Navigating Contract Appointments 

At UCLA, contract appointments can be for a fixed or variable period, typically up to four years. These appointments are ideal for projects, initiatives, or roles with short-term funding (such as contract, grants or external sources), or in fields where it may be industry standard for employment contracts (e.g., athletics, fundraising). 

Contract roles offer flexibility while maintaining compliance with University policies and collective bargaining agreements. Departments must ensure that each contract appointment aligns with policy, has a clear time frame, and reflects the temporary nature of the role. 

General Guidelines 

• Competitive recruitment is required for all contract appointments, unless an approved waiver, exemption, or contract extension applies.
• The maximum appointment duration is four years, unless an exception to University policy is granted by the Vice Chancellor of Human Resources.
• Contract appointments may be established for any percentage of time, but must include a clearly defined duration.
• Represented positions are NOT eligible for contract appointments.
• See Related Policies and Resources below. 

Recruitment Options for Contract Appointments 

Contract positions are filled through a competitive recruitment for a single job title. If there are multiple vacancies under a multi-incumbent position description, more than one hire can be made under the same recruitment. 

Contract Duration and Extensions 

Contract Appointments (Up to Four Years) 

Departments may establish a contract appointment for up to four years. No special approval is required, as long as the contract complies with PPSM-3 and appropriate recruitment practices were followed. 

• Creating a New Contract 

After a competitive selection, a contract must be generated using the UCOP provided contracts templates within iCIMS (ATS). UCOP contract terms must not be modified. 

View Step-by-Step Guidance for Creating New Contracts in iCIMS – Training Resources 

• Amending or Extending an Existing Contract (4 years or less) 

Department may extend or amend contracts to address key terms such as: 

• Appointment end date (extension)
• Salary (if changes are permitted in the original contract)
• Allowed if original contract permits written updates
• Confirm salary changes with your department budget officer and CHR Compensation. 

View Step-by-Step Guidance for Contract Extensions – Four Years or Less 

Contract Extensions Beyond Four Years (Exception to Policy) 

If a contract needs to be extended beyond the four-year limit, departments must request an exception to policy. Approval from the Vice Chancellor of Human Resources (or designee) is required. Extensions over four years will only be considered under specific conditions, such as: 

• Funding from non-19900 sources (e.g., contracts, grants, external source)
• The role is project-based with a defined end date prior to the recruitment
• The position has industry standards for requiring contracts (e.g., coaches, development officers) 

View Step-by-Step Guidance for Contract Extensions – Greater Than Four Years 

Contract-to-Career Conversions 

A contract appointment may be converted to a career appointment under the exemption to recruitment process if: 

• The original recruitment was open and competitive
• The job posting included the language: 
  “This is a [number]-year contract with the possibility of extension and/or conversion to a career appointment.” 

If that language was not included, a waiver request may be made to seek Vice Chancellor of Human Resources and the AVC of Civil rights approval for conversion. 

In some cases, contract-to-career conversion is mandated due to changes by the Public Employment Relations Board (PERB) affecting job classification. 

View Step-by-Step Guidance for Contract-to-Career Conversions 

Questions?

If you have questions, please contact your Campus Human Resources Talent Acquisition Consultant (TAC).