management approval?
Positions that have not yet completed the position management approval process will need to be reviewed and approved by the unit’s respective AVP applying the appropriate exception criteria. RPM and HR will coordinate with departments if additional information is required.
Are internal promotions or lateral moves affected by the hiring freeze?
Possibly. Internal moves that do not create new vacancies may continue. Any salary changes will be reviewed on a case-by-case basis.
How will we handle newly vacated positions?
Recruitment for newly vacated positions due to resignations or retirements are on hold unless an exception is submitted and approved.
Can I hire an external consultant or short-term contract employee?
External consultants and contract employees should not be hired as a way to get around the hiring freeze. Hiring external consultants or contract employees should be heavily scrutinized and evaluated by Unit Directors to ensure this does not circumvent the hiring freeze process. Human Resources and procurement will be on alert for these types of requests. However, requests may be routed through the Position Management Process and will be subject to AVP exceptional approval.
How can I determine if the position is considered mission-critical?
Please work with your area leadership to make that determination.
Does the hiring freeze include reclassifications?
No. Currently the hiring freeze only covers recruitments. If the scope of the freeze changes, we will provide additional notification.
Will contract extensions be issued during this hiring freeze?
Yes, extensions for contract employees are currently exempt from approvals. You may proceed with extensions using the normal process.
Current Employee Support
What is the approval process for new stipend requests for staff taking on additional duties as a result of the hiring freeze?
Departments should follow the standard workflow for position management for stipend requests. Exceptional approval is not required.