Background

Exempt positions

• Trainees
• Volunteers
• Employees of affiliated organizations
• Exempt title codes

Geographic service area

Basic science research exemption

Responsibilities of exempt users

Background

The UCSF IT Field Services (ITFS) group provides consistent and 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, see our Frequently Asked Questions, or contact us at IT-Questions@ucsf.edu.

Beginning in January 2015, all nonexempt faculty and staff have been automatically enrolled in ITFS monthly service.

1. New faculty and staff appear in ServiceNow every night.
2. ServiceNow compares them against the exemption criteria to determine their eligibility. (see Note: under Exempt positions).
   • If they are eligible, they are assigned ITFS - Basic monthly service.
   • If they are exempt, ServiceNow assigns them to a local IT service provider within UCSF or to ITFS - Hourly if there is no local IT support.
3. The new hire's manager receives notification of the enrollment with a link to the Account Request Form (ARF for ITFS), which can be used to upgrade to Premium support, grant access to file servers and enable other functions.

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, an automated nightly process, 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 ensure the employee data is accurate and complete.

Trainees

Examples include:

• Students, including professional, masters and doctoral students
• Residents, including interns, house staff and chief residents
• Fellows, but only when they are in their training program
• Postdoctoral scholars (postdocs) 

Volunteers

Examples include:

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

Employees of affiliated organizations

Examples include:

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

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.

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.

• Laurel Heights
• Mission Bay
• Mission Center Building
• Mount Zion
• Parnassus Heights
• San Francisco General Hospital
  - - - - - 
• 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, contact us at IT-Questions@ucsf.edu.

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. Before submitting a request, carefully review the definition of restricted data (including confidential information, personal information and protected or research health information) in UCSF administrative policy 650-16.

To request an exemption:

1. For each lab, the Principal Investigator or staff designated in requesting an exemption for any lab member(s) can complete the online Account Request Form: ITFS Subscription Request; one request per lab.
2. Be sure to review the Title Code list above to determine which lab members you will be exempting.
3. When completing the online Account Request Form: ITFS Subscription Request, you will select “Request an ITFS subscription exemption – BSRE” under the field ITFS Subscription Type. This will prompt the Basic Science Research Exemption policy information for you to review the risk and any financial impact from a lack of compliance.
4. Enter the name of the lab member(s) requesting for exemption.
5. Enter the names of the approvers per the 4 levels listed in the order below.  
   1. Name of Principle Investigator
   2. Name of Department Lab Manager
   3. Name of Department Lab Chair member
   4. Name of School Vice Dean, Dean or Executive Vice Chancellor & Provost (EVCP) with same level of approval. (Please note: SOM's appointed Vice Dean approver is Maye Chrisman. For SOP's, the appointed Vice Dean is Alesia Woods.)
6. An email notification from Service Now will be sent to the approvers regarding the Basic Science Research Exemption request for approval, and must be approved directly from the email account the notification was sent to.
7. Once all approvers have submitted their approvals, the requested lab member(s) listed will be exempted.
8. If not approve by either one of the listed approvers, the request will not be able to complete, and the ticket will be closed.
9. A new ticket will be required with the correct information if the exemption is still desired.
10. Important: Basic Science Research Exemption requires renewal annually for continuing of exemption request.     

For any questions regarding eligibility or how to fill out the form, contact us at IT-Questions@ucsf.edu.

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 Customer Responsibilities page.

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