Hiring Process

 

 

 

 


Emergency Appointments

To hire on an "Emergency" basis (180 days for CSUEU - Units 2,5,7,9 classifications; 60 days for APC - Unit 4 classifications; and 90 days for SETC - Unit 6 classifications), the Hiring Department needs to provide Human Resources with the following:

  1. A completed Employment Application,
  2. A Position Description, and
  3. A Personnel Action Request Form (PAR), approved by the Vice President, that includes the following:
    • Section I: Memo to Human Resources
      • Indicate the Intent of the request including Effective Date
    • Section II: Requisition
      • Include the Classification Title, Salary/Hourly Rate, Job Code/Range, Department Name/Dept. ID, Time Base, Position Number, and Funding Source
    • Section III: Hiring Freeze Exemption Message
      • Indicate Source of Funds and Justification
    • Section IV: Approval Signatures

 


 

Long-Term Temporary Appointments

To hire on a "Long-Term Temporary" basis for 12-Month Appointments, Hiring Department can post the position through the regular recruitment process, or hire from the pools of qualified candidates for certain classifications. To hire on a long-term temporary basis, the Hiring Department needs to provide Human Resources with the following:

  1. A Personnel Action Request Form (PAR), approved by the Vice President, that includes the following:
    • Section I: Memo to Human Resources
      • Indicate the Intent of the request including Effective Date
    • Section II: Requisition
      • Indicate the Classification Title, Salary/Hourly Rate, Job Code/Range, Department Name/Dept. ID, Time Base, Work Schedule, Position Number, Pay Plan, Position Status, Employment Type (provide anticipated expiration date), Recruitment Type and Funding Source.
    • Section III: Hiring Freeze Exemption Message
      • Indicate Source of Funds and Justification
    • Section IV: Approval Signatures
      • Permanent positions must include the President's approval
  2. A fully detailed Position Description and a Job Posting including Duties and Qualifications
  3. A Hiring Memo
    • After Interviews are conducted and a candidate is selected, the Hiring Departments submits a Hiring Memo to HR including the following information:
      • Candidate's Name
      • Effective Date
      • Expected End Date
      • Desired Salary

 


 

Permanent Staff Appointments

To hire for "Permanent" staff positions, departments can post the position through the regular recruitment process, or hire from the pools of qualified candidates for certain classifications. To hire for Permanent staff positions, the Hiring Department needs to provide the Human Resources Department with the following:

  1. A Personnel Action Request Form (PAR), approved by the Vice President, that includes the following:
    • Section I: Memo to Human Resources
      • Indicate the Intent of the request including Effective Date
    • Section II: Requisition
      • Indicate the Classification Title, Salary/Hourly Rate, Job Code/Range, Department Name/Dept. ID, Time Base, Work Schedule, Position Number, Pay Plan, Position Status, Employment Type (provide anticipated expiration date), Recruitment Type and Funding Source.
    • Section III: Hiring Freeze Exemption Message
      • Indicate Source of Funds and Justification
    • Section IV: Approval Signatures
      • Permanent positions must include the President's approval
  2. A fully detailed Position Description and a Job Posting including Duties and Qualifications
  3. A Hiring Memo
    • After Interviews are conducted and a candidate is selected, the Hiring Departments submits a Hiring Memo to HR including the following information:
      • Candidate's Name
      • Effective Date
      • Expected End Date
      • Desired Salary

 


 

MPP (Management Personnel Plan) Appointments

Departments can hire for MPP Positions on a Temporary or Regular basis. MPP positions do not need to be advertised through the regular recruitment process. To hire for MPP Temporary or Regular Positions, the Hiring Department needs to provide the Human Resources Department with the following:

  1. A Personnel Action Request Form (PAR), approved by the Vice President, that includes the following:
    • Section I: Memo to Human Resources
      • Indicate the Intent of the request including Effective Date
    • Section II: Requisition
      • Indicate the Classification Title, Salary/Hourly Rate, Job Code/Range, Department Name/Dept. ID, Time Base, Work Schedule, Position Number, Pay Plan, Position Status, Employment Type (provide anticipated expiration date), Recruitment Type and Funding Source.
    • Section III: Hiring Freeze Exemption Message
      • Indicate Source of Funds and Justification
    • Section IV: Approval Signatures
      • Regular positions must include the President's approval
  2. A fully detailed Position Description and a Job Posting including Duties and Qualifications
  3. A Hiring Memo
    • After Interviews are conducted and a candidate is selected, the Hiring Departments submits a Hiring Memo to HR including the following information:
      • Candidate's Name
      • Effective Date
      • Expected End Date
      • Desired Salary

If the position was advertised, the department will need to conduct Interviews, select a candidate from the interviews, submit a Hiring Memo recommending the candidate for hire. The Memo needs to be approved by the appropriate Area Administrator or designee and must include:

  • Candidate's Name
  • Effective Date (and Expected End Date if temporary), and
  • Desired Salary

If the position was not advertised, and the candidate was appointed by an Area Administrator, the Initial PAR must indicate:

  • Candidate's Name,
  • Effective Date (and Expected End Date if temporary), and
  • Desired Salary

Express Recruitment

 


 

The Express Recruitment Process can be utilized to hire "Long-Term Temporary," "Probationary" and "Management" positions. It can be utilized in conjunction with the Pool Recruitment type.

  • Note: A Search Committee is not utilized for the Express Recruitment Process, only the Department Hiring Manager and a Human Resources Manager will be involved.
  • This process requires HR to screen applications and recommend top candidates for interviews (exceptions apply for classifications in Units 4, 6 & 8).
  • Interviews will be conducted one-on-one by Department Hiring Manager.

To utilize the Express Recruitment Process, the Hiring Department needs to provide Human Resources with the following:

  1. A Personnel Action Request Form (PAR), approved by the Vice President, that includes the following:
    • Section I: Memo to Human Resources
      • Indicate the Intent of the request including Effective Date
    • Section II: Requisition
      • Indicate the Classification Title, Salary/Hourly Rate, Job Code/Range, Department Name/Dept. ID, Time Base, Work Schedule, Position Number, Pay Plan, Position Status, Employment Type (provide anticipated expiration date), Recruitment Type and Funding Source.
    • Section III: Hiring Freeze Exemption Message
      • Indicate Source of Funds and Justification
    • Section IV: Approval Signatures
      • Permanent positions must include the President's approval
  2. A fully detailed Position Description and a Job Posting including Duties and Qualifications. The position will be required to be posted for two weeks.
  3. A Hiring Memo
    • After Interviews are conducted and a candidate is selected, the Hiring Departments submits a Hiring Memo to HR including the following information:
      • Candidate's Name
      • Effective Date
      • Expected End Date
      • Desired Salary

Separation Process

The Human Resources Department must be notified immediately of any separation(s) from the University in order to process final pay timely. Employment separation from CSUSB can be initiated by any of the following:

 

Resignation

 


 

Resignations are voluntary separations from employment such as Voluntary Resignation, Service Retirement, End of Temporary Appointment (as scheduled), and Disability Retirement. Although it is customary to provide at least two (2) weeks' notice, such notice is not legally required. The notice is helpful because it allows the department to work with Payroll in order to have a timely Final Paycheck.

Note: Per AB 2410, which amended Section 220 of the Labor Code, an employee who voluntarily resigns must be paid wages earned and accrued benefits (vacation, CTO, personal holiday, etc.) no later than 72 hours from the date of separation. However, if the employee provides at least 72 hours' notice, he/she is entitled to the earned wages and accrued benefits at the date of separation.

  1. Employee provides supervisor with a document indicating decision to resign. It is important to include the effective date of resignation, as well as the last day of actual work.
  2. Supervisor submits a copy of the document to the Human Resources Department so that a Termination Transaction can be processed.
  3. Employee completes a final timesheet (STD 634) and submits it to the department's Attendance Clerk.
  4. The department's Attendance Clerk balances accruals with the Payroll designee, completes the Pink Separating Timesheet and submits it to Payroll.
  5. Employee picks up a Separating Packet from the Human Resources Department. Depending on the employee's type of appointment, the packet may consist of the following forms:
    • Separating Attendance
    • Staff Clearance Form
    • Separation from CalPERS
    • UCRS Contribution Plan Distribution Kit (Staff Hourly Employees only)
    • PST Part-time, Seasonal, Temporary (Casual Workers Only)
    • COBRA Benefits Notification Form (Benefit Eligible Employees only)
    • Exit Interview Form
  6. On the last actual day of employment, employee completes Clearance Form process and obtains signatures in order to separate from the university without any outstanding debts (library fines, parking tickets, travel/salary advances, CSUSB property, etc.)
  7. Employee submits the completed Clearance Form to the Human Resources Department.
  8. Exit Interviews:
  9. Probationary/Permanent Employees: An HR Representative / Ombuds Services Representative meets with the Employee to conduct an Exit Interview.
  10. Temporary Employees: Employee is provided with an Exit Interview Form to complete and return it to HR.

    Benefit-eligible employees meet with Benefits Manager/Coordinator to discuss benefits and COBRA options.

  11. Payroll releases the final payout to the Bursar's Office for distribution to the separating employee (SCO warrant or Salary Advance).

Discharges

 


 

Discharges are non-voluntary separations from service such as Layoff, Termination of Temporary Appointment, Dismissal, and Rejection during Probation / Non-Retention.

Note: Per AB 2410, which amended Section 220 of the Labor Code, an employee who is discharged must be paid wages earned and accrued benefits (vacation, CTO, personal holiday, etc.) immediately.

  1. Supervisor meets with an HR Representative to discuss the situation.
  2. Discharge Notification - It is important to include the effective date of termination, as well as the last day of actual work, especially if the employee is given Administrative Leave w/pay.
    1. Permanent Employees: Notification Letter is prepared by an HR Representative.
    2. Temporary Employees: If a Notification Letter will be provided, it is prepared by the Department Supervisor or Designee.
  3. HR Representative provides HR Analyst with a copy of the Notification Letter to process a Termination Transaction in the system.
  4. HR Analyst advises the Benefits Analyst.
  5. Department's Attendance Clerk balances accruals with the Payroll Designee, completes the Pink Separating Timesheet and submits it to Payroll.
  6. Payroll processes transaction in the SCO system. Once the pay has been generated, the Pay Warrant is provided to the Supervisor or HR Representative.
  7. Department Supervisor or designee picks up a Separating Packet from the Human Resources Department. Depending on the employee's type of appointment, the packet may consist of the following forms:
    • Separating Attendance
    • Staff Clearance Form
    • Separation from CalPERS (Benefit Eligible Employees only)
  8. UCRS Contribution Plan Distribution Kit (Hourly Employees only)
  9. COBRA Benefits Notification Form (Benefit Eligible Employees only)
  10. Exit Interview Form
  11. Supervisor meets with the employee and advises him/her that he/she is been discharged. Supervisor provides employee with final Pay Warrant and the Separating Packet/Documents.
  12. If employee is not willing to do the Clearance Process, the Supervisor collects all the University Property from the employee and informs HR of the Employee's unwillingness to do Clearance Process.
  13. Supervisor or department designee takes the Clearance Form around campus to return property and obtain signatures.
  14. Supervisor or department designee submits the completed Clearance Form for the Human Resources Department.
  15. Benefits Analyst is advised to mail out COBRA notification for eligible employees.