3/17/2025

TO: UCSB UCPath Transactors, Approvers, & Inquirers 

FR: Corena Herrera, HRIS & Data Analytics Manager, Human Resource & Amy Arnold, Assistant Director, UCPath & Leave Administration, Academic Personnel

RE: UCPath Notice: Important Reminder: Compliance with California Government Code Section 3558 (AB 119) 

This memo serves as an annual reminder of our compliance responsibilities under California Government Code Section 3558 (GC 3558), also known as AB 119.  We require all department administrators to ensure compliance with state law requirements to avoid potential penalties.  This memo outlines the steps needed for departments to be in compliance.

What is GC Section 3558?

GC Section 3558 of the CA Assembly Bill 119 mandates that public employers, including the University of California, provide unions with specific details about newly hired and current bargaining unit employees. This requirement facilitates communication between labor organizations and the employees they represent by ensuring timely and accurate disclosure of required employee data.

What is the department’s responsibility?

To ensure compliance with GC 3558, departments should:

  • NEW: Collect both home phone and personal cell numbers during onboarding.
    •  If an employee does not have a home phone number, enter their cell phone number in the home phone number field, even if it is a duplicate.
  • Require employees to review or update their personal information at least annually.
  • Ensure location codes and cubicle entries are accurate and reviewed regularly, updating them as employees move workspaces or departments relocate.
    • If a work location (on the position) and the cubicle data (on job data) are the same, enter the information in both fields even if it duplicates the information.

How should data be reviewed and updated?

  • To review work location, cubicle, business phone number, and business email address, run the COGNOS Report R-272 Employee Rosters Report.
  • To review personal contact information (home phone, cell phone, personal email, address), navigate to the Modify a Person component in UCPath. 
    • Note: Personal contact information is not currently accessible via report.
    •  If you need a report of this data for your represented employees - staff and academic, please contact HRIS via HR ServiceNow or Academic Personnel via AP-Path@ucsb.edu.
  • To update contact information (email addresses, phone numbers), the department should submit a Personal Data Template.  The employee can update personal information via Employee Self-Service.
  • To update a location code or cubicle data, follow the processes established by Human Resources and Academic Personnel.

For further details and resources, please visit our GC 3558 webpage for step-by-step instructions.

What data is required?

The University must provide the exclusive representative of each bargaining unit with the following details for employees in their unit:

  • Full name
  • Job title
  • Department
  • Work location*
  • Work phone number
  • Work email address
  • Home address
  • Home phone number
  • Personal cell phone number
  • Personal email address
  • Date of hire

*Work location includes both the building, office, and cubicle (EX:  Location SAASB3101 and Cubicle 3101K)

What happens if a department doesn’t comply?

Failure to comply with GC 3558 may result in:

  • Administrative complaints filed with the Public Employment Relations Board (PERB)
  • Court orders mandating compliance
  • Potential fines and penalties imposed by PERB

If you have any questions or need further guidance,  please contact Human Resources or Academic Personnel. We hold UCPath office hours every other Wednesday and you are welcome to join us and bring your questions regarding this topic. Please subscribe to the Office Hours Calendar.

For GC 3558 questions regarding Staff contact HRIS via ServiceNow

For GC 3558 questions regarding Academic Employees contact AP-Path@ucsb.edu 

Thank you for your attention to this important matter.

If you have other questions, contact one of the following offices: