Guidance for Key Persons Not Yet Hired at UC Berkeley
The ideal process for adding Key Persons to Phoebe who are scheduled to be hired at UC Berkeley is for departments to process their hire ahead of time, so that the person will have a CalNet login and an email address on file in the campus directory. Since this isn’t always possible, other processes for obtaining CalNet access are provided below. To add a Key Person to Phoebe, send email to email@example.com with the person’s CalNet Directory UID, full name, primary home department, and affiliation (e.g. faculty, postdoc) to get them entered in the system.
Faculty who have gone through the academic recruitment process will already have a “Person of Interest” record created for them. Once they have accepted an official offer letter, this record can be used for Phoebe in advance of their arrival on campus. Please verify with HR that the Person of Interest record has been extended up to the faculty member’s official hire date, so that the new faculty member does not lose access to Phoebe.
Please contact the Phoebe Help team (firstname.lastname@example.org) to coordinate adding that ID to Phoebe.
Then, the new faculty member will need to be contacted by a CalNet deputy (see CalNet deputies listed by department or contact BRS Human Resources and Academic Personnel Support) to set up their CalNet login and berkeley.edu email address. If the new faculty member has not created an email address by the time a Phoebe proposal routes to them, they will need to be contacted so that they know to manually log in to Phoebe, check their Action List, and approve the Phoebe proposal.
Visitors from Lawrence Berkeley National Laboratory are automatically eligible for a special campus affiliate status which can be entered by department/BRS HR. This status will pick up in the campus directory by the next day after entry. The person will need to be contacted by a CalNet deputy to set up their CalNet login in order to approve the Phoebe proposal. The person should be able to supply their preferred email address directly to the campus directory using CalNet Manage Your Identity. If the person has not set an email address by the time a Phoebe proposal routes to them, they will not receive a notification, and they will need to be contacted so that they know to manually log in to Phoebe, check their Action List, and approve the Phoebe proposal.
CalNet Sponsored Guest IDs
For other new employees without a CalNet account, a current UC Berkeley employee may request a CalNet Sponsored Guest account for them. When the new person has completed their end of the Guest account creation, the PI or department should email to email@example.com with the Guest UID (berkeleyUid), position, and sponsoring department (e.g., MCESP) so that the Phoebe record can be created.
When the proposal is ready for investigator approval, Phoebe will send a routing notification to the non-Berkeley email address associated with the Guest account.
CalNet Sponsored Guest accounts do not link automatically with the Guest’s eventual campus CalNet account after the person is hired, so departments will need to be sure to update firstname.lastname@example.org when the hire has been processed. Otherwise, the former Guest will be unable to log in to Phoebe when they get their non-Guest CalNet account and new UID.