it.ucsf.edu

Exemption from IT Field Services

Kristina Mariscal's picture

Policy Type

Policy

Background

Background

The UCSF IT Field Services (ITFS) group provides consistent, excellent desktop support to all members of the UCSF community. To help fulfill the Chancellor’s Operational Excellence initiative, our mandate includes hardware, software, and service standardization in order to achieve savings, provide business continuity, and manage risk. For answers to your questions please see our Frequently Asked Questions, or contact us at [email protected].

ITFS began service in February 2013, and is onboarding customers through December 2014. Departments decide when, during that time period, they prefer to join.

Beginning in January 2015 all non-exempt faculty and staff will be automatically enrolled in ITFS monthly service.

  1. New faculty and staff will appear in ServiceNow every night.
  2. ServiceNow will compare them against the exemption criteria to determine their eligibility.*
    • If they are eligible they will be assigned ITFS - Basic monthly service.
    • If they are exempt ServiceNow assigns them to a local IT service provider or to ITFS - Hourly if there is no local IT support.
  3. The new hire's manager will receive notification of the enrollment, with a link to the Account Request Form (ARF). You can use the ARF to upgrade to Premium support, grant access to file servers, etc.

Exempt Positions

Trainees, volunteers, employees of affiliated organizations, those outside of the ITFS service area, and those in specific job classifications whose work doesn’t require computers are exempt from automatic enrollment in ITFS monthly service. No exemption request is required for these title codes. Departments can pay for ITFS monthly or hourly service for these employees, if they choose. 

*Note: Review of exempt positions is an automated nightly process and relies on the accuracy and completeness of HR data, including title code, affiliation, building code, department, and WOS flag. Inaccurate or missing HR data may lead to the enrollment of an individual who should be automatically exempt. In these cases, the department will need to work with HR to assure employee data is accurate and complete.

Trainees

Examples include:

  • Students, including professional, masters, and doctoral students
  • Residents, including interns, housestaff, and chief residents
  • Fellows, but only when they are in their training program
  • Post-Doctoral Scholars (postdocs) 

Volunteers

Examples include:

  • Staff volunteers
  • Unpaid interns
  • Volunteer clinical faculty
  • Faculty with WOS appointments

Employees of Affiliated Organizations

Examples include:

  • Gladstone Institutes
  • Howard Hughes Medical Institute
  • Veterans Affairs Medical Centers
  • San Francisco Department of Public Health
  • Alameda County Medical Center

Exempt Title Codes

This is the complete list of exempt title codes. Some of the following staff title codes are exempt because their work doesn't require the use of a computer. Supervisory versions of these title codes are not automatically exempt.

Title Code Title Name Type
1118 VISITING PROFESSOR - FISCAL YR Faculty
1132 PROF EMERITUS (WOS) Faculty
1218 VST ASSOC PROFESSOR-FISCAL YR Faculty
1318 VST ASST PROFESSOR -FISCAL YR Faculty
1650 LECT-MISCELLANEOUS/PART TIME Faculty
1676 LECTURER/SR. LECTURER-WOS-FY Faculty
1712 VIS ASST PROF-HCOMP Faculty
1713 VIS ASSOC PROF-HCOMP Faculty
1969 HHMI INVESTIGATOR Faculty
2017 CLIN PROF-VOL Faculty
2037 ASSOC CLIN PROF-VOL Faculty
2057 ASST CLIN PROF-VOL Faculty
2077 CLIN INSTR-VOL Faculty
2311 TEACHG ASST-NON GSHIP Trainee
2312 TEACHG ASST-GSHIP/NON REP Trainee
2313 TEACHG ASST-NON GSHIP/NON REP Trainee
2708 RESID PHYS I/NON REP Trainee
2724 RESID PHYS II-VIII/NON REP Trainee
2725 CHIEF RESID PHYS-NON REP Trainee
2726 RESID PHYS/SUBSPEC 4-8/NON REP Trainee
2727 POST DDS I-VI/NON REP Trainee

2728

PGY I PHARMACY RESID/NON REP Trainee
2729 PGY II PHARMACY RESID/NON REP Trainee
2732 OTH POST-MD TRAIN 2-8/NON REP Trainee
2735 STIPEND-OTH POST-MD TRAIN Trainee
2737 OTH POST DDS/NON REP Trainee
2740 NON-PHYS CLIN TRAIN Trainee
3208 VIS RES Trainee
3218 VIS ASSOC RES Trainee
3228 VIS ASST RES Trainee
3249 SENATE EMERITUS (WOS) Faculty
3252 POSTDOC-EMPLOYEE Trainee
3253 POSTDOC-FELLOW Trainee
3254 POSTDOC-PAID DIRECT Trainee
3266 GSR-NO REM Trainee
3282 GSR-FULL FEE REM Trainee
3298 RES ASSOC(WOS) Faculty
3800 NON-SENATE ACAD EMERITUS(WOS) Faculty
4011 RECREATION PRG INSTR Staff
4021 SPORTS AST Staff
4031 LIFEGUARD Staff
4672 CLERK SR OR SECR Staff
4739 STDT INTERN PD Trainee
4740 STDT INTERN Trainee
4822 MAIL PROCESSOR SR Staff
4824 MAIL PROCESSOR AST Staff
4921 STDT AST 2 Staff
5060 STOREKEEPER SR LD Staff
5061 STOREKEEPER LD Staff
5062 STOREKEEPER SR Staff
5063 STORES WORKER Staff
5065 STOREKEEPER AST Staff
5066 DELIVERY WORKER Staff
5099 CUSTODIAN SR PD Staff
5100 CUSTODIAN PD Staff
5113 CUSTODIAN LD Staff
5114 WINDOW CLEANER Staff
5116 CUSTODIAN SR Staff
5117 CUSTODIAN Staff
5123 ELEVATOR OPR Staff
5167 LIGHT FIXTURE ATTENDANT Staff
5200 MEETING ROOM CAPTAIN 3 B Staff
5201 MEETING ROOM CAPTAIN 3 A Staff
5202 MEETING ROOM CAPTAIN 2 Staff
5203 MEETING ROOM CAPTAIN 1 Staff
5332 PARKING REPR LD Staff
5333 PARKING REPR SR Staff
5334 PARKING REPR Staff
5335 PARKING AST Staff
5440 EXEC CHEF Staff
5441 FOOD SVC CRD Staff
5452 FOOD SVC WORKER LD Staff
5455 FOOD SVC WORKER PD Staff
5456 FOOD SVC WORKER SR PD Staff
5502 BAKER SR Staff
5503 BAKER Staff
5505 BAKER AST Staff
5520 COOK PD Staff
5521 COOK PRN Staff
5522 COOK SR Staff
5524 COOK AST Staff
5650 FOOD SVC WORKER PRN Staff
5651 FOOD SVC WORKER SR Staff
5652 FOOD SVC WORKER Staff
5821 LINEN SVC HEAD SR Staff
5822 LINEN SVC HEAD WORKER Staff
5832 LINEN SVC WORKER SR Staff
5833 LINEN SVC WORKER Staff
5835 LAUNDRY ROTARY PRESS OPR Staff
5841 LAUNDRY MACHINE OPR SR Staff
5842 LAUNDRY MACHINE OPR Staff
5863 POWER SEWING MACHINE OPR Staff
5864 DRAPERY MAKER Staff
8097 PHYS PLT LABORER GARDENER B Staff
8098 PHYS PLT LABORER GARDENER A Staff
8114 PHYS PLT SUPT SR Staff
8115 PHYS PLT SUPT Staff
8116 PHYS PLT SUPT AST Staff
8172 PHYS PLT MECH SR Staff
8174 PHYS PLT MECH Staff
8211 BLDG MAINT WORKER LD Staff
8212 BLDG MAINT WORKER SR Staff
8213 BLDG MAINT WORKER Staff
8311 LAB GLASSBLOWER PRN Staff
8312 LAB GLASSBLOWER SR Staff
8313 LAB GLASSBLOWER Staff
8314 LAB GLASSBLOWER TRAINEE Staff
8483 DRIVER Staff
8485 AUTO EQUIP OPR PRN Staff
8486 AUTO EQUIP OPR SR Staff
8487 AUTO EQUIP OPR Staff
8535 LAUNDRY TRUCK DRIVER Staff
8553 TRUCK DRIVER Staff
8563 EQUIP OPR Staff
9458 ATH TRAINER Staff
9460 ATH TRAINER PD Staff
9521 ANIMAL RESC MGR Staff
9522 ANIMAL RESC SUPV Staff
9523 ANIMAL TCHN PRN Staff
9524 ANIMAL TCHN SR Staff
9525 ANIMAL TCHN Staff
9526 ANIMAL TCHN AST Staff
9534 ANIMAL HEALTH TCHN 4 Staff
9535 ANIMAL HEALTH TCHN 3 Staff
9536 ANIMAL HEALTH TCHN 2 Staff
9537 ANIMAL HEALTH TCHN 1 Staff
9606 LAB HELPER Staff

Geographic Service Area

The following campuses and locations are included in the ITFS geographic service area. This list is not complete, so please ask if your location is not listed here.

  • Parnassus Heights
  • Laurel Heights
  • Mount Zion
  • Mission Center Building
  • San Francisco General Hospital
  • Mission Bay
  • 50 Beale Street
  • Buchanan Dental Center, 100 Buchanan Street
  • China Basin Building, 185 Berry Street
  • 3360 Geary Boulevard
  • 2300 Harrison Street
  • Hunters Point Facility, 900 Palou Avenue
  • 2727 Mariposa Street
  • 1930 Market Street
  • 654 Minnesota Street
  • 982 Mission Street
  • 220 Montgomery Street

ITFS is not able to provide on-site support at the San Francisco VA Medical Center or at personal residences. If you have questions about a specific service location please contact us at [email protected].

Basic Science Research Exemption

Departments can request exemptions for full-time research FTEs who do not work with restricted data at any time in the course of their employment. Exemptions require approval from the Department Manager, Department Chair, and Dean or EVCP. Please carefully review the definition of restricted data (including confidential information, personal information, and protected or research health information) in UCSF administrative policy 650-16 before submitting a request.

To request an exemption:

  1. For each lab, send the name of the Principal Investigator requesting an exemption for any lab member/s to [email protected]; one email per lab.
  2. Indicate whether you want to enter the lab member names or have the PI enter the names. 
  3. Be sure to review the Title Code list above to determine which lab members you will exempting.
  4. ITFS will create the form in DocuSign and send it to the PI (or Requester) to populate the list.
  5. Once the PI completes the form it will be automatically routed to your department manager and chair, who will review the risk and any financial impact from a lack of compliance before approval.
  6. If your department leadership approves the form it will be automatically routed to your dean or the Executive Vice Chancellor & Provost (EVCP) for approval.
  7. If your dean or the EVCP approves the form it will be returned to ITFS. The Director will review requests monthly with the IT Field Services Advisory Board.

For any questions regarding eligibility or how to fill out the form please contact us at [email protected].

Responsibilities of Exempt Users

In addition to excellent desktop support, ITFS helps you comply with information security laws and policies, and enrollment is a common corrective action in security audits. Exempt users are still personally responsible for awareness of and compliance with all relevant information security laws and policies. You can find more information about your responsibilities, including your personal liability, on the UCSF Information Security website.

ITFS will annually review exemptions with department management to determine if any changes in eligibility or risk have occurred.